Purpose The purpose of this policy is to provide assistance to 12Stone Church s managers in the process of hiring temporary, contract and 1099 workers. When hiring a 1099 employee or contractor, this policy will help determine if the new hire is in fact a 1099 hire or should be a W2 employee. This policy will also help ensure the Church s assets are protected as well as ensuring the hire is set up properly to serve our needs and the guidelines set forth by the Internal Revenue Service. Procedures 1. The first step in considering hiring is defining the need and creating an Request for Proposal (RFP) which will define the parameters of the job you are seeking services for. This RFP will need to be approved by the Campus Pastor before beginning the process of searching for a viable candidate to complete the task. 2. Once the RFP is approved you will need to ask the following questions: Will we need to control location, time, equipment, facility, or how the task will be completed? Are we incurring the risk? Do we have the right to discharge? Is this part of regular business? Regular business is defined as a task that is vital to the daily, weekly or monthly operation of the Church where when not performed would be detrimental to the primary goals the Church has set forth as its function to inspire life, share life and give life. Is this a permanent need? Is there no start and/or stop date? If NO, then proceed as a 1099 Contractor following the Hiring Process Flow Chart (1099) If YES, then ask the following questions: Can a company or Individual with an Employment Identification Number (EIN) fulfill our need? If YES, then proceed as a 1099 Contractor following the Hiring Process Flow Chart (1099) Is this defined as a Resident Position? If Yes, this person will be filed as a 1099 but you will follow the Hiring Process Flow Chart (W2). Revision Date: April 10, 2013 Page 1 of 4
See attached diagrams for flow procedures, Note: there is a separate policy and procedure for Hiring Employee and Termination Process. 3. Once the need is determined to be a 1099 contractor position and an a an individual has been identified as a potential to fulfill the need the following procedures are to be followed (Please see attached diagram for flow of procedures): 3.1. Request a background check. Background check release forms are on the intranet by clicking on the Human Resources button and opening the blank forms folder. The background check release form must be completed and returned to HR Specialist prior to making the offer. Background checks can take anywhere from 24 hours to one week to complete depending on the number of places an individual has lived in the past 7 years. 3.2. Once a clear background check is received, HR Specialist will notify you that you are clear to extend an offer. If there is a problem with the background check, further discussions with your team leader and Campus Pastor will occur. 3.3. As the hiring manager, you will then need to request the Independent Contractor Agreement Template from the HR Specialist the following information will need to be edited to submit a final contract to the candidate: Position, Date, and Name on Page 1 Name and Address in Section 13 on page 2, Campus Pastor Name and Contractor Name for signatures Scope of Services on Exhibit A, Compensation on Exhibit B Should the candidate have additional addendums those should be added as Exhibit C, D, etc. IF changes to the contract itself need to be made the CFO will need to sign off prior to finalizing the contract, otherwise the campus pastor may sign off. 3.4. Once approved, the contract will be sent to the hiring manager for presentation to the prospective candidate. 3.5. Upon signed acceptance, the hiring manager will need to obtain a Revision Date: April 10, 2013 Page 2 of 4
W-9 to submit along with a copy of the signed contract to HR 3.6. The 1099 Contractor will be responsible for submitting invoices for payments. The hiring manager will submit a PO to accounting to process their payments. Revision Date: April 10, 2013 Page 3 of 4
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