Contractor Guidelines

This guide is for Blue Lynx Contractors working on location at a Blue Lynx Client. It is advisable to read these guidelines prior to starting your employment.
 

Timesheets
A monthly timesheet must be submitted to the HR Department onyour last working day of the month (or prior to any planned leave). Your monthly timesheet must be signed by your Supervisor and yourself.

You can submit your timesheet either by:

Overtime & illness (deductions), will be incorporated in the following months salary.

Business Travel costs and travel passes will be reimbursed within the same month when receipts and/or travel passes are submitted to Blue Lynx HR before the 19th of the month. Thereafter, reimbursements and deductions will be made in the following months salary payment.

Some Contractors are required to fill in two time registrations (weekly or monthly) that of the Client and Blue Lynx (this could be weekly or monthly). You will be informed prior to the commencement of work when this is applicable.

Private usage of email, internet, mobiles & calls, social media
Rule of thumb - check with your line manager/supervisor for the Client’s guidelines pertaining private email, internet mobile, landline usage and social media. The policy of the Client must be adhered to, this varies per Client.

It is common practise to keep private usage of email, internet mobile and telephone calls to a reasonable acceptable level.

NOTE: When your personal usage of the internet, social media, email and telephones is NOT kept to a “reasonable” amount this can lead to dismissal. Blue Lynx & Client have the right to define the word “reasonable”.
 

Working Hours & Lunch Breaks
Unless otherwise stated, employment is for 40 hour week (Monday to Friday) 8 hours per day, exclusive lunch breaks. An employee must have a minimum 30 minute lunch break (this time is not paid time).

Please be sure to agree on working times with your direct Line Manager/Supervisor.
 

Illness & Care For Companies (external employer/employee medical support)
When you are absent from work due to illness, please be sure to adhere to the following procedure:

  1. On the first day of illness phone both the Blue Lynx HR Department (070 – 311 78 28) AND your Supervisor/Line Manager phone between 08:30 - 09:00 hrs
  2. On your return to work phone before 08:30 - 09:00 hrs or email HR@bluelynx.com
  3. When you do not carry out steps 1 & 2 it could have both employment and financial repercussions

Furthermore, if there is an emergency and you cannot be found/reached, Blue Lynx will be the first port of call.

Responsibilities of Blue Lynx and Care For Companies
When a Contractor cannot work due to illness, Blue Lynx is obliged to inform their chosen external ARBO organisation - Care For Companies. It is mandatory to use an external ARBO organisation.
It is the responsibility of Care For Companies to monitor any illness. The Contractor may receive a phone call or a home visit from a Care For Companies. However, when a Contractor has a long term illness both Blue Lynx and Care For Companies will be the employees’ port of call. Both organisations will facilitate and support the employee through their long term illness. When necessary they will assist with arranging treatments/therapies and ultimately the employees re-integration back to work.

For further information on Care For Companies please visit their website: careforcompanies.nl


Overtime
Prior written permission from your Line Manager/Supervisor must be obtained prior to any overtime. Failure to do this will result in no compensation. When written permission is given, payment will be made in accordance to your employment contract.


Taking Leave
Unless otherwise agreed - leave can only be taken when the sufficient hours have been accumulated. For your leave entitlement, please refer to your employment contract. You can always contact the  Blue Lynx HR Department for an overview of your accumulated hours.

Prior to taking any leave you must:

  1. Request permission from your Line Manager/Supervisor
  2. Request is agreed (hours/days)
  3. Download and complete a leave request form which requires your Line Manager/Supervisor's signature
  4. Submit  this to the Blue Lynx HR Department 
  5. Don’t forget to fill your timesheet correctly

You can submit your leave request either by: PDF & email to HR@bluelynx.com

NOTE: Blue Lynx does not have an unpaid leave policy.

Blue Lynx is the first port of call when there is an emergency – so it is essential that we know your whereabouts.
 

Travel Cost Reimbursement
In order for your monthly travel cost entitlement to be reimbursed you are required to submit your travel pass before the 19th of each month, otherwise you will be reimbursed with your following months salary payment.

You can submit your travel pass either by: PDF & email to HR@bluelynx.com

Please submit a clear copy showing both your name and photo.
 

Business Travel
Blue Lynx must be informed prior to any business travel:

  1. Contact the HR Department (HR@bluelynx.com) and submit the dates and location of your business trip.
    1. Blue Lynx will arrange suitable travel/business insurance
    2. Blue Lynx will issue you a travel insurance card.

NOTE: As your employer it is Blue Lynx’s responsibility to provide you with Business Travel insurance and not the Client.

Important: It is imperative that you inform Blue Lynx.When you travel on behalf of a Client without informing Blue Lynx prior to your trip  you won’t be insured – you will be travelling at your own risk and without company insurance.
 

Claiming Expenses
Some Clients pay Contractors directly and some pay Contractors via Blue Lynx.
 

Payment via Client
This varies per Client and you will have to ask for their reimbursement policy.
 

Payment via Blue Lynx
Please submit a completed and signed expense claim form; attach the original receipts. You will be reimbursed for valid and approved receipts. Do not lose any receipt otherwise you won’t be reimbursed.
 

Medical Insurance (Zorgverzekering)
In accordance with the Zorgverzekeringswet (Medical Insurance Law) it is compulsory for every resident of The Netherlands (Military personnel excluded) to have basic medical insurance (Basisverzekering). It is the responsibility of each resident of the Netherlands  to have adequate medical insurance.

More information on Zorgverzekering can be found on the Dutch website zorgverzekering.org

Contractors are welcome to participate in the Blue Lynx collective health insurance through the insurer Avero. This insurance comes with a collective discount. Detailed information and prices are available on request. For more information please contact the Blue Lynx HR Department.
 

Appraisals
Each client follows their own company apprasial procedure, this varies per client and you will be informed by Blue Lynx HR Department what the procedure is per assignment. Blue Lynx endeavours to keep communication lines short with Contracting Staff and has regular telephone contact and visits Contractors on a regular basis. 
 

Negotiation contract extensions/ salary increases
It is the role of Blue Lynx to take an active part in negotiating contract extensions and salary increases. It very rarely works to the benefit of a Contractor if they try and go into negotiations excluding Blue Lynx. When there is no contract extension Blue Lynx will do their upmost to secur a new assignment. 
 

Employment issues/problems
When you are experiencing issues/problems at your place of work, please contact the Blue Lynx HR Department straight away and appropriate action will be taken.


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