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Notice of Confidentiality

Please note that this document contains information that Sapphire Canada considers proprietary and confidential.
Disclosure of its contents to any third party should not be undertaken without Sapphire Canadas prior consent.

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Table of Contents
02

Welcome to Sapphire Technologies Canada Limited


Congratulations on Starting Your New Assignment

03

Information Requirements
Tips & Information Prior to Starting Your Contract - Checklist
Tips & Reminders on Beginning your New Assignments

05

Consultant Central Online Timesheets


Sapphire Canadas Timesheet and Payments
Other Programs and Services

07

Frequently Asked Questions


General
Timesheet/Payment Related
Purchase Order System
Online Information:
Expenses
Business Accounting/Taxation
Confidentially Reminder

09

Contact Us

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Welcome to Sapphire Technologies Canada Limited


Congratulations on your new contract assignment!
Welcome to Sapphire Canada! We are pleased that you have chosen us to represent you and your skills.
At Sapphire Canada, we understand that contract consulting is a choice. Its about flexibility, possibility and personal
accountability. You need to be able to trust that the staffing partner you choose is equally committed to helping you
grow your business.
Sapphire Canada is Canadas leading provider of IT staffing services. Since 1981, our recruitment specialists have
worked with employers and technology professionals across the country. Sapphire Canada has worked closely with
consultants to define their employment goals and ultimately help develop and realize their career paths. Our clients
are Canadas leading corporations, including more than one-third of the TSX60, major financial institutions and
systems integrators. As a result, Sapphire Canada offers superior quality opportunities to its contract consultants.
For some, this contract assignment may serve as an introduction to the world of contract consulting, while for others,
the process may be quite familiar. Either way, rest assured that Sapphire Canada offers a wealth of resources to
support you. Our goal is to not simply get you a job but to assist you with your career goals and professional
development. Our team of dedicated Resource and Account Managers are available for advice, guidance and support
throughout your contract.
Please keep this information kit close by and refer to it as necessary.
Good luck and thank you for choosing Sapphire Canada as your staffing partner.

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Information Requirements
Tips & Information Prior to Starting Your Contract - Checklist
Sapphire Canada requires the following documentation to set up your contract. Please ensure that your Resource Manager
receives all documentation before you start your contract. If you have already begun your contract and still have not
submitted all relevant documentation, please fax it (Attn: Executive Branch Admin) to your respective branch office (see final
page of this kit).
Requirements for ALL Consultants (Non-Incorporated, Incorporated Consultants, and Partnerships):
Please be sure to use your full legal name, corporate legal name and/or partnership when submitting information
and signing all Sapphire Canada contracts:
Sapphire Canada Master Agreement
Sapphire Canada Placement Addendum
Sapphire Canada Client Special Addendums (if applicable)
GST/QST Exempt Form if gross worldwide earnings are LESS THAN $30K
GST/QST Government Issued Documents if gross worldwide earnings are GREATER THAN $30K
Note: GST/QST documents MUST be issued by the government and indicate the company name. The GST number
always ends with RT0001
Two (2) REFERENCES that will be conducted and kept on file by your Resource Manager
Where applicable, please provide:
Proof of Insurance (General Liability and Errors & Omissions)
Proof of Security Clearance
Workplace Safety Insurance Board (WSIB)
Workers Compensation Board (WCB) or
Equivalent clearance certificate
Please be sure to review the following important material:
Online Timesheet System process
Payment Schedule Terms
Any Special Client Requirements
So that we may communicate in an efficient and effective manner with you, please ensure that Sapphire Canada
has the following accurate information:
E-mail address(es), especially new daytime contact email (for broadcast messages & communication of
problem timesheets by e-mail)
Telephone number
Mailing address
Note: If your personal information changes during your contract with Sapphire Canada, be sure to notify your
Resource Manager and Customer Service ASAP.
Requirements for NON-INCORPORATED Consultants:
Your FULL LEGAL NAME on all contracts
A FULLY COMPLETED Electronic Funds Transfer (EFT) form with your signature
A Void cheque attached to the EFT form with your full personal legal name printed on the cheque
IF you are a registered business, the cheque MUST list the complete business name and a copy of the business
registration showing the company name must be included (as shown on contracts also)
Your valid Social Insurance Number (SIN) and proof of work permit if your SIN begins with #9
Requirements for INCORPORATED or PARTNERSHIP Consultants:
Incorporation documents listing YOUR FULL LEGAL NAME under the listing of DIRECTORS/OFFICERS of the
company, OR
Partnership documents listing the partnership number and the names of the partners
A Void cheque attached to the EFT form with the incorporated company name printed on the cheque (as shown
on incorporation documents and contracts) OR
A Void cheque attached to the EFT form with the partnership company name printed on the cheque (as shown on
partnership documents and contracts)
A FULLY COMPLETED Electronic Funds Transfer (EFT) form with the signature(s) of authorized signing officer(s)
2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Information Requirements
Tips & Reminders on Beginning Your New Assignment
Your Resource Manager Needs to Know
Contact your Sapphire Canada Resource Manager as soon as possible with your new work telephone number and email address.
Signing Authorities
Identify at least two managers who are authorized by the client to approve your timesheet. One Manager will act as
your primary approver and the other as backup. If your approval manager is not set up to approve your timesheet
online and wishes to do so, please have your manager contact their Sapphire Canada representative.
If you are using a faxed version of the timesheet, please ensure the manager name and signature is clearly visible.
Important Identification Numbers & Reminders
You will receive your Sapphire Canada Purchase Order and relevant information by e-mail shortly after your contract
begins. (Please see FAQ section for more information).
Your CONTRACT NUMBER is very important for proper identification purposes, therefore, always include your
contract number on any communication, e-mails or documents that you may forward to Sapphire Canada. This action
will help us to provide effective and efficient service.
Your Sapphire Canada Payment Schedule is a vital piece of information that you will need to ensure your timesheets
are submitted on time. Please be sure to review your schedule thoroughly by logging onto Consultant Central
Online Timesheets.
The Ease Of Being a Contract Consultant
One of the benefits of working as a Contract Consultant is not having to compromise your professionalism by
becoming involved in the clients internal political situations. If there are issues that need to be addressed (ie.
vacations, or people issues), please contact your Sapphire Canada Resource Manager for assistance.
During the Course of Your Assignment
If there are any changes to the terms of your contract (such as pay rate, end date, etc.) please be sure to review the
new information with your Sapphire Canada Resource Manager first, prior to any discussion with the client.
Your Sapphire Canada Resource Manager will contact you directly during the course of your contract, should you wish
less frequent or more frequent contact just let them know. Remember, your respective Sapphire Canada Resource
Manager is always available for advice, guidance and support.

