Hiring Office

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Arrangements for hiring external staff

Support staff are hired at various places across the University of Twente. University employees are the only ones authorised to request the hiring of support staff. In practice, the request will be made by a manager (referred to as ‘client’ below). To comply with the applicable laws and regulations and get a firmer grasp and a better overview of the total number of support staff hired, it has been decided that hiring will be centralised from 1 April 2023. To make this possible, the Hiring Office has been set up to assist clients wishing to hire support staff.

The Hiring Office can be contacted at inhuurdesk@utwente.nl, or by calling +31 (0)53-4897474.

Read more about the reason and the method here

  • Reasons for establishing the Hiring Office

    Support staff are hired at various places across the University of Twente. To facilitate you, as a client, with regard to hiring support staff, it has been decided to centralise all hiring of self-employed professionals (zzp’ers) and external staff through a company or staffing agency.

    Infographic

    This is necessary because:
    1. a firmer grasp on the hiring of support staff is needed;
    2. legal and tax risks need to be reduced;
    3. the quality of the hiring process needs to be improved.

    When hiring support staff through a company or staffing agency or hiring self-employed professionals, the University of Twente is required to meet two conditions:
    1.    Compliance with tendering rules;*
    2.    Compliance with the obligations under the Assessment of Employment Relationships
           (Deregulation) Act (DBA).** 

    To meet these conditions, the University of Twente has decided to work with a broker (OneStopSourcing). The broker is the link between the University of Twente and the self-employed professional or external staff through a company or staffing agency. OneStopSourcing facilitates with regard to drawing up the contract, ensures that it is fully compliant with the applicable laws and regulations, ensures the contract is performed and takes care of invoicing. Every hiring contract for support staff will be arranged through OneStopSourcing.

    • * Tendering rules:
      • For tenders valued at >€70,000, 3 tenders must be invited.
      • Tenders valued at >€215,000 must be put out to European tender.
    • ** Obligations under the Assessment of Employment Relationships (Deregulation) Act (DBA):

      If you want a particular task to be performed by a self-employed professional, it is necessary to determine in advance whether a bogus or sham employment relationship exists. A quick check of whether or not a bogus or sham employment relationship exists:

      • Does a relationship of authority exist between the University of Twente and the contractor?
        If not, the work can be carried out by the contractor.
      • Free replacement of the executing contractor is possible.

    The benefits of the Hiring Office to you:
    1.    A single point of contact for all hiring matters;
    2.    reduced administrative tasks;
    3.    possibility to suggest your own network candidate to the Hiring Office and choose which of
           the candidates proposed should carry out the assignment;
    4.    lawfulness of tendering (non-discrimination (by nationality), equal treatment (objectivity),
           transparency, proportionality), thereby avoiding fines;
    5.    checking for false or bogus self-employment of a self-employed professional.

    • What falls outside the scope of the Hiring Office?
      • Temporary staff up to and including scale 9; this will be arranged by the Driessen employment agency.
      • Temporary academic staff; this will be arranged by the unit’s HR department.
      • Temporary ICT staff; this will be arranged by our own ICT broker Pro-Act.
      • Student jobs and student assistants (for more information, see UT studentenbanen.
  • Outsourcing or hiring personnel?

    Outsourcing and hiring personnel are two different ways in which the University of Twente can deploy external resources to achieve its goals. The main differences between these two ways of utilizing external resources are:

    Outsourcing

    • A external service provider or company (contractor) is engaged in performing a specific task or project that cannot be carried out by an employee of University of Twente;
    • Period of activities is delimited;
    • The deliverable is specified;
    • Costs are agreed upon prior to the assignment (quotation);
    • The University of Twente remains responsible for the specific task or project;
    • The responsibility and method of execution of the specific task or project lie with the contractor:
      • The contractor, specialized in performing specific tasks, takes responsibility for the execution of the work;
      • The University of Twente outsources and is ultimately responsible for the result, but the execution is in the hands of the contractor;
      • Outsourcing of work is temporary or project-based, and the University of Twente pays a fixed rate or costs based on the performed activities.

