Vendor Service Policy

Vendors: Please keep this copy of our CWCS school policy for future reference. Thank you!

1. A purchase order (PO) must be received by the vendor prior to the student’s service start date. CWCS does not guarantee payment on any services rendered by the vendor and/or their employees or Independent Contractors without having an authorized PO in hand from the school’s Business Dept.
2. Only specific contracted services, number of lessons or sessions, date(s) or specific items listed in the description on the PO will be paid for by CWCS. Services are to be scheduled on school weekdays Monday – Friday. No weekend services can be scheduled. Only make-ups for absences can be completed on non-school days at the discretion of the vendor.
3. CWCS does not pay for any separate charges like deposits, enrollment, registration, invoice or any other type of administration fees. It is the parent’s responsibility for payment if these types of fees are required for the student to receive service. If product materials are required for a service separate from the service cost then the vendor must request a separate product material contract. Do not invoice for product materials using a service PO number.
4. CWCS will NOT contract with a business for co-op activities or meetings. School funds are intended ONLY for individual student services. Co-op activities, or meetings, which would support anyone else besides the student for which the funding was intended are disallowed services and CWCS will not contract for such services. CWCS does not support, nor will the School be responsible for such services.
5. No payment for services rendered will be made by CWCS for any student who is not listed on the school’s PO.
6. No payment will be made by CWCS for any student to attend services whose service provider or the business owner is related and this includes a step-relative, domestic partner, or anyone living in the same household as the enrolled student.
7. CWCS POs are valid only for the service’s specific dates or month stated in the description area of the PO. A PO is NOT valid to apply to services for any other month that is not stated on the purchase order.
8. It is the Vendor’s responsibility to contact the school’s Business Services Department at [email protected] if there is any erroneous description, information, or amount on the PO, and request a revised PO prior to invoicing on the services.
9. The vendor or CWCS may cancel the PO at any time for any reason. Either party may terminate the business relationship at any time without prejudice or penalty. CWCS will not honor or be responsible for any signed agreements made solely between the parent and the vendor.
10. No high risk services or out-of-the ordinary activities for public schools in general are permitted.
11. Vendor employees or Independent Contractors may not use any social media, such as Facebook, Twitter, Instagram, Snapchat to communicate with the CWCS students. Texting should be limited to class or schedule information only.
12. No Sectarian instruction, music, or course curriculum material is allowed using state funds.
13. Vendor maintains that all employees who have any contact, including email, online and/or electronic communication, with students have DOJ live scan fingerprinting background checks with state and federal clearances and notifies Business Services Dept when hiring new employees and/or required to share criminal arrest information before allowing the individual to provide services to CWCS students.
14. Billing / Accounts Payable Details
    1. Vendors must submit an invoice referencing the PO number to receive payment or use the Electronic Billing Component in lieu of sending a hard copy invoice.
    2. Class or lessons must have taken place prior to invoicing. CWCS does not pre-pay lessons.
    3. Invoice amount must match the amount on the PO, unless you are invoicing less than.
    4. Incorrect invoice that does not match the service dates and/or amount will be automatically sent back to the vendor. To avoid a delay in payment contact the school’s Business Services Dept. before invoicing if the PO is not accurate.
    5. Notify the Business Services Dept. of any mailing address change immediately.
    6. A vendor may provide materials and invoice CWCS only if a separate materials PO was received and the materials are listed in the description area of the PO.
    7. The amount being invoiced must meet the rate terms of the signed Independent Contractor Agreement and NOT exceed the cost amount on the purchase order without approval from the Business Services Department prior to submitting for payment.
    8. Allow thirty (30) days from the date Accounts Payable receives the invoice for payment.
    9. Connecting Water Charter Schools operates on a July 1 through June 30 fiscal year. Invoicing must take place between these dates. Year-end invoicing must be dated and received prior to June 30 in the year services were rendered.
15. CWCS does not oversee or control the services or activities conducted at vendor-owned facilities or other designated locations. Parents/Guardians must remain with their child(ren) during vendor services and assume full responsibility for their participation.
16. For questions about this policy or purchase orders, please contact the Business Services Dept. at [email protected] or 209-874-1119 Option 8. For questions regarding an invoice or payment status, please contact Accounts Payable at Delta Managed Solutions (DMS) at 916-649-6461 ext. 128.
17. Vendor is not to discuss any purchase order or payment issues with parents, Education Specialists, or other personnel outside of the Vendor Relations, Business Services or DMS Finance Departments. The purchase order is a service and payment contract between the vendor and Connecting Water Charter Schools. Contact Business Services at 209-874-1119 ext. 106 or Option 8 or email [email protected] for any questions and/or BEFORE making any changes not outlined in the vendor’s Detailed Scope of Services Contract Agreement.

PLEASE PROVIDE A COPY OF THIS POLICY TO ALL CWCS STUDENT’S INSTRUCTOR(S) AS IT IS APPLICABLE TO THE VENDOR.

Updated 6/10/25 (MEV)
4913-3039-4666, v. 1