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Consultant Central Online Timesheets


Upon starting your new contract, you will receive an automatic e-mail with a web-link to access Consultant Central Online
Timesheets, your confidential login and password, and further instructions. Once you receive the e-mail, please visit the
website, login and immediately change your password information (dont forget to write it down). If you do not receive this email, please contact customerservice@sapphireca.com.
Timesheets and Payments:
Sapphire Canadas Online Timesheet System provides easier, more convenient access to Contract Consultants enabling you
to submit hours worked via a web-based timesheet system. We would be happy to provide the client with convenient training
and access to our Online Timesheet system by demonstrating the ease and simplicity with which the system operates.
Timesheet Options:
1. Online Submission with Online Manager Approval

The consultant must submit a timesheet using the online timesheet system.

The timesheet remains in DRAFT status until the consultant SUBMITS the timesheet.

Once the timesheet is submitted, no further changes are allowed to that timesheet. The status of the timesheet is now
SUBMITTED.

The online approving manager receives a notification from the online timesheet system that the consultant has
submitted a timesheet for review.

The manager may either APPROVE or DECLINE the timesheet.

After the manager approves the timesheet, the consultant will receive an email from the system indicating that the
timesheet has been approved.
Feature:
On the deadline date, if a manager has not approved a submitted timesheet by 12:00PM (noon) Eastern Standard Time
(EST), he/she will receive an email reminder that the timesheet deadline is 5:00PM (EST), in order for payment to be
processed on schedule.
Important Note:
Only submitted timesheets can be printed.
2. Online Submission with Manager Signature Approval

The consultant must submit a timesheet using the online timesheet system.

The timesheet remains in DRAFT status until the consultant SUBMITS and PRINTS.

Once the timesheet is submitted, no further changes are allowed to that timesheet. The status of the timesheet is now
COMPLETED.

The consultant is now required to take the hard copy of the timesheet to the authorized manager to have the timesheet
signed. The timesheet must then be faxed to Sapphire Canada by 5:00PM EST on the deadline date.
o Fax:
416-964-1161
o Toll Free Fax:
1-800-204-0251

Once Sapphire Canada has processed the timesheet the status of the timesheet will read SIGNATURE CONFIRMED.
3. Client Specific Timesheet

If you are using a client specific timesheet, please ensure that you are using the schedule appropriate to your specific
Client.
The consultant must ensure that the client-approved timesheet is faxed to Sapphire Canada by 5:00PM EST on the
deadline date as indicated on the published schedule in Consultant Central Online Timesheets.

