Contracts - How and When to Submit Them for Civil Service Approval

Contracts - How and When to Submit Them for Civil Service Approval

All contracts for employment of a person, persons, or business entity must be submitted to Civil Service for approval before payment is made to the contracted party.

Normal turn-around time for contract review at Civil Service is three working days. This assumes that you have provided at least two copies of the contract and included all necessary information for approval. *see below for instructions.

Contracts between an agency and an individual person must have pre-approval from the Dept. of Civil Service.

Civil Service will review the contract to determine if the position could or should be filled by a position from the classified service.
Civil Service will also alert an agency when a contract has any appearance of violating IRS regulations for employment contracts. However, Civil Service cannot make this determination nor give legal advice.
You may need to contact the IRS directly or review the information on their website to make sure you are not violating federal law about employee/employer relationships.

There are some contracts which do not need to be sent to Civil Service. Agencies may also request exemptions for certain types of contracts in which Civil Service has no responsibility under the law. Please visit the web site at http://www.doa.state.la.us/ocr/769.htm for a list of possible contract exemptions.

Boards and Commissions who are part of the Executive Branch must also send contracts to the Office of Contractual Review (OCR) after Civil Service has approved them. OCR and Civil Service are both located in the Claiborne Building in Baton Rouge. Civil Service has regular daily pick-ups to OCR. If you want us to forward the contract to OCR, please put a note on your contract to advise us and we will take care of it for you.

*REQUIRED INFORMATION FOR CONTRACT PROCESSING

Legal name of the state agency

Legal name of the person(s) or business entity who will provide the service(s).

Beginning date of the contract and/or service(s).

Ending date of the contract and/or service(s).

A brief statement of the scope of services and/or reason for the contract.

The total dollar amount of the contract.

A signature page with the appointing authority’s signature, contractor’s signature, and witnesses.

*WHEN A CONTRACT AMENDMENT IS NEEDED, PLEASE PROVIDE

Legal name of the state agency

Legal name of the person(s) or business entity who will provide the service(s).

Beginning date of the contract AMENDMENT

Original ending date of the contract OR THE NEW ENDING DATE if applicable.

A brief statement of the reason for the contract amendment.

The total dollar amount CHANGE of the contract, AND THE NEW TOTAL DOLLAR AMOUNT.

A signature page with the appointing authority’s signature, contractor’s signature, and witnesses.

CONTACT BETTY DAVIS 225/342-8295 FOR FURTHER INFORMATION OR ASSISTANCE.