General Information for Vendors

JCS Vendor System Frequently Asked Questions


VENDOR CONTACT INFORMATION

Vendor Registrations - vendors@juliancharterschool.org  or (760)765-5500 (Registering to become a vendor, documentation, changes to account)

Vendor Purchasing - vendorpurchasing@juliancharterschool.org or (760)765-5500 ext. 101047 (JCS student purchase orders and vouchers)

Accounts Payable - accounting@juliancharterschool.org or (760)765-5500 ext. 101032 (Invoice and payment)

How do I become a VCI Vendor?

**IF you are familiar with and agree to a purchase order and a NET30 invoice payment process, please follow the steps below. IF you are not aware how this process takes place to get paid, BEFORE you apply, please skip to the purchase order questions below to learn more and determine whether to accept the purchase order/NET30 process.** 

Please click on the 'Apply to become a JCS Vendor' link above.

You will need to determine whether you will be doing business is an Independent Contractor or Company. 

If you provide services for hire independently (you have no employees, partner, or subcontractors) and under your own name (you pay income taxes as an individual), you may be an independent contractor. 

If you own or represent a company with employees, business partners or subcontractors that pays income taxes as an entity with a  Federal Employer Identification Number, you may be a company.  

If you have been a vendor in the past, please contact the Vendors Department and you will be sent an invitation to renew.

If you are a current vendor, you will be sent a renewal invitation before the end of the current school year with a login name and password.

If you need further assistance on becoming an approved vendor or renewing your vendor contract, please contact the Vendors Department or call (760)765-5500 All current contracts expire the last day of the current school year.

Vendor_Guidelines.pdf

Does it cost anything to become a vendor?

No, JCS does not charge a fee to become a vendor.  However, each vendor must meet a LiveScan requirement for JCS.  If you are required to LiveScan into the JCS database, the LiveScan agency will charge a fee that is non-reimbursable from JCS.  The cost is approximately $65-$100, depending on the Agency you use to LiveScan.

Is there a deadline to apply to become a vendor?

No, you can apply during anytime in the year, but we encourage you to consider the following: Many of our families make their decisions regarding vendor services for second semester during the month of December, and the JCS student ordering deadline for VCI services is in February. No orders are processed after that date. Signing up after February will not be beneficial to you as the registration process has to be renewed every school year. All vendor agreements expire at the end of the school year in May. It's best instead to wait to apply in June when registration opens back up for the following school year. 

What type of advertising do I need to submit to be a vendor?

You will need to submit advertising with your vendor application that shows you are in business for the service you want offer to JCS and that you advertise to the public.  We can accept a professional brochure, catalog, flyer, or printed website materials.  On the advertising it should show your company name, the services you provide and the approximate cost of the services.

Do I need to submit a business license to become a vendor?

Yes, if the city or county you provide services in requires you to have a business license, please submit a copy with your vendor application packet.  If the city or county does not require you to have a business license, then you will need to submit a Business License Waiver which can be found under the Registration Documents.

Do I need to show proof of liability insurance to be a vendor?

Yes, you are required to submit a Certificate of Insurance for your commercial or professional liability. 

If you are providing a service for physical activity such as dance, martial arts, sports, or you have art classes with a kiln, you must also provide a Certificate of Liability insurance naming Julian Charter School as Additional Insured.  We will still require your Certificate of Insurance showing you carry the required amount of liability limits.

If you have any questions about liability insurance requirements, please contact the Vendor Coordinator or call (760) 765-5500

Do I need to show proof of worker's compensation insurance to be a vendor?

Yes, if your business is determined to be a "Company" with employees you will need to submit a Certificate of Insurance with Julian Charter School as a certificate holder.  If you are determined to be an "Independent Contractor" with no employees, you are not required to submit the worker's compensation certificate. Being a certificate holder just means that we are given proof that insurance is in effect. Additionally, as a certificate holder, if the policy is cancelled, the insurance company will attempt to notify us of the policy's cancellation. If you have any questions about workers compensation insurance requirements, please contact the Vendor Coordinator or call (760)765-5500.

