My client is hiring my worker directly. What do I need to do?

Last updated: October 6, 2026

Applies to: staffing Partners whose worker is leaving an Ascen assignment because the client is hiring them directly, sometimes called a conversion or a direct hire.

Summary: Tell us the date the worker moves onto your client's payroll. The assignment should end on that date with the end reason Hired permanently by client, time entered for dates from then on is removed, and approved hours before it are paid as normal. If Ascen invoices that client for you and you are charging a conversion fee, we can bill the fee too.

What to send us

Email support@ascen.com, before the conversion date if you can, with:

  • the worker's full name and the client

  • the conversion date: the first day the worker is employed by your client rather than by Ascen

  • whether any time has already been entered, approved or paid for dates on or after the conversion date

  • whether you would like us to end the assignment, or will end it yourself

What happens next

  • Time from the conversion date onwards is removed. From that date the worker is your client's employee, so hours for those dates do not belong on the Ascen assignment. We remove time entered for dates on or after the conversion date.

  • Approved hours before it are paid as normal. Make sure the final week's hours are entered and approved. For timing, see When your worker's assignment ends: final pay timing.

  • The assignment is ended with the right reason. If you end it yourself, open the assignment, click Actions, choose End, and select Hired permanently by client. See How do I end an assignment?.

Why the end reason matters

The end reason flows onto the worker's employment record, so it should say what actually happened. An assignment that is simply left open will eventually end on its own for inactivity, which records a generic reason instead of the conversion. See Why did my worker's assignment end on its own?.

Conversion fees

Whether there is a conversion fee, and how much it is, is set by your own agreement with your client.

  • If Ascen invoices that client on your behalf, you can ask us to bill the fee. Email accountsreceivable@ascen.com with the worker, the client, the conversion date and the fee amount, and we will raise the invoice. See When do you invoice clients? for which clients we invoice.

  • If you invoice that client yourself, bill the fee directly as you normally would.

For how conversions are handled under your own agreement with Ascen, talk to your Customer Success Manager.

Let the worker know

A worker hired by your client is leaving Ascen's employment, so any Ascen benefits end too. Point them to When do my health benefits end?, and to support@ascen.com for questions about their final pay, tax forms or coverage end date.

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