Baystate Interpreters has contracted with you as a per diem self-employed 1099 contractor. Please review the following details and initial each page, and then sign and date the last page and return the whole document to Human Resources via email at hr@baystateinterpreters.com .

Service Verification Forms

Completed Service Verification Forms are time sensitive and must be submitted within 48 hours of completion of your assignment. Vendors must use the watermarked custom Service Form attached to the Booked/Scheduled appointment email or use the Vendor App to check in and out of the assignment, where available.

The Authorization Code must be correct and visible on the service form so payment can be processed. Any service form received without an Authorization Code or the incorrect Authorization Code will be rejected and not paid until it has been corrected and resubmitted.

Some appointments allow for the ability to use electronic service forms by checking in and out on the Total Language Vendor App. Please refer to the dashboard in the app and the appointment card to see if you have the option to check in and out instead of printing out the form. Otherwise, you will need to provide the printed and signed service form to be paid for your assignment.

Acceptable Forms of Submission

Uploading through the online platform, Total Language, is the only way to submit your service verification forms as this allows them to be uploaded directly to the job for processing. You can access the portal via web browser, https://lsp.totallanguage.com/ or using the Total Language Vendor mobile app.

Please be advised that it is essential to keep the app updated to ensure its proper functionality. Please check for updates regularly.

Additional Reimbursements

All reimbursement calculations and receipts must be sent in with the accompanying service form to ensure they will not be rejected.

Mileage (if applicable): Baystate Interpreters uses Google Maps for the shortest distance from home to assignment. There is a 20–mile round trip deductible, and the difference is multiplied by $0.40. This amount is calculated automatically by our system and does not require any additional documentation.

Public Transportation: Reimbursement is on a case–by–case basis, with a cap of $6.50, and a receipt must be submitted through the app as an additional reimbursement.

Parking Receipts: Copies of parking receipts are required for reimbursement. Baystate will only reimburse up to $6.50 of parking costs for parking garage, and $3.00 for meter parking, unless approved prior to the appointment by a manager. Parking receipts must be uploaded with the service form as an additional reimbursement for it to be paid. No retroactive reimbursements will be made if the receipt is not submitted at the time of uploading the form.

Please Note: Independent Contractors must purchase the “In–Out” pass at all facilities which offer this when accepting multiple assignments at one location or if you plan to leave the property in between assignments. If multiple parking passes are purchased for one site where an all–day pass is available, you will only be reimbursed the all–day pass rate.

Late Arrival Policy

If you are late to an assignment, please be aware that Baystate Interpreters implements the following Late Arrival Policy:

Vendors must notify Baystate of any potential late arrivals before their scheduled arrival time. If a vendor does not notify Baystate prior to the scheduled time of arrival a charge is incurred for not following notification policy and the minimum for all assignments no longer applies, and you will be docked for the time not on the job. This will also apply if the vendor fails to join a virtual meeting on time or make a telephone call to a client on time. Please note that the customer has every right to decline services and cancel the appointment if a vendor arrives late for any type of service.

Please Note: When a vendor arrives late to an assignment which causes the appointment to be cancelled, the status will change to a botched service and the vendor will be charged a Botched Service Fee. You will receive an email from the office notifying you of the botched appointment and further requirements from Baystate Interpreters.

Receiving Payments

Baystate Interpreters, Inc. offers two payment methods: Direct ACH Payments and paper checks. Please refer to the information below for details on how payments are processed.

Direct ACH Payments

The processing of payments for vendors that opt in to direct ACH payments is done on a semi- monthly basis on the 1^st and 15^th of every month. The processing of payments to vendors is done on a monthly basis on the 1^st of each month for paper check payments. If the 1^st or the 15^th falls on a weekend or a holiday, payments will be processed on the following business day. The cutoff for submission of Service Verification Forms is at 12pm the business day prior to the day that payroll payments are processed for that service to be included in the current payment. Any forms received after the cutoff date and time will be processed and paid out in the following payroll. To receive direct deposit, the vendor must be signed up 48 hours prior to the payroll date otherwise the vendor will receive a paper check in the mail.

Paper Check Payments

The processing of payments for vendors who request a paper check is done once a month on the 1^st of each month. If the 1^st falls on a weekend or a holiday, payments will be processed on the following business day. The cutoff for submission of Service Verification Forms is at 12pm the business day prior to the day that payroll payments are processed for that service to be included in the current payment. Any forms received after the cutoff date and time will be processed and paid out in the following payroll.

