Hiring Employees and Independent Contractors

Hiring an employee
Step 1: Review the budget

Review the Project budget with your finance advisor and project specialist to ensure the Project has sufficient funds to hire an employee and to check for any grant restrictions.

Step 2: Prepare the job posting

Use the Job Posting Template to prepare the job posting. People Engagement and Learning can help develop the job posting as required.

Email the job posting to the Project Specialist and People Engagement and Learning. They will review it and make any necessary revisions prior to advertising the opportunity.

Step 3: Advertise the opportunity

Suggested websites for advertising the opportunity: 

People Engagement and Learning will also add the opportunity to the jobs section of the MakeWay website and other social media networks.

Note: Some of the websites listed above charge a fee to advertise opportunities.

Step 4: Interview, screen, and select a candidate

In many cases, Projects will want to determine what questions to ask in an interview. If it is helpful, People Engagement and Learning has put together an Interview Question Template; however, Projects are not obligated to use it. 

Projects should also check references before making any decisions. MakeWay has put together a Reference Checks Guide to support Projects in this effort. 

The Support Team can provide interviewing tips and screening guidelines.

Step 5: Submit the new hire request form

Submit the Request to Prepare Employment Agreement Form to the Finance Advisor, Project Specialist, and People Engagement and Learning, along with the job posting and the candidate's resume, at least 5 business days before the employee's first day of work.

Step 6: Employment contract issued and new hire forms collected

People Engagement and Learning sends the employment agreement and new hire packet to the employee prior to the employee's first day of work.

The new employee must sign and submit all employment documents to People Engagement and Learning prior to, or on, their first day of work.

Projects must not write their own employment agreements (job offers). MakeWay is ultimately responsible for all hiring decisions and will send the necessary documents to the employee. In order to make a job offer, Projects must send all documentation to MakeWay. 

Hiring an independent contractor

There are significant consequences for incorrectly hiring an employee as an independent contractor. Please review this Guidance Document and use it to complete the Employee vs. Contractor checklist before starting any contract process. 

Step 1: Review the budget

Review the Project budget with the Support Team to ensure the Project has sufficient funds to hire an employee and to check for any grant restrictions.

Step 2: Define the scope of work

It is important to define the scope of work before hiring an independent contractor. The scope of work typically identifies:

  • What work needs to be done for the project?
  • What is the timeline for completing the work?
  • What are the expected deliverables?
Step 3: Select the contractor

Projects often hire independent contractors to provide professional services on a fee for service basis.

Projects can either direct-award a contract to a qualified vendor or open the contract to bids from qualified vendors by advertising the opportunity through a Request for Proposals (RFP).

Step 4: Collect documentation for workers compensation

Ask the contractor to provide documentation for their workers compensation account under the applicable provincial legislation. If the contractor is exempt from registering for workers compensation, ask them to provide written confirmation from the applicable provincial authority.

If the contractor is unable to provide documentation for their workers' compensation account or their exemption from workers' compensation. MakeWay is legally obligated to add the contractor to its own workers' compensation account in the relevant province. The related cost will be charged to your project. While the cost is nominal, there is considerable work involved in tracking and paying the associated costs. Projects should always encourage contractors to register a workers' compensation account for themselves.

Step 5: Submit the contract request form

Submit the Contract Request Form and the relevant workers' compensation documentation to the Project Specialist and the Contracts Coordinator at least 5 business days before the contractor's first day of work.

Projects must not write their own contracts. Project Directors and Steering Committee members cannot sign contracts. Only an authorized MakeWay signatory can sign contracts for the project.

MakeWay permits Project Directors to commit the project for amounts up to $5,000 per year per vendor without preparing a formal contract. However, even if the amount is less than $5,000, a contract may still be required in order to manage risk, e.g., the contractor will be engaging in CRA-regulated activities such as fundraising, lobbying, and public policy dialogue and development activities (PPDDA). Projects should consult with their Project Specialist for guidance if they are unsure whether a contract is required or not.

Step 6: Submit the contract

The Project Specialist sends the contract agreement to the contractor, copying the Project Director prior to the contractor's first day of work.

The contractor must sign the contract prior to or on their first day of work.

Step 7: Amend the contract (if required)

As a contract proceeds, the Project may determine there is a need to amend the contract. This may be due to an increase in work, the need to add hours, or extend the timeline. Whatever the reason, Projects should complete the Contract Amendment Request Form and submit it to their Project Specialist.