Performance Contract Video Companion Guide

Transcription

1 The following guide is a companion to the Performance Contract video and has been created to assist you in successfully completing the FS-213 Performance Contract. The following section will provide guidelines which should be followed based on how a performance contract is being paid. Local School Activity Funds The Principal s signature is the last signature required for contracts less than $10,000. All completed contracts using Local School Activity funds equal to or greater than $10,000 are sent to Financial Services/ Budget Department for review and signature routing. The Performance Contract will be forwarded back to the school when appropriate signatures have been obtained. Original Performance Contracts are maintained by the school Bookkeeper. County Funds All completed contracts using County funds are sent to Financial Services/Budget Department. Original Performance Contracts are maintained by the Accounts Payable Technician. Local School Activity Funds and County Funds The Bookkeeper will send a local school check to Accounting Services to deposit in the appropriate county charge code. The completed Performance Contract is sent to Financial Services/Budget Department. Original Performance Contracts are maintained by the Accounts Payable Technician. 1 P a g e

2 The following sections provide you with examples of the various types of purchases and services which may or may not require you to complete a FS-213 Performance Contract. Examples of Purchases which may not require a Performance Contract Food If a purchase consists of both goods and services, a Performance Contract is used when the dollar amount for services exceeds the dollar amount for goods. As an example, food and catering. If the cost of the food is more than the catering service, no contract is needed. Hotel / Motel charges for travel Please use required forms to be completed as required by Cobb County School District s Travel Regulations. Examples of Services REQUIRING Performance Contracts Clinicians Performances (musical, choral, etc.) Security and/or Traffic Officer- Government Police Officers are exempt from the immigration section of the Performance contract and do not have to complete any affidavits. Charter Bus Companies Contact Risk Management for list of approved carriers. Speakers Non-Standard Contracts Some purchases and services may require completion of a vendor s non-standard contract. Contracts other than those of District standard form shall be reviewed by the CCSD attorney and Director of Procurement Services, per Board Policy DI, Accounting and Reporting. Examples of non-standard contracts may include, but are not limited to, an agreement requiring a signature for the rental of bounce houses, portable toilets and prom venues. 2 P a g e

3 COMPLETING THE PERFORMANCE CONTRACT Originator Completes: Page 1: Department/School Name Section Description of Services to be Performed Dates of Service Payment Schedule Total Amount Not to Exceed Charge Code Page 4 Check applicable box Page 7 Signature Page Contractor must sign before any CCSD signatures. Contractor Completes: Page 1: Sections #1-#5 Taxpayer Identification Number (TIN) Applicable Affidavits, per flow chart on page 5 Page 6 Per Flow Chart on Page 5 Page 7 Signature Page Page 9, 10 & 11 When Applicable, Per Flow Chart on Page 5 3 P a g e

4 CONTRACT REMITTANCE FORMS The following sections will provide guidance on the appropriate Contract Remittance form to submit. FS-212A Used for Performance Contracts paid with County Funds/Local School Allotment Funds. After services have been rendered, attach the original invoice to the FS-212A and forward to Financial Services, Accounts Payable Technician with Originator and Principal s signature. Checks are issued from the central office. FS-212B Used for Performance Contracts paid with Local School Activity Funds. This form is required for 1099 tax reporting purposes. Include the contractor s EEV # if applicable. completed form to LSA@cobbk12.org at the time of payment and file with the disbursement package. A separate FS-212B should be submitted for each check issued. All FS-212B, Contract Remittance Forms should be submitted to LSA before winter break for all payments processed January 1 December 31. If a school has contracted for services with an individual or partnership via a non-standard contract using local school activity funds, an FS-212B should be submitted and include the contractor s EEV#, if applicable. 4 P a g e

5 IMPORTANT REMINDERS Print and submit all pages of the Performance Contract. Performance Contract Video Use current Performance Contract related forms located on the Form Bank. Allow 4-6 weeks to completely process the Performance Contract. All signatures should be obtained prior to services. Faxed and/or ed Performance Contracts are acceptable. An EEV number is required on all FS-214, Contractor Affidavits and FS-215, Subcontractor Affidavits. If the contractor needs assistance with this process please provide the following web link: An FS-213MOD must be completed when any modifications are made to the original Performance Contract. A local school check cannot be used to pay a county funded Performance Contract. The procurement card cannot be used for payments made on Performance Contracts. Active CCSD employees should always be paid with supplemental pay through the payroll department. (Unless they have a business with a TIN number) Principal should contact their Assistant Superintendent for approval to sign a contract beyond their employment contractual period for services such as securing a prom venue location for the next school year. The school Bookkeeper should review all contracts to ensure the contract has been completed in its entirety and includes any contractor affidavits if applicable. Contracts other than those of District standard form shall be reviewed by the CCSD attorney and Director of Procurement Services, per Board Policy DI, Accounting and Reporting. 5 P a g e

6 QUESTIONS Performance Contract Video County Fund Charge Codes Elementary Schools Pamela Houston Middle & High Schools Gina Wheeler Central Office Lori Smith County Contract Completion Rhonda Harris Contracts beginning with letters A-H Karen Hall Contracts beginning with letters I-Z Local School Activity Contract Completion Nancy Breu Procurement Services P a g e