Supplier Orientation Guide
Hewlett Packard Enterprise
Global Agency Contractor Program
Hewlett Packard Enterprise
Global Staffing Supplier Orientation Guide
1. Introduction………………………………………………………………………………………………………………………………………………………….…………...... 3.
2. Definitions...... 3.
3. The AC Labor Desk...... 4.
4. Agency Contractor Candidate Job Postings...... 4.
4.1. Resale Agency Contractors...... 5.
5. Pre-Employment Check Process...... 5.
5.1. Background Check Process...... 6.
5.2. Drug Screen Process...... 6.
5.3. Foreign National Worker Policy (United States including US TS Federal only)...... 7.
5.4. Restricted Party List Check Process...... 7.
5.5. Federal Requirements (TS Federal Only)...... 8.
5.6. Representations and Certifications (TS Federal Only)...... 8.
5.7. Security Clearances (UK Department of Works & Pensions Only)...... 8.
5.8. Security Clearances (TS Fed)…………………………………………………………………………………………………………………………………….9.
6. Agency Contractor Pricing Information……………………………………………………………………………………………………………………………………….9.
7. Hewlett Packard Enterprise Policies and Guidelines...... 9.
7.1. Length of Assignment Policy...... 9.
7.2. Break in Service Policy...... 9.
7.3. Former HEWLETT PACKARD ENTERPRISE Employees...... 9.
8. Candidate Onboarding...... 10.
9. Order Management Process in SmartLaborII...... 10.
10. Performance Management...... 11.
11. Additional Agency Contractor Engagement/ Termination Processes...... 11.
11.1. Job Posting Cancellation...... 11.
11.2. No-Shows...... 11.
11.3. Replacement Process...... 11.
11.4. Bill/Pay Rate Increase Job Posting...... 11.
11.5. Job Title/Code Change (Existing Contractor)...... 12.
11.6. Termination...... 12.
11.6.1. Planned Assignment End...... 12.
11.6.2. Performance-Related Termination...... 12.
11.6.3. Agency Contractor Resignation...... 12.
11.7. Extension Process...... 12.
12. Training...... 13.
12.1. Contingent Worker Code of Conduct...... 13.
12.2. Safety & Security...... 13.
12.2.1. Agency Contractor Orientation...... 13.
12.2.2. Personal Protective Equipment (if required)...... 13.
12.2.3. Site Security & Badges...... 14.
13. Reporting Injury & Illness...... 14.
14. Hewlett Packard Enterprise Work Policies and Procedures...... 14.
14.1. Vacation and Holidays...... 14.
14.2. Attendance...... 14.
14.3. Rewards & Recognition...... 15.
15. Time Capture and Invoicing...... 15.
15.1. Time & Expense Capture...... 15.
15.1.1. Hours Approval & Submission...... 15.
15.1.2. Travel & Expense Policy...... 16.
15.1.3. Expense Submittal Process...... 16.
15.1.4. Overtime Approval & Billing Information...... 16.
15.1.5. Time and Expense Management...... 17.
15.2. Invoicing and Credit Notes...... 17.
16. Subcontracting...... 18.
17. EU Agency Worker Directive Support (EMEA only)...... 18.
18. Program Compliance...... 19.
19. Roles and Responsibilities...... 19.
20. Right to Audit...... 24.
21. Appendix...... 24.
21.1. SmartLaborII Supplier Portal and Access...... 25.
21.2. SmartLaborII Website...... 25.
21.3. SmartLaborII Tool Support...... 25.
1.Introduction.
Welcome to Hewlett-Packard Enterprise’s Global Agency Contractor Program. The Agency Contractor Program team is dedicated to reducing time spent operating the Agency Contractor requisition process and providing added efficiencies and service quality to Hewlett Packard Enterprise stakeholders.
The use of Agency Contractors is an integral part of workforce staffing to achieve Hewlett Packard Enterprise’s business objectives. This orientation and training document is a guideline for approved Staffing Suppliers to assist with providing Agency Contractor staffing services to Hewlett Packard Enterpise.
Please retain this document and use it as a reference. This document is to be utilized in conjunction with the Hewlett Packard Enterprise Standard Services Agreement.
This document does not apply to Managed Services/Statement of Work (SOW) or Freelancer programs.
2. Definitions.
2.1.“Agency Contractor” or “AC”means a worker employed by a Staffing Supplier providing labor for a Hewlett Packard Enterprise temporary need, for which worker is paid wages by Staffing Supplier on locally agreed to terms (i.e., not on Hewlett Packard Enterprise’s payroll) and supplements Hewlett Packard Enterprise’s workforce or replaces headcount until a Hewlett Packard Enterprise position can be filled.