If I am a JCS VCI vendor can I be an employee or another type of JCS vendor?

You can not be an employee and a vendor for JCS at the same time. You can be a VCI vendor and a Special Education vendor or Program Based vendor at the same time, but you would have separate contracts, purchase orders, and billing for each type of vendor service.

Do I need to LiveScan into the JCS LiveScan database?

If your business has been authorized by the Department of Justice to be an approved Agency with its own ORI account or if your business holds a current Non-Public Agency certificate with the California Department of Education, you maybe able to waive the JCS LiveScan database requirement.  Please contact the Vendor Coordinator for more information.

If your NPA expires, you must immediately submit a renewed NPA certificate or have someone from your business immediately LiveScan into the JCS database or all contracts and purchase order will become void, all services must stop, and no payments will be made for services after the expiration of the NPA.

I have already LiveScanned for another business; do I have to LiveScan again for JCS?

Yes, it is against the law to share LiveScan results with anyone. They are considered confidential records and are protected by privacy laws.

Where can I get my LiveScan fingerprints taken?

You can go to any LiveScan Agency or most police stations. Not all fees are the same and some places require an appointment, so call first. You can view a list of LiveScan locations in California at http://ag.ca.gov/fingerprints/publications/contact.php.

If you are near one the San Diego County Office of Education locations, we recommend you have your LiveScan done there. For current rates, appointments, and locations see http://www.sdcoe.net/human-resources/fingerprinting/Pages/default.aspx.

LiveScan rates are approximately $65-$100, depending on the authorized LiveScan Agency.  After you completed the LiveScan form with the LiveScan Agency, please make a copy and return it with your vendor documents to the Vendor Coordinator.

JCS_LiveScan_Aug_1_08.pdf

Do all my employees need to LiveScan?

Only one person, usually the owner or lead instructor, needs to LiveScan for JCS. But, all other employees or volunteers who will come in contact with our students must background check for your business. The Employer Fingerprint Certification is your guarantee to JCS that you have background checked all your employees that come in contact with our students. You may have other instructors LiveScan if you prefer, but because of the privacy laws, JCS could not inform you of a problem. It is best to set up your own background account for your own employees, so you as their employer will be notified if there is a problem with one of your employees. To find out more information how to set up your own background check account and be an authorized agency to receive fingerprint submission information from the Department of Justice, contact the State of California at http://ag.ca.gov/fingerprints/agencies.php. If the person who has LiveScanned for JCS leaves your business, you must immediately have another person LiveScan for JCS or your agreement with JCS will become void, all purchase orders will be canceled, student services must stop, and no payments will be issued for services after the time that person has left your business.

I was a vendor before, do I have to LiveScan again?

No, once you have LiveScanned for JCS you do not need to LiveScan again. If you decide to discontinue being a vendor, then reapply at a later date, you would not need to LiveScan into the JCS database again. If you stop being a JCS VCI vendor return in the future, you would not need to LiveScan again. Once you are in the JCS LiveScan database, you are not removed.

The person who LiveScanned for my business is no longer associated with my business, what do I do?

You must immediately have someone LiveScan for your business and notify JCS. If there is no one at your business LiveScanned for JCS, your Services Agreement will become immediately void, all purchase orders will be canceled, student services must stop, and no payments will be issued for services after the LiveScanned person has left your business.

What if one of my employees who I have background checked leaves my business or I hire a new employee mid-year?

