Updated as of May 14, 2025

OBJECTIVE To aid CREs on how to convert project based contracts to permanent independent contracts upon client's request.

SCOPE  As we know, Project-based contracts always follow a pre-determined end date. The client can always request for an extension if need be. However, if things change and both client and RC agreed to keep the engagement on an ongoing basis, CRE needs to assist both parties in transitioning the contract type accordingly.

EFFECTIVE Starting May 14, 2025

Important things to remember

• PB contracts and independent contracts (Permanent) follow the same format except for the fact that the former always follow a pre-determined end date. There is no need to issue another contract, rather just a contract addendum is required to be sent to the RC. Likewise, a confirmation email acknowledging this request should be sent to the client.
• 2 weeks notice is necessary at a minimum before we can make any necessary changes to the contract. Effectivity is always on the 1st of the following month.
• We cannot change the contract type if there is no clear understanding of it being ongoing. Our permanent contracts auto-renew every month and is ongoing.
• Project based contracts can either be on a part-time or full-time basis. Similar is true for independent contracts (Permanent).
• Despite its initial termination date, Project based contracts 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.  
• There is no need to seek for CMD's approval (Mitchell). Just add her and the other parties as watcher to the ticket.

Below is the suggested process flow for when you receive this type of request.

I. Confirm and reiterate to the client that the change in contract type will void the original end date set on their project based contract. Relay via email that the contract will be switch to an independent contracts (Permanent) effective 1st of the following month. Verify whether the rest of the details will remain the same,

1. Business entity/name
2. ABN
3. Business address
4. Client contact details
5. MSA signatory and POC/s
6. Work schedule
7. Full-time or Part-time
8. Remind them of any special arrangements (Only if applicable)

II. Add a note to the existing ticket via FD where the request/agreement with the client can be found. Kindly follow the format below.

CRE MUST

add the following as a note to the existing ticket using the format below.

Switching PB contract to Independent Contract - Permanent effective [DATE - 1st of the following month]

Client name: (same name showing on the portal/BH)

Placement ID/contract ID: extracted from BH (with the star symbol)

Business name: extracted from BH  

ABN: extracted from BH  

RC Name:  (same name showing on the portal/BH) 

Notes: No changes on the work schedule and hours will remain as 40 paid hours per week. No changes on the POC and attendance notification POC.

• Modify the properties of the ticket as follows
  • Subject: PB contract to Independent Contract - Permanent effective [DATE - 1st of the following month] | (RC Full name) [Example: PB contract to independent contract (Permanent) effective on May 16, 2025 | Bella Flores]
  • CRE: (Your name)
  • Client name: (same name showing on the portal/BH)
  • Type: Request
  • Department: Client
  • Inhouse Ticket Type: CRE/Support
  • Concern: Others
  • If selected (Others): Contract Change
  • Status: Waiting for Confirmation
  • Group: Service Group
  • Agent: (Choose the assigned CDA for this client)
  • Internal Group: Service Group
  • Internal Agent: (Choose the assigned Billing Specialist for this client )
  • Priority: High
  • Contractor Name: Type RC's name (same as shown on the portal/BH)
  • Tags: Contract Change
  • Click Update

Please add the following as ticket watchers:

• (Yourself-CRE)
• Sr CRE
• Annie Aguam (Billing & Collections Manager)
• CDM (Mitchelle Mendez)
• Arlene Castillo (Ops-Admin Manager)
• Raphael (as this can lead to a possible cancellation)

III. CRE to copy and paste the FD link to portal v2.0 note section. Please add a little blurb about these changes

IV. Kindly send a contract addendum to the RC thru Signwell. You may use the template named Contract Addendum on Change in