2.2.“Agency Contractor Labor Desk” or “AC Labor Desk” is a Hewlett Packard Enterprise organization which sources Agency Contractor Candidates, manages these Job Postings and Orders and performs all associated Agency Contractor services for Hewlett Packard Enterprise.
2.3.“Agency Contractor (AC) Labor Desk Professional” means an AC Labor Desk employee(s) providing AC Labor Desk Services to Hewlett Packard Enterprise’s Agency Contractor Program.
2.4.“Approved Staffing Supplier List” or “ASL” means a network of Hewlett Packard Enterprise approved Staffing Suppliers, in each country, who will work through the AC Labor Desk to provide Agency Contractor resources to Hewlett Packard Enterprise.
2.5.“Assignment Begin Checklist” or “ABC” means a document completed by the Staffing Supplier and loaded into SmartLaborII (or received and stored by the AC Labor Desk in countries without SmartLaborII), which demonstrates all pre-assignment conditions have been met, such as Drug Screen, Background Check, Orientation, etc.
2.6.“Bill Rate” means the total cost charged to Hewlett Packard Enterprise by a Staffing Supplier for an Agency Contractor. The Bill Rate may be determined on an hourly, daily, weekly, monthly or other mutually agreed upon basis.
2.7.“Candidate” means a Staffing Supplier’s employee or resource, submitted to Hewlett Packard Enterprise to work on an Agency Contractor assignment, who has the requisite experience level and skill set.
2.8.“Engagement Manager” means a Hewlett Packard Enterprise Engagement Manager who initiates an Agency Contractor Job Posting based upon a temporary business need and subsequently authorizes time worked by the Agency Contractor.
2.9.“Fill Rate” means the percentage of Job Postings filled by all Staffing Suppliers compared to the number of Job Postings released.
2.10.“Margin” is defined as the component of the Bill Rate that is represented by the Bill Rate minus Pay Rate, service fee (if applicable) and statutory deductions required by law.
2.11.“Pay Rate” is defined as the component of the Bill Rate paid by the Staffing Supplier to the Agency Contractor, before personal income tax deductions.
2.12.“Purchase Order” or “PO” means (1) a written authorization; or (2) an electronic authorization from a Hewlett Packard Enterprise procurement transaction system, either of which is issued by Hewlett Packard Enterprise to authorize Staffing Supplier to perform all or a portion of the Services.
2.13. “Job Posting” means the requirements of a position, which has been opened by a Hewlett Packard Enterprise Engagement Manager and forwarded by the AC Labor Desk to the Staffing Supplier(s), as a request for Agency Contractor Candidates.
2.14.“Resume” or “CV” means a document that provides a brief account of a Candidate’s professional or work experience and qualifications, normally submitted with a Candidate submittal.
2.15.“Right-to-Hire Agency Contractor” means any Agency Contractor hired as a regular employee by Hewlett Packard Enterprise pursuant to the Agreement between Hewlett Packard Enterprise and the Staffing Supplier (Agency Contractor’s employer).
2.16.“Scorecard” means the tool used by Hewlett Packard Enterprise to report on a Staffing Supplier’s performance of its contractual obligations based on specific measurement criteria.
2.17.“Site” means any Hewlett Packard Enterprise or Hewlett Packard Enterprise Customer location where Agency Contractor Services are to be provided.
2.18.“SmartLaborII” is the technology solution that Hewlett Packard Enterprise uses to facilitate the acquisition and management of Agency Contractors.
2.19.“Staffing Supplier”means a Supplier under contract with Hewlett Packard Enterprise to receive position requirements from the AC Labor Desk and is the employer of the Agency Contractor.
2.20.“Statutory Deduction” means any legally required statutory cost (i.e. taxes, legally required benefits or insurance), at cost, that a Staffing Supplier pays based on the hourly, daily or monthly Pay Rate to the Agency Contractor.
2.21.“Subcontractor” means any and all third parties that have direct contracts with a Staffing Supplier to provide Agency Contractors to Hewlett Packard Enterprise.
2.22.“Time to Fill” or “TTF” is a metric that is calculated from the day that a Job Posting is sent for approval in SmartLaborII, to the day when a Candidate is confirmed to start by the Staffing Supplier
- The AC Labor Desk.
Hewlett Packard Enterprise has created the AC Labor Desk to be the central point of contact for Staffing Suppliers and Engagement Managers while managing the recruitment and onboarding of Agency Contractors. The AC Labor Desk is available for all Agency Contractor program support.
Global contact information for the AC Labor Desk is available on the SmartLaborII Supplier Portal at the following link under AC resources:
- Agency Contractor Candidate JOB POSTINGS.
Once a Job Posting is received through SmartLaborII, the Staffing Supplier should review the Job Posting and engage the AC Labor Desk with any questions. The Staffing Supplier should proceed to identify quality Candidates for the position per customary local practices or, if the Staffing Supplier chooses not to respond to the Job Posting, the Staffing Supplier should inform the AC Labor Desk by declining the SmartLaborII Job Posting. Staffing Suppliers may not contact the Hewlett Packard Enterprise Engagement Manager directly.