The Employer Fingerprint Certification (EFC form) is your guarantee to JCS that you have background checked all your employees that come in contact with our students. It is your responsibility as the vendor to not let anyone in contact with our students that you have not background checked. If someone leaves your business that you background check, you must not let another instructor replace that person without a background check. Otherwise your agreement with JCS will become immediately void, all purchase orders will be canceled, student services must stop, and no payments will be issued for services after the time that person has left your business. If you add a new employee during the year that will be in contact with our students, you must include their name on your EFC form. You can add the name to your current EFC form by contacting Vendor Coordinator or call (760)765-5500 or you may fill out another EFC form with the new employee’s name listed.

VCI_EFC_May_30_15.pdf

When do I need to submit a TB test?

You only need to submit a negative TB test result when you are conducting business on a JCS facility. Each instructor from your business teaching at a JCS facility must submit a recent negative TB test result to facility or program coordinator on or before the first day of classes at the JCS facility.

What is an Offering?

Offerings are what JCS refers to as your class or session's Service (description), Instructional Unit (duration), and Fee Per Unit (rate) as written on your contract.

What category will my class offering appear in?

When you are approved as a vendor and each of your approved classes are entered as offerings into our student ordering system, they will be assigned to a category.  An offering can be in only one category at a time.  Students can search for vendor's offerings by categories, such as Music, Art, and Tutoring.  If you would like to switch one of your classes categories, please contact the Vendor Coordinator or (760)765-5500

Why can't I increase my price during the school year?

When you enter into a contract with JCS, it is for the entire school year.  The initial rates on our contract are valid for the entire school year.  If you will be a returning vendor for next school year, you will be asked to fill out a new contract over the summer.  This is your opportunity to increase your rates if necessary.

Why can’t I charge my private rate?

JCS is a public school using public funds. We can not use public funds to pay for fees such as; private instruction, summer classes, registration fees, membership fees, instrument rentals, equipment, or clothing expenses.

Can I offer a discount or accept partial payment of a class from JCS?

Not unless it's written into your initial contract.  Plan what classes you want to offer to JCS students for the entire school year while preparing your vendor contract.  If you want to bundle class rates or offer discounts (such as for siblings), make sure to include those specific rates on your contract as well.  Then they will be reflected as offerings by your business in our student ordering system, and can be requested on a purchase order.  JCS will only be able to pay the exact amount of a purchase order. 

Why can't a JCS student attend all of my class options?

JCS can only pay for class rates that were approved on your initial contract.  If you have more classes listed on your schedule that were not on your contract with JCS, or if you added classes during the school year, a JCS student may not request a purchase order to attend those classes.

How do I charge a Session Fee but still be paid monthly?

JCS can't pay for classes until after they are attended by the student.  If you have a ballet offering for a class that is 12 weeks long for $300/session, you would not be paid until the last class of the session is taught (at the end of the 3rd month).

Your offering on the contract would look like this:

Beginning Ballet        1 hr class once a week for 12 weeks                                            $300

A student would request a purchase order for 1 session @ $300

If you would like to be paid monthly, you can add a restriction:

Beginning Ballet        1 hr class four times a month, minimum sign up 3 months    $100

A student would request three different months for 1 session each month @ $100/month and could invoice after the last class is taught in each month.

If you would like more flexibility in the amount of classes a student can take, here is another example:

Beginning Ballet        1 hr class                                                                                            $25

A student could request 6 classes in a month instead of 1 month with four classes, you can bill $150 for the month.

If you would like to keep the flexibility but still add a restriction:

Beginning Ballet        1 hr class, minimum sign up 12 classes                                        $25

A student could request 2 classes in one month, 6 classes in another month, and 4 classes in another month, and you could still bill monthly.  If the 2nd class in the first month is completed early, you don't need to wait until the end of the month to bill.  JCS' policy is that you can only bill after the class is taught.


What if there are Special Ordering Instructions for my classes?

You may have a special note included on your vendor information page in our ordering system, to inform the parent of something extra they may need to do to order a class from you.  Such as informing them to including an order sheet, registering on your website, or paying a fee JCS doesn't pay (membership or materials fee).  Please contact the Vendor Coordinator or call (760)765-5500 if you would like any additional information included with your offerings.