There is a $25.00 minimum for all payments being processed. If a payment is less than the $25.00 minimum, then it will be held until the next payroll cycle where the total assignments will meet or exceed that dollar amount.

Baystate Interpreters submits payment to you via Direct ACH Payment on the day payroll is processed. Please allow 2-3 business days after you receive an email confirmation for the payment to be received in your bank account. If you do not see the deposit pending after this time frame, please contact your bank to confirm if they see the payment pending as there may be a delay on their end that Baystate Interpreters is unable to review.

There is a $1.00 processing fee for all payments returned to us due to incorrect banking information. If this should occur, we will not make the payment until your banking information has been corrected and confirmed on our end. Once the payment has been reissued to you, please allow 2–3 more business days for the payment to be submitted into your bank account.

There is a $20.00 processing fee for any payments returned to us due to you or your bank closing your bank account. If this should occur it will result in us having to mail you a paper check.

There is a $25.00 processing if you request to be switched from direct deposit to paper check.

If a paper check is issued for payment the USPS checks can take between 5-7 business days depending on processing by the post office. Lost or stolen mail is the contractor’s responsibility. The fee for cancelling and reissuing a check is $45.00. This cost is deducted from the new check as long as the company mailed the payment to the address on file. If you need to update your payment information and billing address, please submit a new W9 to the Human Resources department as soon as you receive mail at your new address and allow up to 5 business days for this change to take effect. If any correspondence is sent to your old address, Baystate Interpreters is not liable for any lost mail sent to the vendor.

Verifying Payments

To access your paystub, please log into the Total Language Vendor App and go to the Vendor Earnings tab to review the jobs paid out.

Please review your pay stub and report any discrepancies to the Baystate Interpreters Finance Department via email to payroll@baystateinterpreters.com . Please allow 48hrs for a response before attempting to contact again for the same matter.

Returning Assignments

Due to the nature of our industry and business, we require vendors to remember that when accepting an assignment, you must be certain that you have no conflicts. When a vendor accepts appointments, it is expected that they have checked their personal schedule and committed to us to provide the service. Giving back an accepted appointment costs time and money and can lead to botched appointments for the client. Our service is not just about a vendor. It involves patients and families, doctors and nurses, scheduling teams, transportation, insurers and most importantly Quality of Care as defined by Consumer Protection law, Ch. 93A, and these regulations are designed to supplement existing statutes and regulations.

If you need to return an assignment, note that Contracted Vendors are never allowed to re–assign any assignment to someone else. This is against HIPAA Law and will result in a hefty fine. Baystate will not pay either vendor if this action occurs. If a vendor is not able to honor their commitment, please call the Baystate office to discuss with staff. No voicemails or emails will be accepted. Telephone conversation only . Returning assignments may result in a dramatic decrease of future work.

Fees

You will be charged a return fee until documentation is provided to Human Resources and reviewed. If not for a documented medical reason – the fee will be up to the discretion of management and pending documentation received.

Please be aware of the following fees that may be incurred if you are unable to complete the assignment as contracted:

Fees for a returned assignment within five business days of assignment date for Onsite Appointments:
First offense:	$15 per assignment
Second Offense and ongoing:	$25 per assignment
Within 24hrs of assignment:	$50 per assignment
Botched Appointment:	$100 per assignment
Fees for a returned assignment within 48 hours of assignment date for Virtual and Telephone Appointments:
Virtual Meeting 24 – 48 hours’ notice	$10 per assignment
Virtual Meeting less than 24 hours’ notice	$15 per assignment
Telephone call 24 – 48 hours’ notice	$2 per assignment
Telephone call less than 24 hours’ notice	$5 per assignment
Fees for botched Virtual Meeting	$20 per assignment
Fees for botched Telephone call	$10 per assignment
After the second offense, the vendor will be notified if the Vendor Contract will be discontinued.

Below are the fees that will be applied for any service verification form received outside of the 48 hours:
Onsite Interpretation	$10.00 per form
Virtual Meetings	$2.00 per form
Telephone Call	$2.00 per form
After the 7 days following the assignment, if the form is not received, $1.00 per day will be deducted from the overall payment up to but not to exceed the assignment payment.

By signing the below, I certify that I have read the document in its entirety and agree to abide by the policies set by Baystate Interpreters regarding my payment for services. Please fill out and sign below, then return this document to Human Resources.