Vendor and Independent Contractor Frequently Asked Question Resource Page
Welcome to the INGCO International Vendor FAQ Portal! This page is your go-to resource for any questions you may have about working with us. We’ve designed this Vendor FAQ to be a comprehensive guide, from getting started to tax time.
Getting Started & Onboarding
Q: How do I become a vendor with INGCO International?
A: The first step is to complete our online application. NOTE: ALL vendors must begin with an online application that will be reviewed upon completion. Once you’ve submitted it, our team will review your qualifications and experience. If it’s a good fit, we’ll send you a welcome packet with all the information you need to get started, including our independent contractor agreement and a request for your W-9 form.
Q: What is a W-9 form, and why do I need to fill it out?
A: A W-9 is an IRS form that provides us with your correct Taxpayer Identification Number (TIN), which can be your Social Security Number (SSN) or Employer Identification Number (EIN). We need this to report the payments we make to you to the IRS. You won’t be able to receive payments from us until we have a completed W-9 on file. Questions? Reference the IRS website.
Q: Am I an employee of INGCO International or an independent contractor?
A: As a vendor, you are an independent contractor. This means you are self-employed. You have control over when, where, and how you complete your work, and you provide your own tools and equipment. We do not provide employee benefits like health insurance or paid time off. We recommend consulting with a legal or tax professional if you have further questions about your classification.
Q: Do I need to sign an agreement to work with you?
A: Yes, all our vendors are required to sign an independent contractor agreement. This document outlines the terms of our working relationship, including payment terms, confidentiality, and our policies and procedures. It’s designed to protect both you and our company.
Assignments & Workflow
Q: How do I get assignments?
A: For our interpreting vendors, most assignments are managed through our online portal, Atrium LSPware. You will receive notifications for new opportunities and can accept or decline them through the portal.
Q: What is the Atrium LSPware portal, and how do I use it?
A: The Atrium LSPware portal is your central hub for managing your community interpreting assignments. You’ll use it to view and accept new jobs, check in and out of appointments, and track the status of your payments. If you need login credentials or are having trouble with the portal, please contact the scheduling team.
Q: What happens if I can’t make an assignment I’ve already accepted?
A: We understand that things happen. If you need to return an assignment, you must provide at least 24 hours’ notice via the scheduling portal. Failure to do so may result in a penalty. Please see our “Policies & Procedures” section for more details.
Payments & Invoicing
Q: How and when do I get paid?
A: Vendor invoices are processed 30 days after you have either closed your job in the Atrium LSPware portal (for jobs assigned in the portal) or submitted an invoice (for jobs assigned with a Work Order). Payments are issued on the 5th and the 20th of each month. Your payment will be processed on the payment date that falls on or immediately after the 30-day term is met.
Q: Why haven’t I been paid?
A: The most common reasons for delayed payments are:
- For Jobs Assigned in the Portal: You have not closed out your job in the Atrium LSPware portal, or we have not received your complete qualifications packet. Questions? Contact the scheduling team.
- For Jobs Assigned With A Work Order: You have not submitted an invoice to our billing team.
If you’ve checked these things and still have questions, please reach out to our billing team.
Q: Do I need to submit an invoice?
A: Yes, if you have received a Work Order, you must submit an invoice. If you were assigned your job in the portal, you do not need to submit invoices as long as you close out your job.
Q: How do I check the status of my payment?
A: If you received your job via the portal, can check the status of their payments in the portal. All other vendors can contact the billing team for payment inquiries.
Taxes & 1099s
Q: Will I receive a 1099 form?
A: Yes, if you are a U.S.-based vendor and we have paid you $600.00 USD or more in a calendar year, we will send you a Form 1099-NEC. This form reports your non-employee compensation to you and the IRS.
Q: When will I receive my 1099?
A: We are required to send out 1099s by January 31st of the year following the year of payment.
Q: What if I don’t receive a 1099, or the information is incorrect?
A: If you believe you should have received a 1099 and haven’t by mid-February, or if the information on your 1099 is incorrect, please contact our billing team.
Q: Am I responsible for my own taxes?
A: Yes. As an independent contractor, you are responsible for paying your own income taxes and self-employment taxes (Social Security and Medicare). We do not withhold any taxes from your payments. We recommend setting aside a portion of your income for taxes and making quarterly estimated tax payments to the IRS.
Q: What expenses can I deduct?
A: As a self-employed individual, you may be able to deduct business-related expenses. We recommend consulting with a tax professional to understand what deductions you may be eligible for.
Policies & Procedures
Q: What is your cancellation policy?
A: Our cancellation and no-show policies are strictly enforced. A $50 deduction will be assessed for each no-show. After three no-shows, a contractor will be removed from our system. Penalties may also apply for late arrivals and for returning an assignment without 24-hour notice. Customer cancellation policies are also detailed in your independent contractor agreement.
Q: Who do I contact for different types of inquiries?
A: To ensure your question gets to the right place, please use the following email addresses:
- Scheduling & Portal Issues for Community Interpreters
- Project Inquiries for Translators
- Payment & Invoicing Questions
Troubleshooting & Support
Q: I’m having technical difficulties with the Atrium LSPware portal. What should I do?
A: If you’re having trouble with the portal, please don’t hesitate to contact our scheduling team.They can assist you with login issues and other technical problems.
Q: I have a question that isn’t answered here. Who can I talk to?
A: If you have a question that isn’t covered in this FAQ, please reach out to the appropriate department using the email addresses listed above. We’re here to help!