How do I know when I've been approved as a Vendor?

Once you have been approved to be a vendor with all the requirements submitted, you will be contacted and sent a Welcome packet by email that includes billing procedures, Student Voucher information, current school year calendar and a blank invoice template (in case you don't already have your own).  Your vendor contact information and class offerings will be posted in our student ordering system as an approved vendor for students to request classes.

Can I continue to teach JCS students during the summer time?

Yes, but JCS can not pay for summer classes and the class fees will be at the parent's expense. You will not receive any purchase orders for the months of June, July, or August and will need to make other payments arrangements with the parents before you start any summer lessons.

My children attend JCS; can I be paid for my Vendor Services to them?

No.

How do I advertise with JCS?

Your current vendor listing will link to your website address for parents to visit and receive the information you post there about your services.

Your vendor listing will also MapQuest the address you provided (just city and state if you've requested not to post your entire address).

You can have a flyer in .pdf form attached to your vendor listing screen for people to download and view. Send the .pdf file to Vendor Coordinator or call (760)765-5500 for assistance.

You can post a short announcement to the JCS Vendor website at by emailing the announcement Vendor CoordinatorOnly current vendors can post announcements, and only one announcement at a time. The announcement will appear on the JCS Vendors front web page for 30 days before expiring.

How do I post a flyer?

You can have a flyer in .pdf format attached to your vendor listing screen for people to download and view.  You may use this download to post a flyer, schedule, or registration form.  It can only be one .pdf file posted at a time, but you can combine items into one .pdf file.

Send the .pdf file to Vendor Coordinator or call (760)765-5500 for assistance.

How do I post an announcement?

You can post a short announcement to the JCS Vendor website by emailing the announcement to Vendor Coordinator or call (760)765-5500 for assistance. 

Only current vendors can post announcements, and only one at a time. The announcement will appear on the JCS Vendors program front web page for 30 days before expiring.  Content and graphics must be minimal, please use a link in your announcement to direct viewers to a page on your own website for more detailed information.  You may be asked to modify your announcement if it is too large to post.

When will I get interested students?

JCS does not guarantee any students will use your services. The current vendor list is compilation of approved JCS vendors for parents to choose outside services using funds from their student’s allotted budget account. Parents will be able to view your vendor information on our website as soon as you become an approved vendor.  Parents can start submitting VCI requests for purchase orders in the beginning of August for 1st semester and in the beginning of December for 2nd semester. Processed purchase orders are immediately sent to the vendor.  JCS will only pay for approved classes during the time when JCS is in session, approximately from September through May.  You can refer to the attached school calendar for precise dates.                                                                                                                                                                                                                                         

2017-18_VCI_Calendar.pdf

What is my purchase order for?

A purchase order is your guarantee the student has enough funds in their budget to pay for the classes they have requested.  JCS will only pay for what is approved on a purchase order.  Use the information on the purchase order to create your invoice when you are ready to bill.

You must also receive a voucher from the student and have received a purchase order from JCS before you start teaching classes to JCS students.

JCS will not pay for lessons taught without obtaining a voucher from the student.  A voucher is your record of attendance for the student and verifies that a purchase order has been approved. Please contact the Vendor Purchasing or call (760) 765-5500 if the student arrives without a voucher or without receiving a purchase order.  If a purchase order request is pending in the student ordering system, a JCS staff member from the Main Office will be able to give you a verbal authorization to teach until the purchase order arrives.

Please do not inquire with a parent for missing purchase orders or payments.  Direct all questions to the Vendor Purchasing or Accounting Dept. at JCS or call (760) 765-5500.  If you contact a parent for information, your response time will be greatly affected.

A JCS PARENT CAN NOT GIVE YOU AUTHORIZATION TO TEACH WHILE WAITING ON A PENDING PURCHASE ORDER.

A JCS student has signed up for my classes when can I start teaching them?