Timesheet Fax: 416-964-1161 or 1-800-204-0251


2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Consultant Central Online Timesheets


Other Programs and Services
Sapphire Canada Consultant Central Online Timesheets is a website community specifically designed for our
Contract Consultants. By accessing Consultant Central Online Timesheets, you will have easy access to:

Cutting edge value-added programs


Information on exciting Sapphire Canada new initiatives
Schedules
Forms

Its your one-stop source for Sapphire Canada information.


Contract Consultant Value-Add Programs
Sapphire Canada is increasing its focus on enhancing communication that will keep consultants up to date on branch
specific information as well as general information about the IT industry and its impact.
Through online development, brochures and other creative communications, consultants will be able to access
relevant information such as: Resume Writing and Interview Preparation, Career and Business Development, Skills
Training and Value Add Programs.
The following is a sample of the exclusive programs we have offered to Sapphire Canada consultants. For full details,
please be sure to visit Consultant Central Online Timesheets for all of your consulting information and needs.
Office Supplies
Sapphire Canada consultants can save up to 48% on office supplies with Corporate Express, the worlds largest
business-to-business supplier of essential office and computer products. Corporate Express offers Sapphire Canada
consultants a dedicated inside-sales representative, overnight delivery to most locations in Canada and access to
more than 6,000 products.
Group Insurance Programs for IT Professionals
Sapphire Canada participates in a Group Insurance Program administered by LMS Prolink that offers consultants
many types of insurance coverage, including home and auto, disability and life, health and dental benefits, and
professional liability.
Cellular Services
Sapphire Canada Consultants can benefit from our partnership with ATG Wireless, an Authorized TELUS Dealer.
Offers on cellular service and hardware are updated monthly and can include free accessories such as a leather case,
car charger or free voice mail on contract signing. Take advantage of this offer and get connected or update your
present service!

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Frequently asked Questions


FAQs - General
How often should I contact my Sapphire Canada representative?
Active communication is essential in any relationship. For this reason, contact your Sapphire Canada representative if
you want to simply touch base, or discuss a specific topic or situation. You will receive regular communications from
us as required.
How do I communicate issues, changes (including contact info) and queries to Sapphire Canada?
Contact your Resource Manager and Sapphire Canada Consultant Service (see last page for contact details). If you
are sending an e-mail, carbon-copy (cc) your Resource Manager. When e-mailing, please use the following subject
line convention: contract number, first and last name (or corporate name), issue description. (ie. 1234, John Doe
(John Doe Inc.), address change).
Who do I contact for serious issues of any nature that require an immediate response?
Your Sapphire Canada representative is your first line of contact for any questions or concerns you may have.

FAQs - Timesheet/Payment Related


How do I receive payment?
Sapphire Canada will remit payment to you by Electronic Funds Transfer (EFT) according to your specific payment
schedule. If you bank at a major Canadian Chartered Bank, funds should be present in your account on the next
business day.
When/how will I receive my remittance advice?
The remittance advice is available on Consultant Central Online Timesheets after each payment.
When/how will I receive a Record of Employment (ROE)?
ROEs are issued only if you are operating as a Non-Incorporated entity, and are normally issued and sent by regular
post five business days after last payment date.
Who do I call when I have a payment/administrative issue?
Contact your Resource Manager and Sapphire Canada Consultant Service (see last page for contact details). If you
are sending an e-mail, carbon-copy (cc) your Resource Manager. When e-mailing, please use the following subject
line convention: contract number, first and last name (or corporate name), issue description. [ie. 1234, John Doe (John
Doe Inc.), address change].

