Contract for Services

Contract for Services are established for the purpose of hiring independent contractors to provide services to the College that are not provided by a College-employed position. The Contract for Services process requires many steps and should be prepared for accordingly. You are encouraged to begin the process approximately 2 months before the service needs to be performed. Please review the instructions below on the procedure for hiring independent contractors through the Contract for Services process.

Please note that employees may not pay for services out of pocket and receive reimbursement. Any services to be performed on-campus or on behalf of the campus must be paid directly by the college, to the vendor, after a contract has been approved and a PO established.

Form to use: Contract for Services Form

Optional backup: Business License.

Flowchart: Contract for Services Process

Note:
Las Positas College does not reimburse Independent Contractors for supplies purchased separately for the arranged work/services. The cost for supplies purchased for and in relation to the work agreed upon should be included as part of the overall contract. Receipts for these purchases should be retained by the Independent Contractor.

Contract for Services Process

1.  Consider the type of work that needs to be performed and ensure that it falls under the Contract for Services process. Click here for more information on the differences between a Contract for Service and Professional Srevices. Information about Contract for Services can also be found at the District website here.
2. Fill out the Contract for Services packet and send forward to the Independent Contractor (you will be prompted to enter their name and email address after clicking the red Continue button). You and the Contractor do not need an account to submit or sign a Contract for Services packet. The Vendor Profile App (page 2) and the W9 (page 3) are only required if the vendor has not been set up in Banner, or if the vendor has been set up in Banner but their information has changed. All other forms in the packet are required.
   1. Contract for Services Form [always required]
   2. Vendor Profile Application [new independent contractors only]
   3. IRS W-9 Form [new independent contractors only]
   4. Requisition Request Form (LPC version) [always required]
   5. Independent Contractor Questionnaire [always required]
   6. Independent Contractor Checklist [always required]
   7. Valid Business License [include whenever possible]
3. Once the Independent Contractor has signed the Contract, it will be returned to you for a second review and for your signature. If everything is correct, send the packet forward to your Admin or Executive Assistant for review.
   1. Any changes to the Contract (page 1) may only be done by the initiator at Step 1. After any changes are made, it must then go back to the Contractor for review and signature. This ensures that no changes to the essential details of the contract are made without the consent of both the LPC employee initiating the contract and the Independent Contractor.
4. Contracts are not approved until the Vice Chancellor of Business Services has reviewed and approved the request. The Business Office will forward your request to the District Office for final approval.
   1. Note: until final approval is obtained from the Vice Chancellor, the College does NOT have an approved contract with the independent contractor. Independent contractors should NOT be instructed to start performing services until final approval is obtained from the Vice Chancellor.
5. Once approved by the Vice Chancellor, the packet is forwarded to Purchasing to issue a PO. Invoices for the service(s) performed by the independent contractor will be paid against this established PO. In most cases, the Requestor will be sent a copy of the PO from Purchasing. Receiving this PO copy is your cue that the contract has been approved and work may be performed. You will also receive a notice from InformedK12 once the Contract for Services packet has been marked "complete." The PO number is listed on the Contract and the Requisition (in the bottom-right of both forms).
6. Once the work has been performed, you should be provided with an invoice for payment by the vendor. Invoices must be clearly labeled with the word "invoice" and should only be paid after the service has been provided. Invoices must contain the following before forwarding to the Business Office:
   1. Confirm that all information is correct, including the amount due.
   2. Write "ok to pay," sign below, and date.
   3. Write the PO number established by the District Purchasing Office.
7. The Business Office will submit the invoice to District Accounting for payment.