Prairie View A&M University Administrative Procedures Manual
Contract Workforce 60.15
Issued: November 30, 2001
1. General The purpose of these procedures section is to define the University's procedures for administering its contract workforce and to ensure compliance with System Regulations 33.99.16 - Contract Workforce.
2. Requesting Department Procedures Departments desiring to procure services from a contract worker or contract workforce using State Appropriated Funds must adhere to the following procedures. This requirement pertains to new contracts, as well as amendments or renewals of existing contracts.
2.1 Justification The requesting department must prepare a written justification of why and how the use of contract workers fits into the department's staffing strategies. In preparing this justification, departments should consider the following:
a. Department's
Mission , Goals, and Objectives
b. Existing and Future Employee Skills Needed
c. Compensation Costs
d. Productivity
e. Nature of Services to be Provided
f. Workload
2.2 Cost/Benefit Analysis The requesting department must prepare a cost/benefit analysis of using contract workers versus University employees. The requesting department must attach the justification and cost/benefit analysis to a properly completed Purchase Requisition and process it in accordance with the standard Purchase Order procedures (See Administrative Procedure 10.02).
3. Purchasing Office Department Procedures Upon receipt of a Purchase Requisition for contract workers, the Purchasing Office will perform the following procedures.
3.1 Verify that the recommended contractor has not been employed by The Texas A&M University System during the past 12 months, using the Independent Contractor Service Agreement procedures. (See Administrative Procedure 10.10).
3.2 Determine whether the recommended contractor should be treated as an employee, using the Determination of Employee Work Status procedures (See Administrative Procedure 10.07).
3.3 Verify compliance with applicable State statues and System regulations governing consultants and professional services.
3.4 Based upon the justification provided, identify the appropriate text code for the Purchase Order from the following list:
Text Code
Description
101
The contractor worker(s) are temporarily filling a state employee position.
102
The contractor worker(s) are performing seasonal work.
103
The department is unable to attract state employees for the needed position(s).
104
The contract worker(s) are used to perform highly specialized duties.
105
All contract worker costs were compared with employee costs and were found to be the most effective in performing the duties.
106
Productivity was compared between contract worker(s) and employee(s) and was found to be the most cost effective decision.
107
Training costs and training investments were compared between contract worker(s) and employee(s) and was found to be the most cost effective decision.
108
The contract worker(s) duties have been reviewed and have been determined that they met factors necessary to meet independent contractor status.
Text Code
Description
101
The contractor worker(s) are temporarily filling a state employee position.
102
The contractor worker(s) are performing seasonal work.
103
The department is unable to attract state employees for the needed position(s).
104
The contract worker(s) are used to perform highly specialized duties.
105
All contract worker costs were compared with employee costs and were found to be the most effective in performing the duties.
106
Productivity was compared between contract worker(s) and employee(s) and was found to be the most cost effective decision.
107
Training costs and training investments were compared between contract worker(s) and employee(s) and was found to be the most cost effective decision.
108
The contract worker(s) duties have been reviewed and have been determined that they met factors necessary to meet independent contractor status.
Text Code
Description
101
The contractor worker(s) are temporarily filling a state employee position.
102
The contractor worker(s) are performing seasonal work.
103
The department is unable to attract state employees for the needed position(s).
104
The contract worker(s) are used to perform highly specialized duties.
105
All contract worker costs were compared with employee costs and were found to be the most effective in performing the duties.
106
Productivity was compared between contract worker(s) and employee(s) and was found to be the most cost effective decision.
107
Training costs and training investments were compared between contract worker(s) and employee(s) and was found to be the most cost effective decision.
108
The contract worker(s) duties have been reviewed and have been determined that they met factors necessary to meet independent contractor status.
4. Guidelines In performing the above procedures, the requesting department and the Purchasing Office will utilize the guidelines provided in the "Best Practices and Guidelines for Effectively Using A Contract Workforce" document published by the State Auditor's Office. Copies of this document may be obtained from the Purchasing Office or the State Auditor's web site.
