equensWorldline

Support

On this page, you can find information on how the Hiring desk works and answers frequently asked questions. If you need to contact the Hiring desk directly, refer to the contact information on the right-hand side.

How does the Hiring desk work?

How does the Hiring desk work?

The Hiring desk offers every supplier the same chance of getting an assignment published by equensWorldline. Participating in the Hiring desk means that you take part in tender procedures. You can use a(n) (electronic) registration form to register (as a candidate) with the Hiring desk. On this form, you specify for which areas of expertise you wish to receive requests for proposal. After your account has been confirmed, you will receive new requests for proposal by e-mail. You can log in to the system to review the details of the request, the selection criteria and the procedure. If you are interested, you may submit your proposal for evaluation by equensWorldline. You will receive either a rejection e-mail or an invitation for an introductory meeting.

Where can I send my questions concerning the procedure and assignment?

Where can I send my questions concerning the procedure and assignment?

You will have the opportunity to ask questions with every request for proposal. This is done electronically; no information is provided by telephone. The answers to all the submitted questions will be published per assignment via the Hiring desk platform. This way, we can guarantee that all suppliers have access to the same information. Several days after publication of the request for proposal, the opportunity to ask questions ends. The exact closing date for asking questions can be found in the request for proposal. After this date, you can no longer ask questions.

I was not able to submit my proposal in time

I was not able to submit my proposal in time

Once the deadline for the submission of proposals has passed, you can no longer submit a proposal. Unfortunately, we cannot make any exceptions.

When will I receive a response to my submitted proposal?

When will I receive a response to my submitted proposal?

In the information about the assignment, you will find a schedule and the expected response date. You will be informed of the rejection or acceptance of your proposal by e-mail.

equensWorldline' policy hiring freelancers via a supplier since the introduction of Law DBA

equensWorldline' policy hiring freelancers via a supplier since the introduction of Law DBA

equensWorldline' policy is that since the introduction of the Law DBA freelancers can't be hired via a supplier anymore. When a freelancer is proposed via a supplier and equensWorldline decides to hire the freelancer, the contract with equensWorldline will be directly with the freelancer. This means that the freelancer and supplier have to settle with each other the mediation-fee.

What happens after the contract is awarded?

What happens after the contract is awarded?

After acceptance, the assignment is entered in the digital environment of the Hiring desk. You must accept the assignment online, upload the required documents and/or accept the terms. As soon as the documents are uploaded and/or accepted it will be possible that we can register the worked hours and invoice these.

Can I negotiate about the contract terms?

Can I negotiate about the contract terms?

Staffing MS is bound by its agreements with equensWorldline. equensWorldline has specifically requested that these contracts not be changed, so as to create a transparent agreement between suppliers and customers.

What do Staffing MS' services for suppliers of external employees cost?

What do Staffing MS' services for suppliers of external employees cost?

Our fees have been agreed upon with equensWorldline. Suppliers of external employees and independent professionals do not have to pay for our services. We do not charge start-up costs, contract management or risk insurance surcharges.

Where can the employee register the worked hours and how will they be approved?

Where can the employee register the worked hours and how will they be approved?

The time registration will be done in Oracle at equensWorldline. The employee needs to write time on a weekly base and will be approved accordingly.

All worked hours must be registered and approved at the least at the last working day of the month. These hours will be send to the MSP for invoicing.

PES equensWorldline Germany

PES equensWorldline Germany

Per June 20th 2016 Equens will start with the PES in Germany.

As soon as the manager selected a candidate, the candidate has to fill in the attached document (see here below). The signed document can be send to equensworldline@staffingms.com.

The hiringdesk will start up the screening at CV-OK and inform equensWorldline HR Germany.

Equens Einwilligungserklärung Pre Employment Screening 2016

What is the payment procedure for my invoice?

What is the payment procedure for my invoice?

With regard to supplier payments, the Hiring desk functions as a cashier. After the supplier has created an invoice in the Hiring desk's systems, the Hiring desk submits the invoice to the customer, which is equensWorldline. The invoices state the name of the supplier and are created in the format required by equensWorldline. equensWorldline will make funds available to the Hiring desk, in order to pay the suppliers. As soon as this is done, the Hiring desk will pay the suppliers within three working days. Upon payment of the suppliers, any costs for PES statements will be deducted.

How do I request a PES statement?

How do I request a PES statement?

The MSP is responsible to apply the PES screening for the candidates who equensWorldline selected. The screening will be done by Validatagroup. The candidate will receive an email with an account to activate the screening. Also a SMS for verification will be send to the mobile phonenumber of teh candidate. In the account the candidate is asked to upload or approve documents. After completion Validatagroup will assess the screening and judge if this can be proceeded positive. In that case a PES report will be send to the supplier/freelancer, equensWorldline and the MSP.

The supplier/freelancer is resposible for the costs that are made for the screening.

