PROJECT-BASED CONTRACT EXTENSION

Last update: October 30, 2024

OBJECTIVE To acknowledge and properly document any contract extension requests agreed between the client and RC for any project based contracts.

EFFECTIVITY  OCTOBER 2024

Important things to remember

• Project-based contracts are defined as contracts with a pre-determined start and end date. The contract's end date is predetermined upon its inception. This contract category is applicable only if the Remote Contractor will collaborate with the client for a maximum of 365 calendar days. Despite its initial termination date, this contract can undergo extensions. However, if the contract, following any extensions, surpasses 365 calendar days and reaches a minimum duration of 366 days, the arrangement must transition to Independent Contractor – Permanent status.
• It can either follow part-time or full-time hours.
• Upon the receipt of any contract extension request from clients, CRE to verify whether RC is still able to fulfill the role following the new contract end date.
• We need the client to send us an email for such request as indicated on their SA. We need at least 2 weeks notice before the initial end-date if they intend to extend the contract.

I. Once agreed, CRE to send a confirmation letter via Signwell. Kindly use the PB Contract Extension template following this format.

II. CRE will need to add a note on the existing email back-and-forth between the client and RC regarding the agreed contract extension. 

CRE MUST

• Add a note to the existing ticket on Fresh Desk and edit the properties of the ticket accordingly. :
  • Subject: PROJECT-BASED CONTRACT EXTENSION EFFECTIVE (Date eg. May 1, 2024) | (Remote Contractor's Full Name; same name showing on the portal) Example - PROJECT-BASED CONTRACT EXTENSION  EFFECTIVE MAY 1, 2024 | JOSE MARIE CHONG
  • CRE: (Your name)
  • Client name: (same name showing on the portal)
  • Type: Request
  • Department: Clients
  • Inhouse Ticket Type: Finance
  • Concern: ----
  • If selected (others): PB CONTRACT EXTENSION
    
  • Status: In progress
  • Group: Service Group
  • Agent: (Choose the assigned AO for this client)
  • Internal Group: Service Group
  • Internal Agent: (Choose the assigned CDA for this client)
  • Priority: Medium
  • Contractor Name: Type the RC's name
  • Tags: PB CONTRACT EXTENSION
  • Add a 'NOTE' and a brief narrative/description of the request
    • You can add additional notes, screenshots, attachments that is relevant to the case. Kindly tag the assigned CDA and AO for this client and select 'Add note and set as in progress'. Make sure to set the note as 'Private'.
    • SAMPLE TEMPLATE BELOW:

APPROVED CONTRACT EXTENSION

CLIENT: (NAME ON THE ACCOUNT)

RC: (RC NAME REFLECTED ON THE PORTAL)

CONTRACT EXTENDED UNTIL: (NEW END DATE)

EFFECTIVE ON:

CONTRACT TYPE: (PB FULL-TIME/PB PART-TIME)

CLIENT WORK SCHEDULE:

RC WORK SCHEDULE:

ADDITIONAL NOTES:

• Please add the following as ticket watchers:
  • Sr CRE
  • Annie from Accounts
  • Arlene from CDA
  • Payroll Officer (Monica)
  • Ness from Tax Team (only if they are tax registered). You can check here if RC is registered.
• Copy and paste the FD link to the contract page on the portal v2.0 including information based on the PB contract extension.

II. CRE to update the contract of the RC on portal v2.0 by changing the pre-scheduled contract end date.

Open the contract of the RC on the 'Contractors' page. Go to 'Contract Info' and click on 'Cancel Contract'.

Set the new project end date with the status set to 'Terminated'. Place the EOC report or the FD Ticket link on the 'Contract cancellation reason' section.

III. Set a calendar reminder 30 days prior to the pre-determined end date so you can follow the EOC Process from there.

Frequently Asked Questions

1. What if my RC can only commit to reduced hours after the contract extension?

Please discuss this with the client as it may affect his/her decision to extend the contract. If both parties can come to an arrangement that will work both ways, go ahead and follow the steps on this SOP and also create another ticket for the change in contracted hours and follow this guide.