You may start teaching them as soon as a purchase order is issued and the student is able to provide you with a voucher.

The purchase order is your guarantee the student has enough funds in their student budget account for JCS to pay for the lessons. We will not pay for lessons taught before a purchase order has been issued.   If you think you should have received a purchase order but have not, please contact Vendor Purchasing at (760) 765-5500 ext.101047 or Vendor Purchasing right away.  If a purchase order request is pending in the system, a JCS staff member from the Main Office will be able to give you a verbal authorization to teach until the purchase order arrives.

Please do not inquiry with a parent for missing purchase orders or payments.  Direct all questions to the  Vendor Purchasing or Accounting Dept. at JCS or call (760) 765-5500 ext.101047.  If you contact a parent for information, your response time will be greatly affected.

A JCS PARENT CAN NOT GIVE YOU AUTHORIZATION TO TEACH WHILE WAITING ON A PENDING PURCHASE ORDER

My student and I are ready to start lessons, but I don't have my purchase order, what do I do?

You must wait to receive a purchase order from JCS before you start teaching classes to JCS students.

If you are ready to start teaching but you haven't received a purchase order yet, please contact Purchasing Dept. or call (760) 765-5500 ext.101047 right away.  If there is a purchase order request pending in our student ordering system, you will be given a verbal authorization to teach until the purchase order arrives.  If there is no request in the system, a JCS staff member will assist you in correcting the issue.  If you contact a parent for information, the time for correcting the issue may be greatly affected.

Until a purchase order is confirmed by JCS, any lessons taught will be at the expense of the parent.

A JCS PARENT CAN NOT GIVE YOU AUTHORIZATION TO TEACH WHILE WAITING ON A PENDING PURCHASE ORDER

How do I receive my purchase order?

Purchase orders are emailed unless chosen differently on your application page.  We do recommend, however, to have them emailed as this is the most efficient method. If you would prefer to have your PO's delivered differently they will be faxed to the fax number provided otherwise mailed through USPS. If you would like to confirm how your purchase orders are sent, please contact the Vendor Coordinator or call (951) 395-0225 X 101047.

I received my purchase order, how do I contact my student?

For privacy reasons, JCS can not give you student contact information, but we can give you teacher (EF) information.  If you receive a purchase order for a student that hasn't already contacted you, please contact Purchasing Dept. or call (760) 765-5500 ext.101047 and ask for contact information for the student's EF.  You can also find the EF's name on the purchase order.  In most cases, but not all, an EF's email address is first initial last name @juliancharterschool.org, if you would like to try emailing the EF directly.

Parents of JCS students are asked to contact a vendor before requesting a purchase order to insure they have all relevant information needed to attend your classes.  To make sure scheduling will work, venues are confirmed, and any attendance or payment policies are understood before a purchase order is issued.

What happens when a student misses a lesson?

JCS understands that if a student misses a lesson without communicating to the vendor, that student's spot could have been given to another paying customer.  A vendor can then bill for a missed lesson (mark on the attendance sheet sent with your invoice -- unexcused Absence OR no call/no show.  It is our hope parents will communicate when scheduling conflicts occur and vendors will give the student an opportunity to make up a lesson.  This is why it is important for parents to contact the vendor before requesting a purchase order, so each individual vendor's attendance policy is understood.

All lessons must be made up by end of May or they will not be able to be used at all.

A vendor may not bill in January for a lesson listed on the purchase order for February (can't bill for lessons until after they are taught), but a vendor can bill for a lesson in March listed on the purchase order as a February lesson (considered a make-up lesson and mark on the attendance sheet -- Make-Up)

Can I still teach a student who has withdrawn from JCS?

If a student withdraws from JCS their outstanding purchase orders will be cancelled. Students can continue on with the vendor at their own expense.

How do I get paid?

