STARTING A NEW ONBOARD

1) Review the requisition from FG (or from AGS email)

2) Confirm contractor is truly a Pre ID contractor
3) Send welcome email to contractor
4) Prep for the phone call
• Consider if the rate is under $40 that we likely cannot work with them as an INC / SP (unless the INC /SP business registered more than 6 months ago)
• Have Fieldglass JP open as well as Monday.com
• Have Pay schedule ready and know when their first payment should be, based on the target start date
• Be prepared to take notes on questions or issues flagged during the phone call so you dont forget something.

5) Call Contractor.
Script below…………………
 Hello, may I speak with ______. This is _________ calling from Procom regarding your upcoming TD assignment!
Is now a good time for you to discuss the details of the offer?
*If not then schedule another time for the call

First off - Congratulations on the TD assignment - I sent you an email with the offer but I wanted to review the details to see if you had any concerns and I’ll also explain how
Intro

the onboarding process will work.

Procom is the payroll provider for TD contractors so we will be doing all the security checks and will send you a formal contract in the next few days and then Procom be
processing your payment every 2 weeks.

After all the security checks are cleared and we have all signed documents we will confirm to you when you can start working and will give you access to the timesheets at
that time.

Before we get
started, I have a Is the business an Incorporation or a Sole Proprietorship?
few questions...
Approximately when was the business registered?
*** If the pay rate will be under $40 we can only use an INC/SP if the business has existed for more than 6 months
Inc only:
Do you own a
Are you listed as a director of the company?
registered Yes, I have a
Are there any other directors of the company already working for TD?
business, that you business
We will ask you to provide the Articles of Incorporation documentation for the business and HST number as well banking
Contractor Status

would like to use information for your business bank account.

for this
SP only:
assignment?
We will ask you to provide an HST # as well as documentation showing that you have registered a Sole Proprietor business and also
bank account details for direct deposit

Nope, no OK no problem you will be onboarded as a Temp employee, and we will ask you to complete federal and provincial TD1 tax
business documents as well as direct deposit information for your bank account

The options are temp employee, sole proprietor business or incorporated business. I can send you an overview of each and you can
I don’t know yet decide which option is right for your situation. Neither Procom nor TD should influence your decision so if you are not sure we would
suggest you contact an accountant/ tax professional to help you make the best decision.
 Are you a Canadian

Eligibility to work in
Citizen/ Permanent Citizen/ We will ask you to provide 2 pieces of ID, one of which will need to be federal ID such as a Canadian Passport, PR card, Birth
resident OR will Resident Certificate etc.

Canada
you be working
under a Work or
Study Permit? We will ask you to provide picture ID as well as a copy of the work/study permit and SIN letter because our HR team will need to
Work Permit
review before you can start working.

TD is targeting a Start date of _____.

Do you need to give notice at a current employer or anticipate any delay to the start date from your side?
Assignment

The assignment will end on ____________

Details

The Job Title is ______

and the work location is ___________
The pay rate to you will be ______ / hour and the deposits will be made biweekly, two weeks in arrears
Or
Did you discuss pay rate with your manager? What hourly pay rate are you expecting for the assignment. I will need to check with the client on the rate they will offer. *talk
to melissa before asking AGS anything for this type rate negotiation
 To start the onboarding, we will need to complete a number of security checks required by TD Bank.

- Proof of Vaccine – TD requires all contractors to provide to Procom proof of two doses of an accepted vaccine
- Credit check - this will done through Equifax and is a soft hit so it will not impact your credit score
- SIN number validation - we will do this as part of the credit check
- Video call to verify your ID
- Criminal record check and Public Safety Check - this will be done through Sterling back check after the video call
Security Checks

- TD Background check for TD to check for any record of dishonesty or fraud related to past employment at a financial institution

We will need to verify any completed education that is listed on your resume as well as confirm employment from every job that you have held from _____ 2016 to
present.
We will ask you to provide contact information for someone we can call for each of those jobs to provide a reference or someone that can at least confirm your employment
details. If you have not given notice at your current job please do not provide contact information for your current job until you have given notice.
Are you currently working for a financial institution? If yes, there will be a document from TD asking you to confirm that you have resigned from that job.

Additionally, we want to let you know that if you are going onsite to a TD location you will either need to provide proof of being fully vaccinated OR you will be required
to do rapid testing twice per week. There will be a document where you can read the full policy, and attest if you are onsite or remote as well as your vaccination
status.
Do you have any questions so far?

In the next 15 mins I will send you an email with all the details we have discussed.
Next Steps

You will also receive an email from our secure online portal called ABLE, where you can complete the consent forms and upload the supporting files.
Everything is done online except for the TD background Check Consent Form which TD will only accept a manual signature by hand.
Once we receive the documents from you, we will start all the security checks, create your formal contract and send you the contracts to be signed.

Do you think you will be able to start submitting documents into ABLE within the next 24 hours?
 Before we finish up our call, I wanted to flag a few other important details about the TD assignment:

1) As I mentioned before the pay schedule is bi weekly, two weeks in arrears.

You will receive a payment every 2 weeks, based on submitted and approved timesheets BUT it is important for you to know that because payment is IN ARREARS your first
pay will be on ______, for the hours you work during the weeks of __________. We will send you a deposit schedule, but I wanted to make sure you were clear on when to
expect the first deposit.
Important Info

2) TD has a Holiday Leave Program (aka Furlough) in place for all contractors. Your TD manager can ask you to take additional unpaid time off around holidays, normally 1
or 2 days on either side of a long weekend but it can sometimes be longer around the Christmas to New Years period as well as on non-statutory holidays such as
Remembrance Day. We will provide you with a list of possible dates for this program.

3) It is very important that you do not send ANYTHING from your TD email to your personal email address at any time. Also do not download any software to your TD
computer without TD manager permission. TD's I.T. security team monitors all activity so we strongly suggest that you read and save the TD code of conduct document
which will be included with the contract to ensure you are clear on TD's rules for contractors.

4) TD program office prohibits all travel for work purposes, so you must only work from within the province of your worksite. If you travel for personal reasons, please do
not take any TD equipment with you on vacation.

Can I confirm to the client that based on the information we have discussed you are accepting the offer?
Close

If you have any questions or concerns with anything we have discussed today I am available to talk by phone or email.
Thank you for your time today, I am looking forward to working with you to get you onboard with TD!

6) Update Monday.com
Note any issues, follow up needed, update columns as needed

7) Send ABLE package

Go to candidate profile in Bullhorn (create one if needed) and send the Able packages to the contractor

8) Send Document Email

Send the contractor the appropriate documents email from the templates (INC/ SP/ Temp) which will give them a summary of the conversation and remind them about looking for the ABLE email

9) Update AGS
Send AGS the 'accepted' signature and customize the details as needed.
Provide any details or ask questions that may need AGS assistance (different start date, job title clarification, rate issues)

10) Follow Up
If no docs in Able after 1 or 2 business days follow up with contractor and update AGS that we are still waiting for documents.