Policies and Procedures for Consultants and Independant Contractors

Step 1 Prepare the HRM 323, Classification Checklist form if payment is to be made to an individual/sole proprietor. Otherwise skip to Step 5.

Step 2 Send the completed HRM 323 form to Human Resources for review.

Step 3 HR will return the HRM 323 form with a determination of classification as employee or independent contractor/consultant.

Step 4 If HR determines that the individual is an employee, STOP.

Step 5 If payment is to a company or if HR determines that the individual/sole proprietor is an independent contractor then immediately turn to section II.G of policy 65.04 dated 11/16/1998 and determine if the intended procurement falls within the exempt services. If you determine that the procurement is:

Exempt go to Step 6

Not Exempt go to Step 7

Step 6 You may now prepare your requisition or direct pay voucher for submission to the Office of Procurement & Contracts. You will need to complete and attach an A-08 Form if payment is for an individual. Go to Step 9.

Step 7 An HRM 322, Consulting Services Cover Sheet must be completed by the originating department of unit. Obtain signatures on the HRM 322 through the Dean’s level only then go to step 8.

Step 8 If paying from E&G or designated funds, then obtain signature and approval from the appropriate Vice President. Then mail a copy to the consultant requesting the return of a fully executed (signed) agreement. If paying from restricted funds, forward the HRM 322 to Sponsored Programs Administration, along with a description of the scope of work as well as any special terms and conditions. Sponsored Programs Administration will secure a fully executed agreement and send a courtesy copy to the originating department.

Step 9 The independent contractor/consultant will submit a Statement of Services and Expenses to the Department.

Step10 The department will keep copies on file and attach copies of the HRM 323, HRM 322, consulting agreement, etc. to include the Statement of Services and Expenses to the requisition or payment voucher (A-06 or AP-DP Form) and submit to the Office of Procurement and Contract/Accounts Payable for payment.

• Official Policy for Securing & Paying Consultants & Independent Contractors