The Document Upload Requirement is a feature on Velocity Global Contractor Management designed to streamline the process of collecting important documentation from your contractors. This feature allows you to request specific documents, such as insurance certificates or compliance forms, directly through the platform.
By setting up document upload requirements, you can ensure contractors provide necessary paperwork before they can receive payments. This simplifies onboarding, improves compliance, and keeps all contractor documentation organized in one central location.
ℹ️ Document Upload Requirements are part of our Engagements feature. See this article for more information.
Benefits:
Streamlined Onboarding: Request and manage all necessary contractor documents within VGCM, eliminating the need for external communication or file sharing platforms.
Improved Compliance: Ensure contractors meet specific requirements before they are eligible for payment, mitigating potential risks and maintaining compliance with industry regulations.
Enhanced Organization: Access and manage all contractor documentation within the VGCM platform, providing a centralized repository for improved organization and record-keeping.
Using the Document Upload Requirement
Accessing the Feature:
Log in to your account.
Navigate to Send Payments > Contractors > Engagements.
Select the Engagement to which you want to add the Document Upload Requirement.
Click on Add Requirement to start the process.
Creating a New Document Upload Requirement:
Requirement Name: Provide a clear and concise name for the requirement, making it easy for both you and your contractors to understand its purpose (e.g., "Proof of Insurance" or "W-9 Form").
Document Type: Select the acceptable file formats for the required document (e.g., PDF, JPEG, PNG, DOCX, XLSX, CSV). You can specify multiple accepted file types for each requirement. Keep in mind that the maximum file size for any upload is 100 MB.
Instructions (Optional): Include any specific instructions or guidelines to help contractors understand what to upload. For instance, you can specify if a scanned copy is acceptable, if the document needs to be signed, or if there are particular naming conventions to follow. You can use this section to further clarify the type of document required (e.g., "Please upload a clear image of your driver's license.").
Assigning to Engagements:
New Engagements: When setting up a new Engagement, you can add the Document Upload Requirement during the initial configuration process. This ensures the requirement is applied to all contractors added to that Engagement.
Existing Engagements: You can also add a Document Upload Requirement to existing Engagements. Contractors already part of the Engagement will be notified about the new requirement and will need to fulfill it.
Contractor Experience:
When you create a Document Upload Requirement, your contractors will see a notification on their "Getting Started" page. This notification will alert them about the new requirement and guide them to upload the necessary documentation. Contractors will not be eligible to receive payments until they have successfully uploaded the requested files.
Important Consideration:
No Review/Approval: Payers cannot currently review or approve uploaded.
Updating Requirements: While the ability to fully edit existing Document Upload Requirements is not yet available, you can update a requirement by replacing the document. Note: This action will require all contractors to re-upload the document, even if they previously uploaded a version.
No Expiration: Currently, you can't set expiration dates for uploaded documents. These feature may be included in future iterations.
Future Enhancements
While the current Document Upload Requirement functionality offers a streamlined method for requesting and collecting documents, we're committed to ongoing enhancement. Here are some features planned for future releases:
Document Review and Approval: Functionality that allows payers to review uploaded documents directly within the app is planned for a future release. This feature will include the ability to approve or reject uploaded documents, as well as the option to provide feedback or request revisions from contractors.
Expiration Dates: The ability to set expiration dates for uploaded documents is also planned. This feature will help ensure that contractors provide up-to-date documentation, improving compliance and reducing administrative overhead.
Automated Verification: we are exploring the potential of using AI and automation to verify certain aspects of uploaded documents, streamlining the review process and further enhancing compliance.
A more specific timeline for these enhancements is not yet available.
Frequently Asked Questions
Frequently Asked Questions
Where are uploaded documents stored?
Currently, documents uploaded by a contractor can be accessed on their Contractor Profile, found under Send Payments > Contractors > Select a contractor's name.
Can I edit the accepted file types for a Document Upload Requirement after it's been created?
Not in the initial release. Currently, you cannot edit the list of accepted file types once you've created the requirement. If you need to accept different file types, you'll need to create a new Document Upload Requirement.