UCSF Fresno MEP Independent Consultant Agreements

Independent Consultant 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 Consultant Not employed by university Organizations not a part of the university Proven professional or technical expertise Provide primarily professional or technical advice University does not control the manner of performance or result of the service

Independent Consultant 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 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? Contact Maria Ragan in Finance ICA template form used Minimum 4 weeks advance notice to Finance to prepare

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? ICAs require three (3) signatures: – The Consultant’s – The Associate Dean (review by Dir. of Admin & Finance) – The Director of Materiel Management

Main 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) 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” To 3 Key Questions Liability Insurance May Be Waived

Request 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) Invoices Must Include: Agreement No. SSN or EIN Remittance address Payment terms/funding source Description of service(s) provided 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) 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

Contacts Maria Ragan in Finance Links: – UCSF Purchasing website ICA information