Following the submission of each Placement, the Post Placement Company Record Review is performed to ensure all information related to the Client Company is populated within the Company Record. The following checklist details the steps of this review.


This Knowledgebase Article is based on information from Confluence Page ID 17858651. If updated, please review the corresponding Confluence source.

Parties Responsible for Process

  • Middle Office

    • Consultant Support

    • Contracting

  • Accounting

    • AR & Invoicing - Consultant Invoicing

1. Review Placement Details

MIDDLE OFFICE ACCOUNTING

Field

What does this tell us?

Branch Name

The DWG Branch this Consultant will be grouped into within BullHorn Time & Expense.

Employee Type

W2 - If W2, the Consultant is on the DeWinter Group or Maris Consulting Group’s payroll.

1099 - If 1099, the Consultant is independently employed and ‘invoices’ the DeWinter Group for hours worked either via excel spreadsheet or by manually entering time.

Time Keeping Method

Web - If Web is selected, the Consultant will use BullHorn Time & Expense (previously known as PeopleNet) to document their hours worked.

VMS - If VMS is selected, the Consultant will use a third party tool to document their hours worked and will report them back to the DeWinter Group.

Work Week Begin

Mon - The default is Monday and should never be changed without first speaking with the Middle Office Team Lead.

Location

This is the physical Worksite location assigned to the Job associated with this placement.

Even if the Candidate is remote, which is noted by the Work Structure field below, the Work Location should be populated. If the Work Location is unknown, the Company’s headquarters should be used in its place.

Work Structure

Onsite - The candidate is working onsite at the physical job location.

Hybrid - The candidate works one or more days onsite at the physical job location and one or more days work from home.

Remote - The candidate works from their home address as documented on the Candidate’s Record.

Worksite State

The State in which the Company is located.

Worksite City

The City in which the Company is located.

Start Date

Always review the Start Date to ensure you understand whether this placement is accounting for retroactive work or current/future work.

Scheduled End

The scheduled end date of the placement.

If the scheduled end date is undetermined, recruiters are responsible for reviewing and updating every 3 months.

Effective Date

The date in which the requested placement details take effect.

Pay Rate

The Placement’s pay rate upon creation.

OT Pay Rate

The Placement’s OT pay rate upon creation.

Bill Rate

Placement’s bill rate upon creation.

OT Bill Rate

Placement’s OT bill rate upon creation.

Approver Name

The name of the individual who will review & approve hours for this consultant.

Approver Email

The name of the individual who will review & approve hours for this consultant.

Billing Contact

The name of the individual who is to receive invoices for this Consultant’s hours.

Expenses Allowed

Is the Consultant permitted to expense Mileage, Meals, or other business expenses?

This setting controls whether or not Consultants will have certain privileges within BullHorn Time & Expense.

Vendor Company (C2C)

The Corp to Corp Vendor if this is a C2C placement.

Vendor Pay Rate (C2C)

 

2. Populate Rate Card

CONSULTANT SUPPORT

Please refer to Adding/Editing Rate Cards

3. Complete Contracting Documentation Client Contracting

CONTRACTING

From within the BullHorn Company record tied to the Placement…


A Client onboarding form is also required for every NON-VMS client. This only needs to be done once and will only be required for NEW or Reactivated clients with more than a 3 year gap since the last placement. If you do not see one, please reach out to support@dewintergroup.com.

  1. Navigate to the Files tab

  2. Does an active Consulting: Staffing Agreement exist?

    1. Generally titled Master Services Agreement (MSA), Professional Services Agreement (PSA), ACTIVE agreements are defined as fully executed (signed by both parties) agreements within the past three (3) years which contains a Conversion Schedule