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Frequently asked Questions


(Continued)
FAQs - Purchase Order System
Why are you sending me a P.O.?
Most business issue a purchase order when they acquire goods or services. Most of Sapphire Canadas customers
issue a P.O. when purchasing our services. The purchase order defines the type and quantity of services to be
purchased as well as the cost of the service. The P.O. process was developed in order to establish a smooth and
efficient payment process.
Why do I not need to provide an invoice to Sapphire Canada?
You do not have to provide an invoice because the P.O document is considered a request for you (or your
companys) consulting services in return for payment as specified in the P.O. Payments to you will be based upon
the amount of services provided to Sapphire Canadas client (as verified by the client approved timesheet) and the
agreed upon rate for the services. Your companys business processes will not change. You should continue to
generate and book your revenues and expenses as you currently do. The only change is that you will not submit an
invoice to Sapphire Canada.
Can I submit an invoice to Sapphire Canada?
No, submitting an invoice will not be required in order for us to remit payment to you. You are required to keep
records of your internally generated invoices for your bookkeeping records.
Who do I contact if there is incorrect information on my P.O.?
Please speak to your representative or call Consultant Service immediately to have the discrepancy resolved.
How will I know if there was an update to my P.O.?
Your P.O. will be revised if there is a change to your contract length or your billing rate to Sapphire Canada. You will
receive an email indicating there was a date or rate change. Your new P.O will be available on the Online Timesheet
System for viewing (or it will be emailed to you if you do not use the Online Timesheet System). When there is a
change, the revision date on the P.O. will be updated to reflect the date of the change. Always save a copy of the
most recent P.O. for your records.
How do I know what the remaining balances of my contract are?
The total dollar amount listed on your P.O. is the estimated total cost of your consulting services for the duration of
your contract. While your contract operates within these date restrictions, other restrictions may also be imposed
based on a maximum number of hours worked or cost as dictated by the client with whom you are engaged. If these
additional restrictions apply to your contract they will be indicated on your P.O. If you have any questions please
contact Customer Service.

Information for the following topics can be found online by visiting Consultant Central
Online Timesheets at timesheets.sapphireca.com:

1. Expenses
2. Business Accounting/Taxation (Incorporation, GST, and Insurance)
3. Confidentiality Reminder
2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

Contact Us
Sapphire Canada TORONTO - Head Office
60 Bloor Street West, Suite 1400
Toronto, ON M4W 3B8
Tel: (416) 962-9262
Tel (Toll Free): 1 (800) 540-3594
Fax: (416) 962-4489
CALGARY
Energy Plaza
311-6th Avenue S.W., Suite 1275
Calgary, AB T2P 3H2
Tel: (403) 263-4501
Fax: (403) 263-4502
Fax (Toll Free): 1 (800) 557-5301
EDMONTON
10088 102 Avenue, Suite 801
Edmonton, AB T5J 2Z1
Tel: (780) 497-7750
Fax: (780) 497-7760
HALIFAX
TD Centre
1791 Barrington Street, Suite 305
Halifax, NS B3J 3K9
Tel: (902) 444-4717
Toll Free Tel: 1 (866) 869-4717
fax: (888) 333-9190
KITCHENER
22 Frederick Street, Suite 900
Kitchener, ON N2H 6M6
Tel: (519) 579-9727
Fax: (519) 579-5482
MONTREAL
1001 De Maisonneuve, Suite 1510
Montreal, QC H3A 3C8
Tel: (514) 845-5775
Fax: (514) 845-0774
OTTAWA
1600 Carling Avenue, Suite 410
Ottawa, ON K1Z 1G3
Tel: (613) 727-1411
Fax: (613) 727-1412

QUEBEC
386, boul. Charest Est
Quebec, QC G1K 8Y5
Tel: (418) 525-8163
Fax: (418) 525-5370
RICHMOND HILL
1 West Pearce Street, Suite 307
Richmond Hill, ON L4B 3K3
Tel: (905) 882-1044
Fax: (905) 882-1230
VANCOUVER
609 Granville Street, Suite 630
Vancouver, BC V7Y 1G5
Tel: (604) 687-5919
Fax: (604) 687-5397
VICTORIA
1027 Pandora Street
Victoria, BC V8V 3P6
Tel: (250) 383-4004
Fax: (866) 815-3422
WINNIPEG
177 Lombard Avenue, Suite 701
Winnipeg, MB R3B 0W5
Tel: (204) 942-1208
Fax: 1 (888) 333-9190

Sapphire Canada Consultant Service


For timesheet, payment and other finance-related
questions.
Tel: (416) 962-9262 x2632
Tel (Toll Free): 1 (800) 540-3594 x2632
Fax: (416) 964-1161
Fax (Toll Free): 1 (800) 204-0251
E-mail: customerservice@sapphireca.com

Sapphire Canada Consultant


Programs & Relations Coordinator
For Consultant Value-Add Program Information.
Tel: (416) 962-9297 x2332
Tel (Toll Free): 1 (800) 540-3594 x2332
E-mail: consultantprograms@sapphireca.com

2008, Sapphire Technologies Canada Limited. All rights reserved. | Part of the Vedior Group of Companies | www.sapphireca.com

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