All you need to know about key steps and responsibilities for managing contractors at Digital Science: from onboarding and access, through invoicing and expenses, to offboarding and renewals.

Bringing in a contractor

If approved to bring a contractor:

  • The People team will contact Legal to produce a Professional Services Agreement (PSA).

  • A draft will be shared with you to review with the contractor.

    • Do not make amendments to the PSA without Legal approval.

  • Once the PSA is finalized and agreed, the People Partner will coordinate signatures.

  • You will receive a copy once fully signed.

Contractor access to DS Tools

  • Contractors gain access to DS systems only after the PSA is signed.

  • They will go through the Onboarding process.

  • If IT support is required, please raise a ticket with IT.

Invoices & payments

  • Contractors send their invoices to their DS managing contact.

  • The managing contact must forward the invoice to [email protected].

  • The DS managing contact is responsible for verifying that total invoices do not exceed the contract value.

Expenses

  • Contractors can only submit expenses if their contract explicitly allows reimbursement (e.g., travel, accommodation, software, materials).

  • Expenses:

    • Must usually be pre-approved.

    • Must be supported by receipts.

    • Will be treated as invoices (not submitted via Concur).

  • If the contract is a fixed fee or daily/hourly rate inclusive of expenses, then contractors normally cannot claim additional expenses.

Working Hours & Public Holidays

  • Contractors manage their own working hours and methods.

  • Digital Science should not dictate specific hours, work location, or detailed methods.

  • This includes asking contractors to work on public holidays.

Offboarding a contractor

When a contractor’s engagement ends, follow these steps:

1. Confirm end of engagement

  • Check the contract end date and ensure all deliverables are complete.

  • People Partner will kick off systems removal which will then prompt IT to begin removal of system access effective the employee’s last working day. As the manager you will be asked to review and approve the termination details in Bob.

2. Knowledge transfer

  • Arrange a handover if work continues.

  • Ensure documentation is saved in shared systems, not personal devices.

3. Return & disable access

  • IT will ensure return of equipment, if necessary.

4. Financial close-out

  • Ensure invoices are submitted.

  • Confirm final payment with Finance.

5. Exit Acknowledgment (Optional)

  • Send a thank-you note recognizing their contribution.

Early Offboarding (Before Contract End)

Ending a contract early should be handled with care and always in consultation with Legal.

  1. Review the contract. Check termination clauses, notice periods, and obligations.

  2. Consult stakeholders. Align with Legal before proceeding.

  3. Provide notice. Written notice, termination date, and outstanding expectations.

  4. Secure work. Collect deliverables, arrange handover, save project files.

  5. Recover property & disable access. Return assets, IT to remove access.

  6. Settle financials. Process final invoices per contract terms.

Important: Early termination without following the contract can create legal or financial risks. Always involve Legal first.

Contract Renewals

  • Contractor managers will receive a notification in Bob 6 weeks prior the contract end date.

  • To extend, submit a contract extension request (requires approval).

  • If no extension is triggered, the contract will terminate on the original end date and offboarding will be initiated.

Can’t find what you are looking for? Contact us via People Team Support ticket.