All contractors are required to sign Exhibits A and C.  Please sign (contractor must sign) and return all pages of Exhibit A and C to Response@synergyconsortium.com.

The business rules are for your reference and don’t need to be returned.

Exhibit A

Exhibit C

State of Wisconsin Business Rules

Next Step: Insurance

While you don’t need to send us signed timesheets (we can see them in Fieldglass), we still need to receive an invoice from you for each two-week billing period (i.e. we need a ‘bill’ to pay for accounting purposes).  In order for us to reconcile the lump-sum VMS payment (that we receive for all our contractors), we ask that you itemize each week as the attached Sample Invoice illustrates. You may use this sample invoice as a template for your own invoices to us (or you may create your own).  Please email your invoice to us at billing@synergyconsortium.com. 

Sample Invoice

Payment Schedule

Next: Review

Using the VMS Invoicing Calendar & Schedule for 2019 as a reference, the VMS invoices the State every two weeks on our behalf (the circled Thursday on the calendar). Each week runs Sunday through Saturday and time sheets are identified by the Saturday week ending date. At the end of each week (or no later than the following Monday at noon), the Contractor needs to have entered and electronically submitted all of their billable time for that (just finished) week into STAR/PeopleSoft. Their Supervisor needs to electronically approve this time sheet by the end of the day on Tuesday. The contractor should confirm each week that this has been done. On Wednesday, all contractor timesheets are consolidated by the Vendor Manager, and on Thursday (the circled cut-off date on the calendar), the VMS invoices the State. It is very important for the contractor to have their weekly hours entered and submitted promptly.  They do NOT have to print timesheets, get them signed, and fax them to us (although you can copy/export them for your own accounting purposes).

It takes 33 days from the VMS’s invoice date (circled Thursday) for funds to be deposited into our bank (on a Tuesday). Synergy processes contractor payments and initiates the Direct Deposit/ACH orders the same day we are paid by the VMS. Participants should have their payments by the end of the next business day (Wednesday). If you are keeping count, this is 39 days from the last day of the two-week billing period being paid. Keep in mind that all subsequent payments to you will occur every two weeks thereafter (on a Wednesday), as the invoicing cycle is occurring every two weeks on the front end.  As you can see, everything is ‘shifted’ by 39 days.

Next: Invoices

We can issue you a paper check, but most Participants prefer (and so do we) to use Direct Deposit (no charge). If you wish to have Direct Deposit, please fax or email us a one of the following:

• VOIDED check from the account into which your payments should be made. 
• Screen shot of your Routing and Account number from your online banking showing the Financial Institution and your name or business name

Please note: Business’ will need to send business account information.  Sole Proprietors may send personal bank account information.  Our bank requires documentation as opposed to just providing the routing and account numbers. 

Next: Insurance

We need to have a current copy of your ‘Certificate of Commercial Liability Insurance’ showing SCS as an additional insured (address below) on file in order for us to process payments to you. This is a State of Wisconsin mandate for all subcontracted workers. Insurance requirements are included in Section 12 of your Subcontractor Agreement, but basically you need:

1.     Commercial Liability Coverage – $1M per incident/$2M in aggregate

2.     Workers Comp Insurance

3.     Auto Liability Coverage – only if you travel on behalf of the State in your own vehicle (not common).  This also excludes normal automobile commute to/from your principal work location at DWD.

Resources:

Neckerman Insurance: https://neckerman.com/team/randy-krantz/ rkrantz@neckerman.com
(608) 443-4716

State Farm Insurance: https://katierileyagency.com/ (608) 274-7120

Next: Payment Schedule