Common use of PSA Processing Clause in Contracts

PSA Processing. This process is initiated directly by the Division Head. Table AP 6341C-1, Personnel Assignment Processing, below, shows a PSA’s basic processing requirements. Procedural details follow this table. 1. Division Head 1 Division Head initiates PSA. • Sufficient funds must be available in the appropriate account prior to submission to the Purchasing Agent. • Formal proposal is not required as part of the process. • Record of quote process kept. 2. Division Head Contractor formally agrees to PSA terms, conditions, and price. • Written signature on FOA and supplemental documents required. • Fax transmission allowed. 3. Chief Business Officer ▇▇▇▇▇▇▇▇ agrees to FOA. • Original signature required. • Pre-designated alternate acceptable during absence 4. Purchasing Agent DataTel purchasing system creates Facilities Order Agreement Number. • Document number is added to FOA form: this number is used to track the document. • Copies of completed FOA sent to Facilities Department and contractor. • Original FOA retained in Procurement. 5. Contractor Work described in FOA is done. • FMO “inspects” work and any needed corrections are made. 6. Division Head Officially accepts work through standard industry/contractor “sign-off” process. • Contractor paperwork retained in FMO until invoice received. 7. Contractor Invoices District. Invoicing instructions are on FOA. 8. Division Head Initiates payment processing. • Approves payment directly on invoice. • Provides invoice and “sign-off” document to Accounts Payable. 9. Chief Business Officer Recommends FOA Board Report ratification list. • Lists only fully completed FOAs. 10. Board of Trustees Ratifies the agreement(s). Steps 7, 8, and/or 9 may be handled simultaneously with Step 10. 11. Accounts Payable Authorizes payment processing with LACOE. • Reviews transaction completeness. • Notifies FMO of any deficiencies. 12. LACOE Reviews transactions, prepares checks, and returns all to Accounts Payable. Process generally takes three business days. May take substantially longer if transaction appears inappropriate.

PSA Processing. This process is initiated directly by the Division Head. Table AP 6341C-1, Personnel Assignment Processing, below, shows a PSA’s basic processing requirements. Procedural details follow this table.. STEP RESPONSIBLE PARTY ACTION NOTES 1. Division Head 1 Division Head initiates PSA. • Sufficient funds must be available in the appropriate account prior to submission to the Purchasing Agent. • Formal proposal is not required as part of the process. • Record of quote process kept. 2. Division Head Contractor formally agrees to PSA terms, conditions, and price. • Written signature on FOA PSA and supplemental documents required. • Fax transmission allowed. 3. Chief Business Officer Vice President, Administrative Services ▇▇▇▇▇▇▇▇ agrees to FOAPSA. • Original signature required. • Pre-designated alternate acceptable during absence 4. Purchasing Agent DataTel purchasing system creates Facilities Order Personal Services Agreement Number. • Document number is added to FOA PSA form: this number is used to track the document. • Copies of completed FOA PSA sent to Facilities Department and contractor. • Original FOA PSA retained in Procurement. 5. Contractor Work described in FOA PSA is done. • FMO “inspects” work and any needed corrections are made. 6. Division Head Officially accepts work through standard industry/contractor “sign-off” process. • Contractor paperwork retained in FMO until invoice received. 7. Contractor Invoices District. Invoicing instructions are on FOAPSA. 8. Division Head Initiates payment processing. • Approves payment directly on invoice. • Provides invoice and “sign-off” document to Accounts Payable. 9. Chief Business Officer Vice President, Administrative Services Recommends FOA PSA Board Report ratification list. • Lists only fully completed FOAsPSAs. 10. Board of Trustees Ratifies the agreement(s). Steps 7, 8, and/or 9 may be handled simultaneously with Step 10. 11. Accounts Payable Authorizes payment processing with LACOE. • Reviews transaction completeness. • Notifies FMO of any deficiencies. 12. LACOE Reviews transactions, prepares checks, checks and returns all to Accounts Payable. Process generally takes three business days. May take substantially longer if transaction appears inappropriate. 14. Accounts Payable Mails check to contractor. Files documents. 1 Division Head = Manager of an areas with a PSA budgeted line-item. 2 PSA = Personal Services Agreement 3 LACOE = Los Angeles County Office of Education