- Exception (TS Federal):Post-offer and acceptance, but prior to assignment start, the Engagement Manager may communicate directly with the Staffing Supplier and/or the AC in order to process clearances and visit authorization letters as needed. The Agency Contractor cannot start until authorized by the AC Labor Desk.
A briefing session for the Staffing Suppliers may be conducted by the AC Labor Desk (if applicable) for technology-specific roles that need more in-depth review of requirements.
If the original Job Posting specifications are revised by the Engagement Manager, the Staffing Suppliers will receive an email with the updated requirement(s).
The Staffing Supplier is required to do the following for each identified Candidate prior to submitting them to Hewlett Packard Enterprise:
(a)Check if the Candidate has previously been an employee of Hewlett Packard Enterprise to ensure that he/she is in accordance with Hewlett Packard Enterprise’s mandatory break in service policy (refer to section 8.3).
(b)Perform the Restricted Parties List check for each Candidate (refer to section 6.4)
(c)Ensure that the Candidate has Personal Protective Equipment, as required.
(d)Ensure that the Candidate has the right to work in the country.
(e)Excluded Parties List (TS Federal) (refer to section 5.5a)
The Staffing Supplier must submit a Candidate proposal, with a resume attached, via SmartLaborIIwithin 48 hours (if possible) of receiving the Job Posting. Staffing Suppliers may not contact the Hewlett Packard Enterprise Engagement Manager directly. The Staffing Supplier will receive a notification if the Candidate is selected, rejected or a skills assessment is required.
Staffing Suppliers are allowed two Candidate submittals per opening on a Job Posting. For example, if the Job Posting is for one AC, each Staffing Supplier may submit 2 Candidates. If the Job Posting is for 10 ACs, each Staffing Supplier may submit up to 20 Candidates.
Exception (Japan): Staffing Suppliers are only allowed to propose one Candidate per job opening at a time. If the Job Posting is for one Agency Contractor, the Staffing Supplier may only propose one Candidate. If the Hewlett Packard Enterprise Engagement Manager rejects that Candidate, the Staffing Supplier may propose one more Candidate in SmartLaborII.
Resumes / CV’s should NOT include Candidate contact information or Staffing Supplier logos unless specifically requested in the Job Posting.
The Staffing Supplier will be notified if a skills assessment is required to confirm date/time, Candidate name/availability and Engagement Manager name/availability in order to coordinate the skills assessment.
If the Candidate is “selected”, the Staffing Supplier must review the Draft Order, enter the pricing and tiered pricing and contact the AC Labor Desk to confirm the Candidate’s acceptance of the position. The Staffing Supplier will confirm the details of the Draft Order in SmartLaborII by approving it.
If the Candidate is “declined”, the Staffing Supplier will receive a notification from the SmartLaborII tool that includes a reason for the rejection.
4.1.Resale Agency Contractors.
In the event the Agency Contractor is being utilized to support Hewlett Packard Enterprise commercial customer billable assignments, the Engagement Manager will select the “Resale” category in SmartLaborII. For Agency Contractors under this designation in SmartLaborII, there may be additional requirements detailed in the Job Posting (customer flow downs, etc.).
Note: If the “Resale” Job Posting does not identify the customer and/or does not include additional customer information, the Staffing Supplier should contact the AC Labor Desk.
5.Pre-Employment Check Process.
Background checks, drug screens and additional pre-employment checks, where legally allowed, must be completed by the Staffing Supplier prior to an Agency Contractor’s start date on an assignment. Some checks are required before submission of Candidates to Hewlett Packard Enterprise. Staffing Suppliers may utilize any accredited organization to complete the background check and drug screen requirements. The cost of these checks is borne by the Staffing Supplier unless specifically addressed in the Hewlett Packard Enterprise/Staffing Supplier contract. Following is a comprehensive list of the checks that must be performed before submission of Candidate and/or before start of Agency Contractor assignment.
Checks to be Performed / Before Submission / Before StartPersonal Protective Equipment (as required) / X
Authorized to work in the country / X
Last Date as Prior Hewlett Packard Enterprise employment* / X
Last Date of prior Hewlett Packard Enterprise contractor assignment ** / X
Foreign National Worker (US only)*** / X
Restricted Parties List (7 checks Total)
-Denied Persons List
-Entity List
-Unverified List
-Specially Designated Nationals and Blocked Parties List
-List of Debarred Parties
-Parties Engaged in Prohibited Proliferation Activities
-Designated Foreign Terrorist Organization List / X
Excluded Parties List (TS Federal Only) / X
E-Verify (TS Federal Only) / X
Security Clearances (unless timing specified in Job Posting) / X
Background Check (where applicable) / X
Drug Screen (where applicable) / X
* (a) Former Hewlett Packard Enterprise employees must have a 12 month waiting period prior to engagement as an Agency Contractor on a Hewlett Packard Enterprise assignment.
