Vendors: Compliance

What Is Compliance?

Compliance is the documentation needed in order to perform work for a client. These items include your W-9, Certifications, Insurances, Agreements, or any other document that a client might require.

You can upload your company specific compliance items in your Company Profile, like your W-9 and certifications. There are other compliance items that are more specific to each client, which could be insurance, agreements, or any other document you may find relevant.

Lets break down where you can control these documents and what they do.

My Compliance

In your company profile, there is a section called 'Compliance' that is broken down into subsections; Needs Action and  W9 & Certifications. 

Needs Action tab shows any compliance item that you need to renew or resubmit. Any item that needs action will have a '!' indicator.

This includes any insurance/compliance items that are about to expire or already expired. 

From the list, you can Renew, Edit, or Deactivate to change the compliance item to remain compliant and active with your clients.

To create compliance items in your Company Profile:

1. Select the '+' button at the top of the W9 & Certifications tab
2. Input the Name of the Compliance
   
3. Choose a Type
   1. W9 can only be created once, any updates must be through the original W9.
      1. Once W9 has been created, certification will automatically be selected for future compliance items on this page.
4. Fill in the rest of the required information
5. Add the document to the compliance item
6. Click 'Create' at the bottom

Once uploaded, your clients will be able to see the new compliance items on your profile.

Client Profile Compliance

The Client Profile has a section called Compliance, where you can submit client specific compliance documentation. The items that are added here will only show to that one client. The W9 and Certifications will show on this page, but are not editable here.

You can add the following compliance items on the Client Profile:

1. Agreement
2. Insurance
3. Other

Following the same steps as the 'My Compliance' section of the Company Profile, you can add the compliance items.

Once you have filled in the required fields, and uploaded the file. You can submit the compliance item and it will be automatically shared with your client.

Items that are Expired or Expiring Soon will have the same '!' indicator on the Client Profile as they do in the Needs Action tab. These items can be fixed here to also remove them from the Needs Action tab.

Compliance States

There are 7 statuses that a compliance piece can be in, they are listed and defined below.

Pending Approval: Submitting a compliance item to a Client will place the item in the Pending Approval status. These items will notify the client to review and approve/reject. You can resubmit an item or cancel an item from this status.

Active: Active compliance is a compliance piece that is within its effective date window, and has not been deactivated. Active items can be renewed to stay up to date, or deactivated to no longer be used.

Expiring Soon: Compliance Items in Expiring Soon are Active, but are 15 days or less from expiring. Any compliance item in this state, without being renewed and having an item upcoming will have the '!' needs action indicator.

Expired: Expired compliance is when a compliance piece is after its effective date window, and has not been deactivated. Items in this state will have the '!' needs action indicator when the item has not been renewed to have a replacement upcoming.

Upcoming: Upcoming compliance is when a compliance piece is before its effective date window, and has not been deactivated.

Rejected: The Client has the ability to reject submitted compliance items. When a compliance item is rejected, you can resubmit the item to the client with updated information, or if it was rejected by mistake. This will put the compliance item back in Pending Approval with the updated information. You can also cancel the item to remove the '!' Needs Action indicator from the item.

Canceled: Items in the canceled status will no longer be used for the client. These compliance items can be resubmitted with new information for the client if needed.

Inactive: Inactive compliance is any compliance piece that has been deactivated, these items are not able to be actioned at all.

Actions on Compliance

From here, you can select a compliance piece and view the details that have been provided. You can preview and download the compliance documents. Going into the context menu of the compliance item will bring up the options to:

1. Edit
2. Renew
3. Resubmit
4. Cancel
5. Deactivate
6. History

Edit allows you to change the information in the compliance item. 

You are not able to change the document that has been uploaded.

Any changes made into the compliance item will be reflected in the compliance audit, which we will look at later on.

Renew allows you to update an older compliance item. 

you can update the information and document in the compliance item.

It will use the newly input date as a new expiration window, and take over the compliance item that was renewed.

You can view the older compliance items details and documents by going to the Compliance History.

Resubmit changes information in the compliance item and sends it back to the client for approval. Can only resubmit compliance items in the Pending Approval, Rejected, and Canceled state.

Cancel will pull the compliance item from Pending Approval and Rejected. This status makes the compliance item no longer need action, and the item will not be active. From Canceled, you will be able to resubmit to the client with updated information.

Deactivate will make the compliance piece no longer appear in the Compliance Summary on the Profile. Deactivated compliance pieces will also always be sorted to bottom of the compliance listings. 

Once a compliance item has been deactivated, it cannot be undone.

Compliance History

History will bring up all past entries of the compliance piece. 

Anytime a compliance piece is renewed, the history of the compliance will update to show all iterations that the compliance has been in, with access to the previous documents that have been uploaded with the compliance. 

This will be the place to reference all past compliance pieces the specific vendor.

Selecting the clock symbol next to the status will open the audit for a compliance piece and provide information on who has uploaded/made changes to any compliance. This information will show who and when changes were made and what those changes were.