Hiring Field Consultants for NGOs: Is Accidental Insurance a Must and What Else to Consider?

Kindly let me know if we have to provide accidental insurance to the consultant working in the field. Is it mandatory? We deduct 10% TDS from their salary. What are the things we need to keep in mind while hiring field staff like field facilitators, field coordinators, PU Managers, Project Coordinators, etc., as consultants?

Hi, leaving the legal part aside, if you are hiring field staff, it would be better to cover them under Group Mediclaim insurance or Group Accidental benefit policies. Their nature of work involves daily travel outside by two-wheeler.

Hi, I can provide some general guidance, but please note that specific legal and regulatory requirements may vary by location, so it's crucial to consult with a legal professional or HR specialist familiar with your jurisdiction.

Accidental Insurance for Field Consultants:
In many jurisdictions, providing accidental insurance may not be mandatory by law, but it can be a good practice to ensure the well-being and security of your field consultants. It's a gesture that can also help attract and retain talent. It's recommended to consult with an insurance provider or broker to understand the types of coverage available and what might be suitable for your consultants based on their roles and potential risks they may face in the field.

TDS Deduction:
Deducting Tax Deducted at Source (TDS) is a requirement. Make sure you comply with local tax laws and regulations regarding TDS deduction and submission. This may include timely filing of TDS returns and providing TDS certificates to consultants.

Contractual Agreement:
Have a well-drafted consultancy agreement that clearly outlines the terms and conditions of engagement, including compensation, responsibilities, duration, termination clauses, and any other relevant details.

Job Descriptions:
Clearly define the roles and responsibilities for each field position. This helps in setting expectations and evaluating performance.

Compliance with Labour Laws:
Ensure that you comply with all applicable labor laws and regulations, including minimum wage laws, working hours, and any other specific requirements for consultants in your jurisdiction.

Training and Orientation:
Provide adequate training and orientation to field staff to ensure they understand their roles, responsibilities, and safety protocols.

Safety and Security Measures:
Identify potential risks in the field and implement safety measures accordingly. This may include providing necessary safety equipment, training on emergency procedures, and having protocols in place for reporting incidents.

Expense Reimbursement:
Clearly define how expenses related to field work will be handled, including what expenses are reimbursable and the process for submitting reimbursement requests.

Performance Evaluation:
Establish a process for evaluating the performance of field consultants. This can be tied to key performance indicators (KPIs) relevant to their roles.

Communication and Reporting:
Set up regular communication channels and reporting mechanisms to stay in touch with field staff. This ensures you're aware of their progress and can provide support or adjustments as needed.

Confidentiality and Data Protection:
Clearly define the confidentiality requirements, especially if the consultants will have access to sensitive information.

Termination Clauses:
Have clear provisions for the termination of the consultancy agreement, including notice periods and any conditions under which termination can occur.

Always consult with legal and HR professionals to ensure compliance with local laws and best practices. They can provide specific advice based on your location and industry.

Thanks

Normally, a consultant is not expected to 'work' in the 'field'. What is the role assigned to this consultant?

A consultant is not an employee (and that is why you are deducting 10% TDS, probably under section 194J for professional charges). If these consultants have to visit dealers regularly, report to any reporting officer, and take approval from the employer for any absence from work, then they are employees. Whatever name they are called, their legal status will not change. If you are just calling them consultants to avoid payment of PF, Bonus, or gratuity, you are mistaken. You will have to pay all these benefits to a consultant working in the field just like an employee. Moreover, if they fall under tax brackets, it should be under section 192, treating them like employees, and payments to them as salaries and allowances, with TDS made and remitted accordingly.

Being an employee, they should be given social security coverage as mandated by law. If their salary is not more than Rs 21,000, they would be covered by ESI, and no other insurance is required. If their remuneration exceeds Rs 21,000, they should be covered by accidental policies to meet the requirements of the Employees Compensation Act. If other employees of the company, who are out of ESI coverage, receive more beneficial insurance coverage, then that should be extended to your consultant as well.

At the same time, if the person is a genuine consultant by all means, not working regularly but contacted when needed for advice and guidance, then they are not an employee, and no benefits other than professional fees should be given. Accordingly, they need not be provided with any insurance from the company.