Exceptions: There is no waiting period for Czech Republic, France, Poland, Ireland and Germany
(b) Former Hewlett Packard Enterprise employees who terminated their employment via the Enhanced Early Retirement (EER) program must have a 24 month waiting period. Exceptions to this 24 month rule will not be granted.
**All Agency Contractors will be subject to Hewlett Packard Enterprise’s Length of Assignment Policy which governs the maximum length of an Agency Contractor’s assignment and varies by country. The AC Labor Desk will inform Staffing Suppliers of country-specific requirements at Staffing Suppliers’ Job Posting.
***Prior to a Staffing Supplier submitting a Foreign National Candidate to Hewlett Packard Enterprise, written approval must be obtained from the Hewlett Packard Enterprise Agency Contractor Program via the AC Labor Desk.
5.1.Background Check Process.
Where legally allowed, background checks must show proof that a 7 year criminal history check was completed (as Requested by Hewlett Packard Enterprise - please refer to the Standard Services Agreement for details). For audit purposes the proof must clearly demonstrate that the period that was checked did include the full 7 year period.
To the maximum extent allowable by the applicable laws, Staffing Suppliers must maintain and have available for inspection and/or audit by Hewlett Packard Enterprise all materials pertaining to background checks. These materials will need to be retained for at least 5 years after expiration or termination of the contract.
Note: any gaps in the assignment length of 90 days or more will require the completion of a new background check.
For country-specific background check requirements, refer to the appropriate Assignment Begin Checklist on the SmartLabor II
Supplier Portal:
5.2.Drug Screen Process.
Where legally permitted, Drug Screens must be completed by a reputable drug screening laboratory. At a minimum, a 5-panel test must be completed.
To the maximum extent allowable by the applicable laws, Staffing Suppliers must maintain and have available for inspection and/or audit by Hewlett Packard Enterprise all materials pertaining to drug tests. These materials will need to be retained for at least 5 years after expiration or termination of the contract.
Note: any gaps in the assignment length of 90 days or more will require the completion of a new drug screen.
For country-specific drug screen requirements, refer to the appropriate Assignment Begin Checklist on the SmartLaborII Supplier Portal:
5.3.Foreign National Worker Policy (United States including TS Federal).
Priority is to fill Job Postingss with U.S. workers (as defined by Immigration Reform and Control Act of 1986, “IRCA”), also known as “Protected Workers.”
Secondary preference is given to Foreign National (non-Immigrant) workers (e.g., H1B, L1, TN, etc.)
Staffing Suppliers must exhaust their pool of U.S. workers before submitting Foreign National Candidates.
*Prior to a Staffing Supplier submitting a Foreign National Candidate to Hewlett Packard Enterprise, written approval must be obtained from the Hewlett Packard Enterprise Agency Contractor Program via the AC Labor Desk.
5.4.Restricted Party List Check Process.
Staffing Supplier must confirm the Candidate is not on the restricted party list . The links listed below are those thatallStaffing Suppliers must use forRestricted Parties List (RPL)checks going forward. All Staffing Suppliers, globally, must perform these U.S. checks before providing a Candidate to Hewlett Packard Enterprise, in addition to complying with any local government laws and regulationsregarding restricted parties (i.e. Japan Proliferation List, European Union Sanctions List, United Nation Sanctioned List).
The Staffing Supplier must check each Candidate submitted to Hewlett Packard Enterprise against all lists found at the following link:
(a)Denied Persons List (ref. U.S. Export Administration Regulations, Part 736.b.4
(b)The Entity List (ref. U.S. Export Administration Regulations, Part 744, Supplement No.4
(c)The Unverified List (ref. U.S. Export Administration Regulations, Part 732, Supplement No.3, (Bureau of Industry and Security, U.S. Department of Commerce)
(d)Specially Designated Nationals and Blocked Parties List (ref. U.S. Export Administration Regulations, Part 764, Supplement No. 3) (Office or Foreign Assets Control, U.S. Department of Treasury)
(e)The List of Debarred Parties; United Nations Security Council Embargoed Persons and Entities(ref.22 U.S. Code of Federal Regulations 126.7.a and 127.11.a (Directorate of Defense Trade Controls, U.S. Department of State)
(f)Parties engaged in prohibited proliferation activities (Bureau of Nonproliferation, U.S. Department of State)
In addition, Staffing Supplier must check each Candidate submitted to Hewlett Packard Enterprise against the Designated foreign terrorist organization list (Bureau of Counterterrorism, U.S. Department of State) found at the following link: (