ICA's

By klcase1 | Updated: March 7, 2024, 6:35 p.m.

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ICA's 
Independent Contract Agreements
Explained
This video has no sound
1-2-3's of ICA's
In this short video, you will get an overview of when you need an ICA and the steps taken during the process.  There is contact information at the end.
Pause the video at any time to read the details on the pages.

An ICA is required when you have a business or individual coming to your school to provide services that enhance instruction, complement instruction, provide entertainment or other various types of services, either paid or unpaid.  An ICA may also be required for non-school sites if the services do not meet the below criteria.

The ICA provides protection for the District; first and foremost, our students and staff.

The ICA outlines the terms of the financial agreement as well as payment policies.
When do I need an Independent Contractor Agreement (ICA)?
*An ICA is not required if all three of the following criteria are met: 1) the contractor is performing services offsite (not at a school); 2) the contractor does not come into contact with students or student education records; and 3) the cost is less than $20,000. A purchase requisition can simply be submitted.*

• A speaker for an assembly or entertainment at an assembly
• Author visit for reading week
• An individual who provides art instruction in your classroom
• A piano accompanist for your music programs
• A choreographer for your school play
• An adjudicator for band, orchestra or choir performances or competition
• A person paints a mural at your school
•  Entertainment or activities for your year-end celebration or graduation celebration
• A DJ, a photo booth, or other similar vendors
A food truck

ICA's can be required for paid services and FREE services

REMEMBER - An ICA is not required if all three of the following criteria are met: 1) the contractor is performing services offsite (not at a school); 2) the contractor does not come into contact with students or student education records; and 3) the cost is less than $20,000. A purchase requisition can simply be submitted.
A Few Examples:
What's Next?
There are two forms that must be completed as part of the process.  One by WCSD site staff and one by the Contractor.
The internal, or WCSD staff form is the AP-F006A Independent Contract Agreement Justification Form -  completed by WCSD staff. There is a checklist to assist you with the process.
The external form, or actual contract, is the AP-F006B Independent Contract Agreement - completed by the vendor.
BOTH forms are required!
Additional Items
Insurance is required: general liability and auto coverage.
A W-9 is required every time, even for returning vendors.
You can find more details by visiting the ICA web page at washoeschools.net 
Departments/Accounts Payable/Independent Contract Agreements
And Then What Happens?
Once all the paperwork is ready, WCSD staff will need to enter a Purchase Request (PR) in BusinessPLUS.
A PR is entered regardless of funding source: general fund, grant funded, SAF funded, or even a free event.  
All items are attached to the PR and move through workflow for approvals.
Services MAY NOT happen unless the PR is fully approved and assigned a PO number (purchase order number) and the AP-F006B form is signed by Purchasing and returned to the site.
 Final Notes
Plan ahead!  Make sure you have all of your paperwork and your PR entered well in advance of your event.
Purchasing can assist you 775-850-8025
Accounts Payable can assist you 775-348-0307
You are not alone!  There is help for this process ~
The Business Process Trainer can assist you 775-789-3438
You can find more details by visiting the ICA web page at washoeschools.net 
Departments/Accounts Payable/Independent Contract Agreements
ICA's 
Independent Contract Agreements
Explained
Brought to you by the Business Process Trainer 775-789-3438

ICA's

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