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Freelance Request for Extra Help Guide

Freelance Request for Extra Help Guide. Dept Head/Surrogate Responsibilities Overview. Identify Need Approve Job Description Complete the Request for Extra Help Form (RFXH)

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Freelance Request for Extra Help Guide

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  1. Freelance Request for Extra HelpGuide

  2. Dept Head/Surrogate Responsibilities Overview • Identify Need • Approve Job Description • Complete the Request for Extra Help Form (RFXH) • Ensure Candidate has signed a Non-Employee Confidentiality Agreement prior to starting work (found under HR & Benefits/Extra Help on TMA’s Intranet) • Track and approve all time/costs, submitting relevant time sheets or invoices weekly

  3. Recruiting Support • Identify candidates as requested by Dept Head/Surrogate • Identify salary expectations and any related fees associated with candidates • Serve as liaison between the Dept Head/Surrogate and the Staffing Company (i.e. Staffmark)

  4. Completing the Request for Extra Help Form (RFXH) • Form located on the TMA Intranet under HR & Benefits/Extra Help • Fill out the form completely (if name unknown, note TBD for individual contact information) • If billable, obtain account lead approval; if new business, obtain new business department head approval (email approval is sufficient) • Send completed form to freelance.forms@martinagency.com for further approvals

  5. Accounting & COO Approval • Assessment of Client Staffing • Assessment of Departmental & Agency budgets • Assessment of billing related codes and rates

  6. Notifications sent once COO has approved the RFXH. TEAM HR Coordinator Rajesh Tiwarie & Hazel Garganera • Contacts freelancers (both TEAM and Independent Contractors) to collect all necessary documents for set up and payment; forwards this information to Accounting and HR • Sends notification that freelancer is approved to Dept. Head/Surrogate • Sends notifications when freelancer is about to expire. ITS Coordinator • Builds computer and grants access to TMA network and MediaOcean per specifications provided by the Dept. Head/Surrogate on the RFXH form OPS Coordinator • Works with Dept. Head/Surrogate on seating and building access cards

  7. Set up in TMA system for Payment/Billing Accounting • Accounting sends W-9s for verification with the IRS • Upon IRS verification, Accounting sets the freelancer up in the system. • If discrepancies are found, Accounting contacts TEAM HR Coordinators for revised paperwork. Dept. Head/Surrogate Provides all timesheets and invoices to Accounting weekly and no later than the first business day of the new month for the last weekly submission. For TEAM Freelancers: • Provides Accounting with approved TEAM timesheets complete with Hours per Job per Day by each Monday for the Freelancer to be paid on Friday. For Independent Contractors: • Provides Accounting with approved Invoices including timesheets complete with Hours per Job per Day.

  8. Renewal Process • Dept. Head/Surrogate completes the extension page of the RFXH • Obtain appropriate signatures (same as original request) • Send extension to Freelance.Forms@martinagency.com • Allow time for the approval process so that the freelancer is not terminated in the system

  9. Expiration/Termination Responsibilities TEAM HR Coordinator • Alerts Dept. Head/Surrogate before the RFXH expiration date Dept Head/Surrogate • Collects building access keycard and returns to any Operations Receptionist • Ensures the return of equipment to the ITS Dept. ITS Coordinator • Removes all access to the network (including email, MediaOceanand drives). OPS Coordinator • Deactivates the building access card

  10. FAQs • How do I know if my freelance candidate will be paid through a staffing company, as an Independent Contractor (IC) or through TEAM? Candidates sourced through an established staffing company such as Staffmark will be paid through their staffing company. An Independent Contractor has a registered business with the IRS and an Employer Identification Number (EIN)and submits invoices to be paid directly. All other candidates using their Social Security Number will be paid through TEAM. There are no exceptions to this policy. • Why is TEAM contacting my IC? Rajesh Tiwarie and Hazel Garganera with TEAM function as HR Coordinators for the freelance process and thus liaise with all types of freelancers. • Is there preliminary paperwork I need to give my freelancer? Yes, always have a Non-Employee Confidentiality Agreement signed by the freelancer before starting work. This form can be found on the Intranet under HR & Benefits/Extra Help. • How do I know my freelancer has been approved?Dept. Head/Surrogate will receive a notification via email from TEAM HR Coordinators. It is the responsibility of the Dept. Head/Surrogate to notify the hiring manager. • How long does the RFXH approval process take once submitted to freelance.forms@martinagency.com? The approval process typically takes 1-2 business days but may vary. Dept. Head/Surrogate will be notified of delays. • Who can I reach out to with additional questions?Marty Ritter in Recruiting, Cindy King and Marcus Cibulka in ITS, Tiffany King in Operations, Bethiah Bell, Kim Sink and Ryan Cummins (Freelance.Forms Inbox) in Accounting or your department HR Partner.

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