     Examples of outsourcing

    • Facility services for buildings;
    • Landscaping;
    • Occupational health and safety services;
    • Result obligated outsourcing such as legal advice from a law firm;
    • Deployment of experts based on a legal obligation such as bailiffs or reintegration    companies.

    Hiring Personnel

    • Hiring an independent professional without employees (freelancer);
    • Hiring a seconded employee through a staffing agency;
    • Hired personnel is used when, for example, temporary additional capacity is needed or when specific expertise is desired for the execution of tasks;
    • Hired personnel works directly for the University of Twente;
    • Hired personnel is part of a team and falls under supervision of a manager;
    • Agreements are made in advance regarding the hourly rate, the period of activities and the number of hours of deployment:
      • The University of Twente hires external personnel;
      • External personnel submits monthly invoices for worked hours;
      • The University of Twente pays external personnel based on the worked hours x the agreed upon hourly rate.

    Examples of hiring personnel

    • English language lecturer;
    • Financial system consultant;
    • Communication coach.

    In summary, the nature of the tasks or services determines whether it involves outsourcing or hiring personnel.

  • When to use the Hiring Office
    • The Hiring Office should be used when you want to hire a self-employed professional or staff through a company or staffing agency for an assignment/position from scale 9 onwards. This applies with the exception of hiring sports and culture teaching staff in scale 8, which is arranged through the Hiring Office!
    • Before using the services of the Hiring Office, the client first discusses the hiring requirements with the unit’s HR department. The HR adviser is consulted to determine the most appropriate and effective way of meeting the hiring requirements. The options can range from temporary employment at the University of Twente to hiring through the Hiring Office.
    • If the talks with the HR adviser indicate that hiring through the Hiring Office is the appropriate solution, you can submit your request to the Hiring Office.
  • Working method/hiring process

    What are the steps when using the Hiring Office?

    Step 1. Hiring requirements
    You, as a client, have hiring requirements for a temporary assignment where you want to hire a self-employed professional or staff through a company or staffing agency. Always discuss this first with the HR department of the unit where you work. Consult with an HR adviser to determine the right job profile and level. This can include sharing ideas about an appropriate university job profile, working level and duration of the assignment. The hourly rate for a self-employed professional is determined by the university job profile and the corresponding salary scale, and is converted to an hourly rate using a conversion formula.

    Once all the relevant details have been decided on, you fill in the request form.

    Step 2. Three-way meeting
    After receipt of the request form, a ‘three-way meeting’ is scheduled at the earliest opportunity between the client, OneStopSourcing and the Hiring Office. During this meeting, any areas of uncertainty are discussed, the timetable is set and the number of expected candidates is determined. The client can also propose network candidates*.

     *(a network candidate is a company, staffing agency or self-employed professional you know or have had positive experience with in the past).

    Step 3. Search
    Based on the outcome of the three-way meeting, OneStopSourcing will conduct an active search for the right external professional or professionals for the assignment. They select and recruit the most suitable candidates. The Hiring Office ensures that the details of these candidates are forwarded to the client.

    Step 4. Interviews
    The client conducts the interviews with the candidates proposed.

    Step 5. Choice of candidate
    Based on the interviews, a choice of candidate is made. The Hiring Office is informed of this choice. It is important that the client sets out the grounds for the selection of the successful candidate and the reasons for rejecting the other candidates. OneStopSourcing informs all the candidates of the outcome.

    Step 6. Contracting
    The candidate is screened by OneStopSourcing prior to the commencement of work. In the case of extended screening, however, the screening is always conducted through the Hiring Office. Given a positive result from the screening process and financial approval, OneStopSourcing can proceed to the contracting stage.

    Step 7. Registration in AFAS
    To enable the candidate to use the University’s facilities (access to buildings, coffee machine, printer, etc.), they are registered as a guest in the AFAS HR system. This registration is handled by the HR department of the client’s unit.

    Step 8. Approval of hours
    After registration and contracting, the candidate can begin working. The candidate will register the hours worked in Proactis. These hours are approved by the client through the Approval Portal. Based on the approved hours, OneStopSourcing prepares a monthly invoice, stating the work order number shown on the request form.

  • Request form

    If you have hiring requirements, please fill in the request form;


For ideas, comments or changes to this page, please email webteam-hr@utwente.nl

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