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 Accounts Payable

Payment Of Independent Contractors

We would like to encourage you not to pay independent contractors from your school activity fund. However, if you do, please send the interdepartmental communication Payments Made by School to Accounts Payable with the following information: school name, the persons name, address, phone number, social security number, the amount paid, the check number and date and what the person did for you. A copy of the interdepartmental communication follows. Also include a W-9 the first time you use the person.  Independent contractors will not be set up for payment unless there is a W-9 and a completely signed agreement on file in Accounts Payable. The State of Colorado does not allow consultants to be paid with your per pupil instructional monies. Also please note that DPS employees cannot work as Independent Contractors. DPS employees must be paid through payroll.  Please see Board Policy GBEA for Conflict of Interest information. 

In order for the district to pay an independent contractor the following forms must be completed PRIOR TO PAYMENT! 

  • Contractor agreement form signed by the contractor (notarized)  and the Principal/Department Head (not notarized). A copy of this form is available on the Purchasing website. There have been changes in determining who is an Independent Contractor. Please fill out this form and send in as soon as possible before the work is done so the proper detemination can be made. Accounts Payable will not be allowed to pay an Independent Contractor without a signed agreement.  If the agreement is signed after the work has been started, the "Pay Per Invoice" procedure will have to be followed.
  • W-9 form-filled out and signed by the independent contractor. A copy of a Substitute W-9 form is available on this website. We need a new W9 every year. This form must be filled out by the vendor.  Also you will need to see the Social Security Card, not a copy. IF you don't have a W9, they can't be paid.  Watch for cards with "Not Authorized for work in the USA"  DO NOT HIRE!. You also need to be aware that the IRS issued Tax Identification Numbers for Nonresident or Alien Tax Payers that are NOT authorized Social Security Numbers. All of these start with 9nn-nn-nnnn.  These are NOT valid for work in the USA. Do Not Accept or Report Earnings.  Social Security numbers are in the format 000-00-0000.  They can't be all 1's, 3's, 8's or 9's.  They also can't be 123 45 6789 or begin with 000 or 773-999.  000-000-000 are CANADIAN NUMBERS and not valid for work in the USA. We can be fined $10,000.00. 
  • Request for payment form for Accounts Payable to make the payment.  A copy of this form is available on this website.

OR

  • The interdepartmental communication Payments made by the School.
  • Prior to the work being done, the contractor and the principal/department head must sign the Contractor agreement form and then forward it to the Director of Purchasing who is the person authorized in the District to sign a legally binding contract. All completed contracts must be accompanied with a W-9.

Once the service has been completed, the school must send a request for payment (with a copy of the W9 on the first request for payment) to: Accounts Payable, School Administration Building, 900 Grant. ATTENTION: KathleenPiper. Checks for these services are usually paid within three weeks, PROVIDED ALL OF THE NECESSARY DOCUMENTS HAVE BEEN COMPLETED!

Steps for Using Independent Contractors

  1. Because you must use the current agreement, please print agreement off Purchasings website.
  2. Fill out the agreement, and have the Independent Contractors signature notarized
  3. Have the Principal sign :Recommended by
  4. Have the Independent Contractor fill out a W9 which is available on the Accounts Payable website.
  5. Send the agreement to Purchasing for the Districts Purchasing Agent to sign before the Independent Contractor comes to the school to work. Include a copy of the W9
  6. When the agreement is signed an email will be sent to the school letting you know that it is approved
  7. When the work is done, send the Request for Payment with a copy of the W9 to Accounts Payable to be paid.
  8. OR if payment is made from an activity fund, send the Payments Made by School Form to Accounts Payable.  This form is available by emailing Kathleen_Piper@dpsk12.org ;

» Agreement For Independent Contractor Services
» Independent Contractor Tax Id Verification (W9) [pdf]
» Request For Payment Form [pdf]