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