2.       Fill in the employee’s name, social security number, and daytime phone number where indicated on the form.  Be sure the employee’s name is the same as on the social security card.

3.       Fill in the name, location, and pony route of the person to whom we should return the approved copy of the CSE form.

4.       Complete the Duties and Responsibilities section, identifying the specific duties and responsibilities to be performed for the duration of the project.  Use complete sentences as this statement will be presented to the Board.

5.       Fill in the name of the person requesting the project, their title and phone number.

6.       Dates requested to work:  fill in the beginning date (first date to work) and the ending date (last date to work).  One contracted services form may be used for a complete fiscal year—July 1 through June 30.  If a CSE is working for more than one month, do not complete a form for each separate month.  Please note:  a new form must be completed for work beginning July 1 in the new fiscal year.  For example, if a CSE works in June and July, one form would be completed for June and another form would be completed for July.

7.       List each specific date(s) and number of hours requested to work (1-10-07  2 hours, etc.).  Specific dates and hours are required, i.e., 1-10-07 2 hours, 1-11-07 3 hours.  Do not list ranges i.e., 1-10-07 to 1-17-07.  If more space is required, attach an additional sheet or a small one-page calendar with the dates circled or x’d through (do not highlight dates because they don’t copy well).

8.       Circle one—daily or hourly—and fill in the rate of pay.  For a “daily” (exempt, i.e., Administrative, Professional/Technical/Supervisory, Instructional) employee, the rate would be the full amount per day.  In some cases you may have to average the hours worked, for instance if the daily employee works 2 hours one day and 3 hours the next, the average would be 2.5 hours worked per day.  The daily rate would, therefore, be based on the average hours worked per day.

For an “hourly” (non-exempt, i.e., paid by the hour or teachers exempt hourly), the rate is the amount to be paid per hour.

9.       If you circled a daily rate enter total days worked.  If you circled hourly rate enter total hours worked.

Instructions for Contracted Services Employee Form

 10.   Enter the total salary cost.  Multiply daily rate by total days or multiply hourly rate by number of hours to get total salary cost.  Do not include fringe as that amount is for your budgeting purposes only.

11.   Please be sure any corrections to typing or hand written errors appear on all copies if using the multi-copy form.

12.   After reading the agreement to act as a Contracted Services Employee, he/she must sign, print name and date the form.

13.   The signature of the Cost Center Administrator, phone number, printed name and date are required.  If using Fund 420, Federal/State funds, the Director, Special Projects must sign the form before you send the form to Personnel.  Also if project 9101 is used, the Assistant Superintendent, Budget and Resource Allocation must sign before you send the form to Personnel.

14.   Make a copy of the front page of the contract to keep for your own records.  Also if using the multi-copy form, tear off and keep the Gold Originator copy.  An approved/processed copy or the Pink-Approved Copy will be returned to the person designated on the form or to the cost center administrator.  The CSE is cleared to work when you receive the approved/processed copy of the form.

 16.   The offer to be a Contracted Services Employee is contingent upon meeting all requirements of the laws of Florida and rules and regulations of the School Board concerning employment.

 Understanding the Process

The completed Contracted Services Employee form should be submitted to the compensation Department, Personnel, Administration Building for review and approval.

 After the forms are reviewed and approved, the employee is entered into the TERMS system.  The school/department will receive the approved copy of the paperwork indicating the individual is cleared and eligible to perform the work requested.  Employment paperwork and fingerprinting must be approved and completed prior to the employee starting work.  Then and only then may the Contracted Services Employee begin work.

For an employee to be paid, a Payroll Adjustment Form (PCS Form 3-2260) must be completed and sent to Mickey Converse, Payroll Department.  The Contracted Services form sets the person up to work, then after the employee works, the time worked needs to be reported on the Payroll Adjustment form.