Independent Contractor Process New and Improved Independent Contractor Process New and Improved!!! Brittani Brown Procurement & Contracts

Presentation Overview What is an Independent Contractor? What’s New? Why? Procedure Schedule

What is an Independent Contractor? An Independent Contractor is defined as an “individual operating a business as a sole proprietor”. An individual operating their business as a corporation does qualify as an Independent Contractor if they only have one employee, themselves. Note: A company employing more than the sole proprietor is not an Independent Contractor and this process cannot be used and a requisition requesting a Service Agreement is the proper contracting process.

What’s New? Current New Submission email/hand delivered   Current New Submission email/hand delivered Enter requisition and attach partially executed agreement Encumbrance None! Encumbers funds Requesting Payment Confirmation of Services/Request for Payment Form submitted by department IC submits an invoice Chart Field Listed in Request for payment Entered in CFS with requisition Signatures Authorized department signor signs agreement Agreement signed by IC and Procurement

Why? Procurement and Accounts Payable has processed 804 Independent Contractor Agreements in FY15/16. Tracking Visibility Encumbrance Consistency Electronic Ensures accurate payment

Procedure Verify Independent Contractor (IC) eligibility rather than special consultant or employee Complete IC Agreement and send to IC for signature Request a 204 (if not already a supplier in CFS) Enter a requisition Enter IC and Department Point of Contact Information in header comments Attach partially executed agreement and 204 if required Submit requisition no later than 10 working days prior to services required. Procurement & Contracts (P&C) executes agreement and turns Purchase Order (encumbers funds) P&C emails IC and Requestor a copy of the agreement and notifies the IC to submit an invoice in accordance with the agreement terms IC submits an invoice Accounts Payable will route invoice for approval and remit payment

Schedule 6/6-6/17: Review revised agreement and procedures (sent out via PCBO listserv) 6/17: Provide Feedback 6/24: P&C reviews feedback and implements necessary changes 6/3-7/1: Transition. Use new forms and procedures. Website updated. 7/1+: Provide feedback on new process.

Questions?