Performance Contract
Training
July 2013
Performance Contracts
• A Performance Contract is “an obligation to pay for
non-employee services rendered.” Verify with the
Payroll Department that any CCSD employee or
former employee can be paid as a contractor or should
be paid with Supplemental pay.
• Use form FS-213 for services from county or local
funds.
• Required regardless of the dollar amount.
• Must always be completed and approved PRIOR to
services being rendered.
*(4- 6 weeks processing time)*
Performance Contracts
Performance Contract Approvals
According to the Board Policy DI-Accounting & Reporting, all District generated
contracts for services require the following approvals:
•
•
•
$200,000 and above
$10,000 and above
$10,000 and less*
•
* County Funds *
Board of Education
Senior Staff Member & Superintendent
Senior Staff Member or designee (Principal)
In addition, if the funds used belong to another division, the Budget Administrator of
the funds must sign below the charge code on Page 1 of the FS-213.
All contracts funded from SPLOST must be approved by Glen Brown, Executive
Director, Program Management and Accountability.
Where to send the contract?
Financial Services – Budget Department
Non Employee Services
• Speaker or Clinician
(an individual instructing in their area of expertise.)
• Training at a CCSD location.
• Ambulance services.
• Police Officers.
• (Initial page 4, Part B, Number 2)
Non Employee Services
•
Contractor who is working on the building or grounds “real property”.
•
If the Contractor has no company, no employees or sub-contractors, does
not intend to hire any persons, and is located in a state compliant with
immigration then no Affidavit is required. However, a copy of their
Driver’s License is required. (Initial page 4, Part B, Number 2) Check to
make sure the drivers’ license has been issued from the compliant
approved state based on the Attorney General’s website. Note: If the
state is not an approved state, then an affidavit from the contractor is
required. http://law.ga.gov/00/channel_title/0,2094,87670814_167693491,00.html
• If the Contractor has a company, with employees or sub-contractors then
they must register on E-verify and provide an Affidavit. (Contractor
should follow instructions in part C of page 4 to comply with the Georgia
Security and Immigration Compliance Act.)
•
Reference Board Rule FEAE-R regarding construction services.
Performance Contracts
Where are Contract Forms Located?
Contract
Forms
Forms Overview
• Performance Contracts
Performance Contract Form FS-213
Performance Contract Form FS-213 MOD (Modification)
• Contract Remittance Form FS-212
Form used to make payment against a Performance Contract.
Always use a Contract Remittance Form (FS-212) to pay for a
contract. Do not use a check request form.
• Contractor Affidavits FS-214
• Subcontractor Affidavits FS-215
Contractor Affidavits
• An Affidavit is a formal sworn statement reflecting that the
Contractor has complied with the requirements of
legislation proving their employees and subcontractors are
eligible to work in the United States.
• In the event the contractor employs or contracts with any
subcontractor in connection with a covered contract, the
contractor is required to have the subcontractor complete
an affidavit stating the subcontractor is in compliance with
the immigration legislation. The Subcontractor Affidavit
Form (FS-215) must be completed to comply with this
requirement.
Contractor Affidavits
What is the EEV / Basic Pilot Program
User ID Number?
• EEV represents the “Employee Eligibility Verification
Number”
• A contractor or subcontractor is required to write their
EEV number, company name, and signature on the
Affidavit forms (FS-214 or FS-215).
• A contractor or subcontractor registers for their EEV
number online at:
https://www.vis-dhs.com/EmployerRegistration
E-Verify Process
Corporate administrator enrollment is a three-step process and the
contractor or subcontractor must complete the following three steps
before they can begin using E-Verify:
THREE STEPS
• Step 1: Set up the account that will allow you to manage E-Verify
access and run reports for your entire company. This step begins
once you answer the questions on the enrollment page.
• Step 2: Attend the required training offered over the Web. Once
you complete step 1, you will receive an e-mail that provides
details about the training session. Once you complete the training,
you will have access to the corporate administrator features of EVerify.
• Step 3: Log in to E-Verify and add the locations where your
company does its verification work, including your own location if
your location does verifications. This is because a corporate
administrator account by itself will not allow you to do
employment verifications.
Questions and Answers
Do you need to have a contract vendor complete the
Georgia Immigration and Security Compliance Act
documentation if they are an awarded vendor for a
particular Bid/Quote/RFP for the Cobb County School
District?
• No, you would not. However, the vendor would have
to cite the specific Bid/RFP/Quote on the contract
below their signature to ensure they have completed
the document.
• Please ensure the vendor has been awarded a bid by
CCSD by verifying the approved vendor bid list on the
Procurement Services intranet website or calling the
department directly at 770-590-4524.
What if a contract is paid with
county and local school funds?
Step 1: Complete FS-213 for the
total amount of contract services
indicating county portion and local
funds portion on contract.
Step 2: Obtain appropriate
signatures of the contractor, initiator
and principal.
Step 3: The bookkeeper sends the
local school portion due on the
contract to Accounts Receivable.
Step 4: Tracy Smith in Accounts
Receivable will deposit check in the
appropriate charge code specified by
bookkeeper .
Step 6: When Mary Waymire in
Accounts Payable receives contract,
she will assign it a contract number
and return a copy to the bookkeeper.
Step 5: Send the performance
contract directly to the Budget
Department.
Step 7: At completion of contracted
services, the bookkeeper will submit
a FS-212 Contract Remittance Form
and invoice to Mary Waymire in
Accounts Payable for payment.
Performance Contract Summary
• Use the performance contract (FS-213 and FS-212) whenever
services are provided by non-employees.
• Contracts are required regardless of the dollar amount.
• Must always be completed and approved PRIOR to services
being rendered.
• A contractor needs to complete the FS-214 contractor affidavit
form when the contractor does work on real property and they
have employees or sub-contractors working for them.
• A subcontractor needs to complete the subcontractor affidavit FS215 if their services were performed on real property. Note, the
contractor is paid for these services.
• Use form FS-212 when paying services from county or local funds.
Where to Get More Information
• Performance Contracts
Mary Waymire
Accounting Technician
770-590-4579
• Local School Performance Contracts
Nancy Breu
Support Specialist/Local School Accounting
678-581-6755
• Department of Homeland Security
Customer Support
1-888-464-421
E-Verify@dhs.gov (e-mail)