The PES costs depend on the type of screening:

  • Normal screening 110,00 euro
  • Additional costs foreign diploma check 160,00 euro

For each person who has been screened we deduct these one-off costs on the invoice. This means the total amount of the invoice includes the total fee for worked hours minus the screenings costs. The costs will be noted as a credit in the timesheet. In this timesheet we refer to the screening report in the digital file of the assignment of the employee. Please note that we only invoice these costs one-off per person per screening. However it can occur that you will be invoiced with several screenings because you have multiple external professionals who started working at equensWorldline the last period.

I recently requested a Certificate of Good Conduct for another assignment. Can I send you a copy?

I recently requested a Certificate of Good Conduct for another assignment. Can I send you a copy?

This is possible but the Certificate of Good Conduct may not be older than 1 year and the screening had to be done for the same criteria equensWorldline requires. Validatagroup is responsible for the PES screening and will send an account where you can upload your document. They will look at if the Certifcate is still valid, if not they will send a link to request for a new one.

The PES procedure has not been completed yet. Can I start working?

The PES procedure has not been completed yet. Can I start working?

According to equensWorldline' rules, the PES procedure must be completed before a temporary employee can start working. As soon as the PES is completed the manager and the MSP will be informed by Risk. The MSP will contact the manager to align the first working day for the employee.

When can I send my invoice (reversed billing)?

When can I send my invoice (reversed billing)?

You do not have to create an invoice by yourselves. The MSP will create the invoice for you in the hiringdesk and send you an email when the invoice ia available. equensWorldline will pay the invoice according the paymentterm.

What happens if I do not agree with Staffing MS' reversed billing invoice?

What happens if I do not agree with Staffing MS' reversed billing invoice?

Please inform us of your disagreement via finance@staffingms.com, with reference to the invoice number. We will process your message immediately. In the case that the you miss hours on the invoice or there are too many hours invoiced, please send an email to equensworldline@staffingms.com. We will discuss this with equensWorldline and and make a correction on the next invoice.

The end customer submits the hours worked to Staffing MS on my behalf. What happens if they do this very late, while I send my invoice, including the signed time registration sheet, at the beginning of the month?

The end customer submits the hours worked to Staffing MS on my behalf. What happens if they do this very late, while I send my invoice, including the signed time registration sheet, at the beginning of the month?

As a service, and in order to compensate for this, Staffing MS antedates all reversed billing invoices to the first day of the month following the month for which the hours are invoiced.

I want to keep making my own invoices, because entering Staffing MS' invoices in my accounting software is difficult. Is this possible?

I want to keep making my own invoices, because entering Staffing MS' invoices in my accounting software is difficult. Is this possible?

Yes, it is. You can use your own accounting software to create an invoice which corresponds with the reversed billing invoice sent by Staffing MS. Please note that this invoice must precisely match the Staffing MS invoice in terms of hours, rate, turnover and VAT. This invoice should not be sent to Staffing MS. Finally, Staffing MS will use its own reference number when paying the reversed billing invoice. This does require some checking by the interim professional upon receipt and additional processing for bookkeeping.

How can I match the number sequence used by Staffing MS with my own number sequence?

How can I match the number sequence used by Staffing MS with my own number sequence?

You can add the number sequence used by Staffing MS for your invoices to your own accounting records. The Tax and Customs Administration allow the use of one or more consecutive number sequences within one set of accounting records.

Can I use a guarantee account for Staffing MS?

Can I use a guarantee account for Staffing MS?

Yes, this is possible. Please contact us via the telephonenumber that is mentioned on the supportpage.

Payment calender equensWorldline Germany

Payment calender equensWorldline Germany

Hours, invoices and payment
Please stick to the payment calendar to ensure timely payment!

Invoicing to customers is performed on a monthly basis via the Hiring desk. Only those assignments for which the hours for the entire month have been approved will be invoiced. To ensure timely payment of suppliers, the following steps are required.

A) Ensure that all data is complete before commencement of the assignment

  • 1. Accepting the assignment: both the manager and the supplier must accept the assignment in the system
  • 2. Digital file: the supplier must accept and upload the requested documents in a timely manner. If the file is incomplete, hours cannot be registered.
  • 3. Supplier data: in order to create invoices, all required data must be entered, i.e. invoice and bank data.

B) Ensure that time registration and approval are performed in a timely manner.
Once the assignment has started, the hours worked must be registered and approved before an invoice can be created. To make sure that payments can be made in time, it is important that everyone involved sticks to the specified payment calendar for the following steps:

  • 1. Time registration: as a flexible employee or supplier, you are responsible for the timely and weekly online registration of your hours. This must be done as soon as possible after the end of the week and at the latest by the following Monday.
  • 2. Time approval: the manager is responsible for approving the hours in a timely manner, preferably once every week.

The Hiringdesk will prepare the invoices for the assignments for which all the registered hours for the month concerned have been approved. These hours will be given the 'Processed' status. The supplier must check the invoice and enter their own invoice number to link it to their own accounting records.

After the receipt of the invoices, equensWorldline will pay within 60 days (this new payment term will be effective per April 15th 2016).

