Table of Contents:
- Contractor Payment Protocol
- Article Feedback
This article provides information about the payment protocols pertaining to independent contractors at B Lab.
Please keep in mind that this article is not exhaustive; the POps team is happy to answer questions and provide support to teams for any information not covered by this article. Please reach out to us with any questions by opening a new ticket - ticket responses are added to the FAQs section below on a regular basis.
Contractor Payment Protocol
Before the Contractor Starts Work
Before the contractor begins work, you will need to make sure the necessary paperwork has been completed to facilitate payment of their invoices.
- In the US: The contractor should fill out a W-9 on his/her first day
- Outside of the US: The contractor should fill out a W-8 BEN on his/her first day
Your can find more information about the required processes for invoicing and payment in the Bill Payment Approval Process & Electronic Signature Requirements Freshdesk article.
It is best practice: at B Lab for the Budget Manager to review and approve all contractor invoices. Once approved, contractor invoices should be sent to firstname.lastname@example.org. Invoices are due by the 10th of the following month.
The following fields must be included in the invoice:
- Invoice Number
- Contractor's Name
- Contractor's Address
- Timeline of Services Provided
- Hours Worked x Hourly Rate with Total Invoice Amount
- What Deliverables were Delivered
- Electronic Bank Details to Receive Payment via ACH Transfer or International Wire
All expenses related to the contractor’s relationship with B Lab will be reflected in monthly invoices; no access to Expensify should be provided.
FOF will not make exceptions for bi-weekly pay, withholding taxes, or other requests that resemble an employer-employee relationship. This should be made clear to all contractors early in the onboarding process.
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