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Process if Vender Requires a Contract

Office of General Counsel

Process if vendor requires a contract (service only, not goods)

barn and tetons

More often than not, the service provider requires the use of its own external contract.

These contracts come in many different forms, including:

  • An invoice or quote with binding conditions (usually in very small print)
  • A separate page that includes terms and conditions (even if no signature required)
  • A letter of agreement
  • A purchase order
  • A formal agreement for service

The following process applies if the service provider requires the use of its own external contract, regardless of the amount:

  • Step 1: Complete the Employee/Independent Contractor (E/IC) Determination Worksheet. The E/IC Determination Worksheet is an internal document that should not be sent to or filled out by the service provider.
  • Step 2: Complete the Office of General Counsel Checklist. If the answer to any of the first five questions on the checklist is “yes,” the unit must forward the contract and the Checklist to each appropriate individual listed on the Checklist for approval. The individual will send the approval back to the unit (not the Office of General Counsel).  Approval may be obtained via e-mail.
  • Step 3: Send the following documents to the Tax Office (hard copy or electronically): (1) the Office of General Counsel Checklist (with all approvals or signatures attached from step two); (2) the completed contract; and (3) the E/IC Determination Worksheet .  If the E/IC Determination Worksheet is approved, the Tax Office will forward the agreement to the Office of General Counsel for contract review.
  • Step 4: The Office of General Counsel will review and send to the proper signature authority.  Once signed, the Office of General Counsel will notify the unit.
  • Step 5: If the contract is valued at less than $2,500, the service may be paid for by payment request when the invoice is received.  If the contract is valued at more than $2,500, initiate a purchase order (PO) and attach the signed contract (must be signed by both parties) and the EI/C Determination Worksheet.  See Payment Instructions for more information.

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Office of General Counsel

Tara Evans, General Counsel

Old Main 204

1000 E. University Ave.

Dept. 3434

Laramie, WY 82071

Phone: 307-766-4997

Fax: 307-766-2993

1000 E. University Ave. Laramie, WY 82071
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