How does an assignment extension work?

When a client decides to extend your assignment, we receive an extension request from them. Once we have received the request, we generally process the extension within two business days.

Why can an extension sometimes take longer?

If you have not yet received confirmation of your extension, this does not automatically mean that the client has not made a decision.

Within many organisations, an extension request goes through several internal approval steps before it reaches HeadFirst Group. These may include:

• Approval by the hiring manager;
• Processing by HR or the contingent workforce/in-house staffing team;
• Internal administrative checks;
• Additional assessments, such as a DBA risk assessment.

As a result, the client may already have informed you that they intend to extend your assignment, while we have not yet received the official extension request.

Have you already been informed that your assignment will be extended?

It is common for a client or hiring manager to let you know in advance that your assignment will be extended.

We appreciate it if you also inform us. This allows us to track the expected extension and check whether any information is still outstanding from the client.

You can simply send an email to contracts@headfirst.nl. Please include:

• the client's name;
• your current contract number;
• any relevant details regarding the extension.

When do you need to provide documents?

For an extension, we may require updated documentation, such as a current insurance certificate or other mandatory documents. If this is the case, we will contact you.

By providing the requested documents as quickly as possible, you help us complete the extension without unnecessary delays.

Which documents may be required for an extension?

When processing an extension, we verify that all documentation is still valid. Depending on the assignment and contract type, we may request additional documents.

Insurance

We may ask you to provide up-to-date proof of insurance. A payment confirmation alone is not sufficient. We prefer to receive:

• a renewal confirmation (policy renewal notice); or
• a proof of payment together with the corresponding invoice, so we can compare it with your insurance policy.

This enables us to verify that the payment relates to the correct insurance policy.

If your policy states that it renews automatically, we may still request additional documentation. The policy alone does not allow us to verify whether the insurance is still active or whether any changes have been made during the policy period.

Please note: Different arrangements apply to professionals participating in the Alicia Benefits programme through the Secure service.

Chamber of Commerce (KvK)

When a new file is created, an extract from the Dutch Chamber of Commerce (KvK) may be no more than three months old.

For an extension, we accept an extract that is up to one year old. We also verify the current registered directors of the company.

Does calling about the status help?

We understand that you would like clarity as soon as possible. However, calling us repeatedly does not speed up the process.

If we have not yet received the extension request, we also do not have any additional information available at that time. As soon as we receive the request, we will process it as quickly as possible.