In order to realise this, everyone involved must stick to the payment calendar below.

 
Click here to view the payment calendar

Payment calendar equensWorldline Netherlands

Payment calendar equensWorldline Netherlands

Hours, invoices and payment
Please stick to the payment calendar to ensure timely payment!

Invoicing to customers is performed on a monthly basis via the Hiring desk. Only those assignments for which the hours for the entire month have been approved will be invoiced. To ensure timely payment of suppliers, the following steps are required.

A) Ensure that all data is complete before commencement of the assignment

  • 1. Accepting the assignment: both the manager and the supplier must accept the assignment in the system
  • 2. Digital file: the supplier must accept and upload the requested documents in a timely manner. If the file is incomplete, hours cannot be registered.
  • 3. Supplier data: in order to create invoices, all required data must be entered, i.e. invoice and bank data.

B) Ensure that time registration and approval are performed in a timely manner.
Once the assignment has started, the hours worked must be registered and approved before an invoice can be created. To make sure that payments can be made in time, it is important that everyone involved sticks to the specified payment calendar for the following steps:

  • 1. Time registration: as a flexible employee or supplier, you are responsible for the timely and weekly online registration of your hours. This must be done as soon as possible after the end of the week and at the latest by the following Monday.
  • 2. Time approval: the manager is responsible for approving the hours in a timely manner, preferably once every week.

The Hiringdesk will prepare the invoices for the assignments for which all the registered hours for the month concerned have been approved. These hours will be given the 'Processed' status. The supplier must check the invoice and enter their own invoice number to link it to their own accounting records.

After the receipt of the invoices, equensWorldline will pay within 60 days (this new payment term will be effective per April 15th 2016).

In order to realise this, everyone involved must stick to the payment calendar below.

Click here to view the payment calendar

Payment calendar equensWorldline Italy

Payment calendar equensWorldline Italy

Hours, invoices and payment
Please stick to the payment calendar to ensure timely payment!

Invoicing to customers is performed on a monthly basis via the Hiring desk. Only those assignments for which the hours for the entire month have been approved will be invoiced. To ensure timely payment of suppliers, the following steps are required.

A) Ensure that all data is complete before commencement of the assignment

  • 1. Accepting the assignment: both the manager and the supplier must accept the assignment in the system
  • 2. Digital file: the supplier must accept and upload the requested documents in a timely manner. If the file is incomplete, hours cannot be registered.
  • 3. Supplier data: in order to create invoices, all required data must be entered, i.e. invoice and bank data.

B) Ensure that time registration and approval are performed in a timely manner.
Once the assignment has started, the hours worked must be registered and approved before an invoice can be created. To make sure that payments can be made in time, it is important that everyone involved sticks to the specified payment calendar for the following steps:

  • 1. Time registration: as a flexible employee or supplier, you are responsible for the timely and weekly online registration of your hours. This must be done as soon as possible after the end of the week and at the latest by the following Monday.
  • 2. Time approval: the manager is responsible for approving the hours in a timely manner, preferably once every week.

The Hiringdesk will prepare the invoices for the assignments for which all the registered hours for the month concerned have been approved. These hours will be given the 'Processed' status. The supplier must check the invoice and enter their own invoice number to link it to their own accounting records.

After the receipt of the invoices, equensWorldline will pay within 60 days (this new payment term will be effective per April 15th 2016).

In order to realise this, everyone involved must stick to the payment calendar below.

Click here to view the payment calendar

Complaints procedure

Complaints procedure

Do you have a complaint?
The Hiring desk is managed by Staffing Management Services. Staffing MS supports several organizations in the recruitment of temporary employees. Annually, approximately 2,000 professionals are hired via Staffing MS' platform. The Staffing MS employees deliver these services skillfully, enthusiastically and according to the agreements with the customer. Staffing MS aims to achieve optimum customer satisfaction for all of the parties involved. And in most cases, we achieve this. However, you may still have questions and/or problems, or not be satisfied with the services we provide.

Questions and problems
If you have a question or problem, the first step is to contact our Support department. They are there to support the customer, interim professional and supplier throughout the whole process, from request to payment. Your question or problem is registered in our ticketing system and resolved. If you feel the resolution is not satisfactory, you may use our complaints procedure.

Submitting a complaint
You can submit your complaint in writing or by e-mail (klacht@staffingms.com) to:
Staffing Management Services, Quality Manager
PO Box 61216
3002 HE Rotterdam
The Netherlands

Within two working days, the Quality Manager will send you a confirmation of receiving the complaint. In addition to the registered complaint, this message will contain information about how it will be handled.

Complaints procedure
Firstly, the manager of the support department is involved in the handling of the complaint. He or she will contact the person who submitted it as soon as possible, in order to try and find an appropriate resolution. Staffing MS aims to settle complaints within two weeks of receiving it. After a complaint is settled, both the submitter and the Quality Manager are notified in writing or by e-mail. If you object to the manner in which the manager has handled the complaint, you may contact the Quality Manager after you receive this notification letter/e-mail.