    2. If an active agreement does not exist, prepare and issue the necessary contractual documentation.

      1. Once fully executed, upload to Company Record.

      2. Update the Company’s Active Contract Type(s) field to include that which applies:

        1. DWC/S Consulting Services Agreement,

        2. MCG Consulting Services Agreement,

        3. VMS Agreement

    3. If an active (signed and within contract dates) agreement exists:

      1. Update the Company’s Active Contract Type(s) field field to include that which applies:

        1. DWC/S Consulting Services Agreement,

        2. MCG Consulting Services Agreement,

        3. VMS Agreement

  3. Does an active SOW exist?

    1. A Statement of Work is required for every NON-VMS placement.

    2. If an active agreement does not exist, prepare and issue the necessary contractual documentation.

      1. Once fully executed, upload to Company Record.

      2. Update the Company’s Active Contract Type(s) field to include that which applies:

        1. DWC/S Consulting SOW (Internal),

        2. DWC/S Consulting SOW (Client-specific),

        3. MCG Statement of Work (Internal),

        4. MCG Consulting SOW (Client-specific)

    3. If an active (signed and within contract dates) agreement exists:

      1. Update the Company’s Active Contract Type(s) field field to include that which applies:

        1. DWC/S Consulting SOW (Internal),

        2. DWC/S Consulting SOW (Client-specific),

        3. MCG Statement of Work (Internal),

        4. MCG Consulting SOW (Client-specific)

  4. If this is a Corp to Corp placement, ensure that…

    1. Vendor Company (C2C) field is tied to the correct Vendor Company Record.

    2. The following active files are on record:

      1. Vendor Service Agreement

      2. W9 Form

      3. ACH Form

      4. Certificate of Insurance

      5. Exhibit A (tied to the placement)

  5. Once all necessary contracts are confirmed to be tied to the Company Record, please email support@dewintergroup.com to confirm Client Contracting is completed.

Candidate Contracting/HR

CONSULTANT SUPPORT

From within the Candidate record tied to the Placement…

  1. Send onboarding documents through Bullhorn Onboarding

    1. Engagement Letter,

    2. Background Check Policy,

    3. External Employee Handbook, and

    4. any client specific documentation.

  2. Add the Candidate in Paylocity

    1. Send welcome email with instructions

  3. Perform Background Check

    1. If there is not a current background check on file (within a year), Support will initiate a new one

    2. Background checks depend on client requirements

    3. Once Background Check is completed using Checkr, adds a note to the Placement notifying sales, recruiters and deskers of the outcome

  4. Run Reference Check

    1. Reference (if applicable) is added into the candidate profile under "Reference Complete"

4. Review Locations
AR & INVOICING

Determine whether the Bill To location you need to invoice this placement exist on the Company Record.

  1. Navigate to the Locations tab

  2. Do the correct Bill To Location exist on the company record?

5. Review Billing Contacts
AR & INVOICING


If you are unsure of the Billing Contact (as we have not worked with the company prior and therefore accounting does not have this information on hand), please add the Billing Contact listed on the Placement.

Determine whether or not you need to create a new AP Contact to send the invoices for this placement to.

  1. Navigate to the Contacts tab

  2. Do the correct Billing Contacts exist on the company record?

    • If they do, continue onto the next step.

    • If they do not, please Add New Contacts on the Company Record. All AP Contacts with generic AP email addresses should have their own Contact Record named “Company Name AP Contact” (i.e. Fastly AP Contact).

6. Review Invoicing Terms

AR & INVOICING

Determine whether the Invoicing Terms you need to invoice this placement exist on the Company Record.

  1. Navigate to the Invoicing Terms tab

  2. Do the correct invoicing terms exist on the company record?

7. Review Billing Profile

AR & INVOICING

Determine whether the Billing Profile you need to invoice this placement exists on the Company Record.

  1. Navigate to the Billing Profile tab

  2. Does the correct,active Billing Profile exist on the company record?

8. Add Billing Contact & Profile to Placement

AR & INVOICING

  1. Navigate to the Placement Record Edit Tab

  2. Update Billing Contact and Billing Profile fields accordingly.

  3. Save Placement

Once AR & Invoicing personnel have completed the above steps,

please email support@dewintergroup.com to confirm Invoicing Review is completed.

Approve Placement

CONSULTANT SUPPORT

  1. Navigate to the Placement Record Edit Tab

  2. Update Status to 'Approved'

  3. Save