POST-AWARD ADMINISTRATION: HIRING CONSULTANTS

STEP 1: HUMAN RESOURCES DETERMINATION

When intending to pay an individual for something other than a one-time speaking engagement or performance, and they are not an employee of the State of Minnesota, please complete the Independent Contractor/Employee Status form and submit to the Human Resources Office in AS 204 for review. 

If it is determined that the person should be treated as an employee for payroll purposes and they have not been employed by St. Cloud State University in the past, Human Resources will have a packet of forms that need to be completed BEFORE the person can begin work on your grant project. Then refer to the "Compensating Project Personnel" section for information on how to compensate employees.

If the determination is to treat the person as a consultant, then you will work with the Purchasing Office or the Professional/Technical Contracts Coordinator in AS 122.

STEP 2: VENDOR REQUEST AND W-9 FORMS

Please verify the contractor has a vendor number. If not, they will need to complete a W-9 Form. Upon receiving a W-9 form, complete a vendor request form and send both forms to Business Services AS 122.

STEP 3: PURCHASE ORDER

The purchase order needs to be in 450 status prior to the event in order to prevent a 16A violation.

STEP 4: INDIVIDUAL SERVICE AGREEMENT OR TECHNICAL PROFESSIONAL CONTRACT

Compensation of services only (no reimbursement of travel expenses, etc.) AND the contract is for <$3,000, the Individual Service Agreement form can be used. You should work with your Grants Officer or Office Manager to encumber funds against the grant account BEFORE services begin.  Prepare the Individual Service Agreement and have the consultant and responsible person on the grant account sign the form prior to services being rendered. After services have been rendered, submit the fully signed Individual Service Agreement to Accounts Payable in AS 122 for processing of the payment. Additional information on these agreements can be found in the SCSU Purchasing Manual.

If services will be rendered that are ≥$3,000 OR there will be reimbursement for travel expenses or other non-salary items, you would then use the Professional/Technical Services Contract.  This is an eight page document that requires a considerable amount of lead time in order to obtain all the signatures required and to have the funds encumbered BEFORE services begin.  You should work with your Grants Officer or Office Manager in the encumbering of funds and processing of the Professional/Technical Services Contract. Additional information on these contracts can be found in the SCSU Purchasing Manual.

Additional information on contracts can be found at:
MnSCU Policy 5.14 Procurement and Contracts
MnSCU Procedure 5.14.2 Consultant, Professional, or Technical Contracts

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