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  1. 1. Hiring Independent Contractors for Personal Services Purchasing 302 Carol Page Assistant Director UNCW Purchasing Services
  2. 2. Independent Contractors: When are they necessary? <ul><li>Temporary services or occasional assignments </li></ul><ul><li>Specialized skill or knowledge not available in the department or from other campus service providers (examples: IT, Marketing) </li></ul><ul><li>Examples: </li></ul><ul><ul><li>Keynote speaker </li></ul></ul><ul><ul><li>Presenter </li></ul></ul><ul><ul><li>Web designer </li></ul></ul><ul><ul><li>Artist / Performer </li></ul></ul><ul><ul><li>Medical professional </li></ul></ul><ul><ul><li>Boat captain </li></ul></ul>
  3. 3. Who is an Independent Contractor? <ul><li>An individual (not a company) who: </li></ul><ul><li>… is directly compensated by the university for his or her personal or professional services; </li></ul><ul><li>… works independently of direct supervision, typically establishing his/her own schedule; </li></ul><ul><li>… bares his own expenses, such as food, lodging, travel, and supplies; </li></ul><ul><li>… works for a limited period of time, usually less than one year; </li></ul><ul><li>… is not a student or state employee. </li></ul>
  4. 4. Independent Contractors: The Documents <ul><li>Two UNCW documents: </li></ul><ul><li>“ Independent Contractor Payment Certification” form </li></ul><ul><ul><li>Used for all IC’s regardless of payment amount </li></ul></ul><ul><ul><li>(web search “Pur 1.40” ) http://www.uncw.edu/sp/AdmForms/FormsPDF/pur140fy.PDF </li></ul></ul><ul><li>“ Contract for Services” template </li></ul><ul><li>Required if contractor is paid in excess of $2499, optional (and a best practice) for lesser amounts </li></ul><ul><ul><li>Updated periodically. Contact Purchasing Services (Carol Page) for current version. </li></ul></ul><ul><li>Other supporting documents: </li></ul><ul><li>Resume or curriculum vitae </li></ul><ul><li>Sole source justification (contractors $5000 or more only) </li></ul><ul><li>Requisition (for grant supported services only – 5xxxxx funds) </li></ul>
  5. 5. What do the documents do? <ul><li>Pur 1.40 </li></ul><ul><ul><li>Allows Human Resources to ensure that the individual is not a current State employee and is truly an independent contractor, not a temporary employee. </li></ul></ul><ul><ul><li>Allows Purchasing to verify work has been authorized by the budget authority and that appropriate funds are being used. </li></ul></ul><ul><li>Contract Template </li></ul><ul><ul><li>Clarifies the scope of work and payment schedule. </li></ul></ul><ul><ul><li>Protects the university and its employees when properly executed by the Director of Purchasing Services. </li></ul></ul>
  6. 6. Who may legally sign a Personal Services Contract? <ul><li>The Chancellor has delegated signature authority to a handful of senior staff and faculty members. </li></ul><ul><ul><li>For more information visit: http://www.uncw.edu/generalcounsel/LTContracts.htm </li></ul></ul><ul><li>The Director of Purchasing Services is the appropriate signature for service contracts. </li></ul><ul><li>Warning – signing a contract (UNCW or vendor form) may have serious personal ramifications for unauthorized signer. Please, do not put yourself at risk. </li></ul>
  7. 7. The Process <ul><li>Contract must be fully executed before work starts </li></ul>Draft
  8. 8. The Process <ul><li>Step 1 - The Contract </li></ul><ul><li>For contracts of $2499 or more, contact Purchasing Services (Carol Page) for current template. </li></ul><ul><li>“ Fill in the blanks” of the contract </li></ul><ul><ul><li>Date, name and address of IC </li></ul></ul><ul><ul><li>Name and department of Contract Administrator </li></ul></ul><ul><ul><li>Completion date </li></ul></ul><ul><ul><li>Maximum dollar amount of agreement (should include all expenses) </li></ul></ul><ul><ul><li>Scope of Work – including any performance standards, UNCW responsibilities, vendor responsibilities </li></ul></ul><ul><ul><li>Compensation schedule – Generally upon completion, but milestones may be used (i.e.: “Completion of Phase 1”). Never pre-paid. </li></ul></ul><ul><ul><li>(Skip to Step 2 if contract is below $2500) </li></ul></ul>
  9. 9. The Process <ul><li>Step 2 - The Independent Contractor Payment Certification form </li></ul><ul><li>Locate the PUR 1.40 form on the web </li></ul><ul><ul><li>Complete required information in yellow fields </li></ul></ul><ul><ul><li>Have budget authority sign and confirm FOAPAL </li></ul></ul>
  10. 10. The Process <ul><li>Step 3 - Additional documents </li></ul><ul><li>Obtain copy of resume or curriculum vitae; attach to PUR 1.40. </li></ul><ul><li>If using a grant (5xxxxxx), enter a requisition. Include req number on top of PUR 1.40 form </li></ul><ul><li>If services greater than $5000, obtain Sole Source Justification. </li></ul>
  11. 11. The Process <ul><li>Step 4 – Vendor signs Pur 1.40 and Contract </li></ul><ul><li>Step 5 – Fax all documents to HR </li></ul><ul><li>attn: Credentials Verification Asst. fax ext. 23840 </li></ul><ul><li>Approved copy will be faxed back to you </li></ul>
  12. 12. The Process <ul><li>Step 6 – Forward all documents to Purchasing Services (attn Carol Page) </li></ul><ul><ul><li>Contract </li></ul></ul><ul><ul><li>Pur 1.40 – as approved by HR </li></ul></ul><ul><ul><li>Biography or curriculum vitae </li></ul></ul><ul><ul><li>Sole source justification </li></ul></ul><ul><li>Step 7 – Once reviewed and fully executed, Purchasing will send copies to vendor and department. The vendor may begin work. </li></ul>
  13. 13. Contract Administration The Key to a Successful Contract <ul><li>Know the university responsibilities. </li></ul><ul><li>Know the contractor’s responsibilities. </li></ul><ul><li>Throughout the service period, the person named as Contract Administrator confirms work is being satisfactorily performed. </li></ul><ul><ul><li>If not, please contact Purchasing immediately. Do not allow a bad situation to “fester”. </li></ul></ul><ul><li>Upon successful completion of services, Administrator prepares check request and signs section three of Pur 1.40. </li></ul><ul><li>Check request, Pur 1.40, and fully executed contract are sent to directly to AP for payment. </li></ul><ul><li>In situation of grant where a purchase order is used, a receiving copy is processed rather than check request. </li></ul>
  14. 14. If ever in doubt…. <ul><li>Please ask! </li></ul><ul><li>Carol Page </li></ul><ul><li>Asst Director </li></ul><ul><li>Purchasing Services </li></ul><ul><li>[email_address] </li></ul>