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Vetting Checklist

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Staffing Agency Vetting Checklist

Use this guide while calling The Staffing Group – or any agency.

Goal: protect your business, fill roles fast, and stay compliant.

1) Define your needs

  • Roles needed (e.g., cooks, servers, housekeepers, laborers, CNAs, clerical).
  • Shifts, dates, duration, and headcount.
  • Worksite location(s) + supervisor contact.
  • Required experience, certifications, and language needs.
  • Budget range and target start date.

1) Define your needs

  • All workers are W-2 employees (not 1099 for employee-like roles).
  • Workers' compensation coverage is provided with certificates available.
  • Payroll taxes handled (FICA/FUTA/SUTA) + proper withholdings.
  • 1-9 verification completed and stored; E-Verify if applicable.
  • Background checks / drug screening options when needed.
  • Safety program + incident reporting process (OSHA support).

3) Recruiting & quality control

  • Screening steps explained (interviews, skills tests, references).
  • Attendance/no-show policy and replacement guarantee.
  • Ability to staff quickly during peak demand.
  • Clear communication: one point of contact for requests & issues.

4) Pricing & terms clarity

  • Rates are transparent (regular, OT, holiday, travel/per diem if any).
  • Billing cadence and timesheet approval process are clear.
  • Conversion/transfer terms disclosed (if you hire a worker full-time).
  • Service agreement includes insurance, indemnity, and confidentiality.

5) Onboarding & timekeeping

  • Orientation expectations (uniform, reporting instructions, conduct).
  • Timekeeping method explained (app/punch/geo-fence if used).
  • Who handles disputes, missed punches, and approvals.
  • How quickly replacements are sent if someone cancels.

Notes / quotes you received:

Red flags & risks (keep it W-2)

Ask: Who is the Employer of Record? Confirm W-2+ payroll taxes + 1-9+ workers’ comp.

  • They push 1099 contractors for employee-like roles (you control schedule, tools, training).
  • No workers' comp coverage - or they can't provide Cols/certificates.
Tip: Choose an agency that is Employer of Record, keeps workers W-2, carries workers’ comp, and documents everything.
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