Consultants and Vendors

Process

  1. Team members should speak with their manager about hiring or searching for a consultant and obtain approval.
    1. Procurement: In certain circumstances, your manager may recommend that you utilize an RFP and speak with multiple consultants or vendors before selecting one. The size, scope, and purpose will determine this.
  2. Once the manager approves, the President & CEO must also approve.
    1. Team members must speak with the Director of Operations to confirm there are sufficient funds to support the consultant and project in advance.
  3. Team members should work with the consultant to draft a Scope of Work
    1. Generally, if the Foundation is paying for the work, we will use our GTLF-contract template as standard practice.
    2. Team member should request a copy of the consultant’s W9 (must be signed and dated within the last 12 months).
    3. International consultants must submit
      1. W-8BEN (individuals)
      2. W-BEN-E (entities)
  4. Team members must email the Director of Operations. It must include:
    1. Link to the scope of work template and required information
    2. Copy of the W9
    3. Confirmation that their manager has reviewed contract
  5. The Director of Operations will review the contract within 7-10 business days.
  6. Once the team member has approved, the contract will be sent via DocuSign to be signed by the President & CEO and consultant.
  7. Once all parties have signed the contract, the consultant, Director of Operations, and team member will receive an executed copy via DocuSign.

After Execution: Invoice and Payments

  1. GitLab Foundation distributes funds via EFT (electronic funds transfer) through BILL.
    1. The consultant can easily set up a subscription-free Basic Receivables account for payments.
  2. Invoices should be sent to the GitLab Foundation point of contact based on the payment schedule in the contract. A W9 or W8 must accompany the first payment made.
    1. If the consultant incurs pre-approved expenses such as travel, they must follow the Foundation’s Non-Employee Reimbursement policy and instructions.
  3. Team members can learn about submitting invoices and reimbursement requests here.
  4. Questions regarding payments may be sent to [email protected]

Grantees

Team members can learn more about grantee payments here.

Learn more about the contract process for grant agreements here.