After receiving the purchase order from JCS, the student will need to provide their voucher for the lesson(s). Once you have received & recorded the student's voucher with JCS and taught lessons, you need to invoice JCS to be paid.  To submit your invoice online, please login to JCS Vendor account and choose Attendance(the same screen you recorded the student's voucher). Under the Recorded Tab for the vouchers will list every student you have recorded vouchers and provided instruction to. Please complete the necessary fields and input your own unique Invoice number for reference (can not be duplicated), digitally sign and submit. Your submitted invoice will now appear under My Invoices from the menu selection. 

You may not bill for lessons before they have been taught. Our payment terms are Net 30 days, but most payments take less time to process.   If you have billing questions or want to know when you will receive your payment – please contact a JCS Main Office staff member directly at (760) 765-3847 or Accounting Dept.  If you contact a parent for payment information there will be a delay in communication.

To be paid, you must have a current W-9 on file with JCS.  If you need to change your payment remittance information, you must fill out another W-9 and send it to JCS, PO Box 2470, Julian, CA  92036, or fax to (760) 765-3849, or scan and email to Accounting Dept., before you'll receive checks with the correct information.  Please contact the Accounting Dept. or call (760) 765-3847 if you need further assistance.

Do I need to provide an Attendance Sheet?

NO, Student vouchers now replace a signed attendance sheet. A student MUST provide you with a voucher at the time of service. This voucher is your record that the student has attended class. In order to invoice you will need to have claimed the voucher from the student. The Voucher code, once submitted, records that the student has received instruction from you. 

Vouchers are mandatory to be submitted for invoicing. Students are expected to provide the vendor with their voucher at each lesson duration they attend. See Attendance menu option in your JCS vendor account for recorded vouchers.

Student absence without any attempt to reschedule, choose “absent / no call” under the student’s signature column. 

What is a Student Voucher?

Student vouchers are generated for the student when a purchase order is approved. The number of vouchers that the student receives will equal the quantity on the purchase order that the voucher is affiliated with. The voucher is the student's permit to attend and receive instruction from the vendor. A voucher should always be provided for the duration of the class. For example, if the purchase order was approved for "4 - One hour Math tutoring class" then 4 vouchers will be generated for the student. If the purchase order was approved for "1 - One hour lesson once a week for a month" then 1 voucher will be generated for the student. The student MUST provide a voucher to the vendor. The voucher also provides the vendor of a record of attendance for the student when the vendor is ready to invoice for payment. Because JCS is publicly funded we are held accountable for those funds and proof of attendance for instruction is necessary for payment. 

What if my student does not have their voucher?

If the parent did not have the voucher printed before arriving for class then the voucher can be obtained by logging into the student's JCS account on a smart phone. The parent will be able to access the voucher on the smart phone to provide to the vendor. The voucher code can be copied or the QR code can be scanned by the vendor for record of attendance. In rare cases where a voucher can not be obtained and the student is present then first, verify you have received a purchase order for the student and then, call vendor purchasing to claim the student's voucher for the day's attendance of class. Without a purchase order or a voucher, a student can NOT receive instruction from you. If you choose to provide instruction without receiving a purchase order or obtaining a voucher you do so at your own risk. The student may not have any remaining JCS funds to cover a purchase order for you. Services provided to the student without a purchase order will be the financial responsibility of the parent.

Where is my payment?

If you have questions about your payment, please contact the JCS Main Office directly at (760) 765-3847 or email Accounting Dept. Please do NOT contact the parents.  If you ask the parent for payment information, it will cause a delay in responding to you.

If inquiring about an invoice, please do not resend the invoice.  Please reference just your invoice # instead.

Officially, our terms are Net 30 days.

What is the difference between an invoice and a purchase order?

An invoice is what the vendor sends to JCS for payment. A purchase order is what JCS sends to the vendor letting them know what JCS has approved to pay the vendor for services/materials rendered to the student. The vendor must include the PO# on their invoice in order for it to be paid.