ucsf fresno mep independent consultant agreements
TRANSCRIPT
UCSF Fresno MEPUCSF Fresno MEP
Independent Consultant AgreementsIndependent Consultant Agreements
Independent Consultant Independent Consultant Agreements (ICA)Agreements (ICA)
Who is an independent consultant? What is an independent consultant
agreement (ICA)? When is it needed? How to initiate? What information is needed? Main considerations Request for payment Contacts for questions
Independent ConsultantIndependent Consultant
Not employed by universityOrganizations not a part of the universityProven professional or technical expertiseProvide primarily professional or technical
adviceUniversity does not control the manner of
performance or result of the service
Independent Consultant Independent Consultant Agreement (ICA)Agreement (ICA)
Contract document used between university and consultant
Defines what and where the services are to be performed
Defines when services are to be completed Defines deliverables Defines price, billing method P.O. Or employment document MAY NOT
BE USED
When Is It Needed?When Is It Needed?
When you need to have services provided by someone other than an employee of the university
Examples include:– Auditing by accounting firms– Counseling– Grant application advice– Student curriculum development– Training– Speakers
How to Initiate ICA?How to Initiate ICA?
Contact Maria Ragan in Finance 243-3616
ICA template form used
Minimum 4 weeks advance notice to Finance to prepare
What Information Is Needed?What Information Is Needed? Justification for issuance of
the ICA (why do we need an ICA?) Justification for issuance of the ICA to the
consultant (why did we choose this particular consultant?)
Scope of work Pricing (compensation and reimbursement) Price reasonableness Risk mgmt assessment (insurance cert may be
required)
What Information Is Needed?What Information Is Needed?
ICAs require three (3) signatures:
– The Consultant’s– The Associate Dean (review by Dir. of Admin
& Finance)– The Director of Materiel Management
Main ConsiderationsMain Considerations
ICA is valid for one full year --- PLAN AHEAD!
Consultant must accept all terms Only purchasing, BARMS or campus counsel
can modify the ICAs Copyrights belong to the university IC cannot hire any employee of university to
perform any service covered by agreement
Main Considerations (Cont’d)Main Considerations (Cont’d)
If work is performed in connection with federal contract or grant, IC cannot hire any U.S. Government employee
Liability insurance required by consultant (rarely waived)
If ICA < $2,500 And Answer “No” To3 Key Questions Liability Insurance May Be Waived
Request For PaymentRequest For Payment
No payment for services until following has been met:– All agreements, including any amendments,
have been executed; and– All the requisite documents have been received
and approved.
Request for Payment (Cont’d)Request for Payment (Cont’d)Invoices Must Include:Invoices Must Include:
Agreement No. SSN or EIN Remittance address Payment
terms/funding source Description of
service(s) provided Email address
Dates/period services were provided
Total amt of contract Total amt previously
billed Amt billed on current
invoice Amt remaining on
contract Receipts for travel and
other reimb. expenses
Request for Payment (Cont’d)Request for Payment (Cont’d)
Invoices must match terms of ICA Pmts cannot be made for services
performed before or after ICA dates of service
A check request must be attached to all invoices submitted to A/P
ContactsContacts
Maria Ragan in Finance 243-3616
Links: – UCSF Purchasing website ICA information
http://www.matmgt.ucsf.edu/purICA.htm http://www.matmgt.ucsf.edu/purICAGuidelines.htm