Consultants

Note: Many agencies restrict the use of consultants. Be sure to check the terms of the award and the funding agency’s guidelines before using the services of a consultant.

One-Time or other Short-Term Use of Consultants

If you plan to use a consultant on a very limited basis a requisition can be used. The requisition normally should be submitted prior to the consultant performing the work. Failure to do this may result in problems making payment to the consultant. Requisitions for consultant services may be entered as (1) standing order types if the consultant will be used for an extended period of time and paid on a regular basis; or (2) regular order type if the consultant will be used and paid on a one-time basis.

If any of the following limits are exceeded, the consultant is considered to be hired for the long-term and a written agreement signed by the Center and the Consultant is required:

1. Consultant will be used for more than 30 days in a given year (equivalent of one month)
2. Consultant will be expected to produce a report or other deliverable
3. Payment to the consultant will exceed $5,000 in a single year

Long Term or Frequent Use of Consultants

If a consultant will be used for an extended period of time or for a specific project from which a report or other deliverable is expected, a Consultant Agreement should be executed between the Center and the Consultant. Contact Purchasing to initiate a consultant agreement. Purchasing will review the plan and determine whether further review is necessary by Human Resources or the Office of Sponsored Research. This agreement outlines the understandings between the Center and the Consultant regarding the work to be performed, the time period of the agreement, the cost of the agreement, and any other terms which might be desirable to clarify the relationship.

Any consultant who will be paid on a regular basis must have such an agreement in place. Prior to engaging the consultant, be sure that the agency to which you plan to charge this cost allows consultant costs. Many agencies restrict this type of expense. Also, be aware that if the proposed consultant cannot be considered an independent contractor, payment for their services must be made as a Center employee through the payroll system. Before a consultant can be paid, approval is required from the Human Resources Compensation Manager. For more information on whether a consultant should be an employee, contact Human Resources at 667-4700.

Paying Consultants

To request payment for the consultant’s services submit the consultant's invoice for payment to Accounting along with a Consultant Authorization Form. This form should be used whether or not there is a formal agreement. In addition, receipts are needed by Accounts Payable for paying consultants. In certain circumstances a check can be generated for the consultant’s services so that payment may be made at the time the service is rendered. This would be handled as a check enclosed requisition. In this type of situation independent verification of the consultant’s existence must accompany the request for payment (e.g. the official seminar notice for the payment of a seminar speaker).

When paying a consultant, all costs including fee, travel or other reimbursements should be charged to the consultant category. Do not use the general "Travel" category to reimburse consultants.

This page was last modified 12.11.07