Independent Contractor Update

There are two situations when an Independent Contractor (IC) form and a Professional Services Agreement (PSA) are not required.

The first situation is when the payment is being made to a business entity.  A business entity is defined in the Independent Contractor Policy as a Governmental Entity, Corporation, Partnership, or a Limited Liability Company that is classified as a Corporation or Partnership for tax purposes.  A business entity will have its own EIN and will not use a Social Security Number for tax purposes. While some type of contract should exist between the business entity and the university, it does not have to be a PSA.

Second, the IC form and the PSA  are not required when the agreement is for expense reimbursements only and no fee is paid.  In this situation, the expense reimbursements do require appropriate documentation in compliance with the UA Spending and Travel Policies.

Electronic Signatures

In an effort to make the Professional Service and Guest Speaker Agreements easier to complete, we have partnered with DocuSign to introduce a new version of these forms that will be signed and routed electronically. The new process allows the department to initiate the form and attach supporting documents, send it to a contractor for electronic signature, and get it reviewed and signed by an approved signer in a much more efficient way.

The new Professional Service Agreement and Guest Speaker Agreement forms are now available for your use on the Contract Management website. To help you get started, we have produced step by step training videos for each form and linked them on the website. Please delete any older templates that you may have saved on your computer and begin using the new forms immediately.

Professional Services FAQs

Have a question about the new professional services policy or processes?  It is very likely someone else has that same question too.  Please review the Frequently Asked Questions section of the contract management website for additional information.  Make sure to check back often because the list will be updated as questions are received.

Professional Services

Under the recently announced Professional Services policy, departments should no longer sign Professional Service Agreements.  Instead, they are to be routed to Contract Management for review and signature.  New templates have been created for Professional Service Agreements and Guest Speaker Agreements.  In collaboration with the Tax Office, Contract Management has developed a Professional Services Matrix to give guidance on the documentation required for various types of services.

Please visit the Professional Services webpage for more details and links to the necessary documents.

Credit Applications

We often receive requests, mainly from hotels, for the University to complete their direct bill or credit applications.  Effective immediately, we will no longer complete these applications.  Like many universities, we will provide a detailed letter that will include all of the pertinent information along with the credit references.   If there are any questions or concerns regarding this new process please feel free to contact the Contract Management Office.

Signatory Information

External parties to contracts often assume that you, as their contact person, are authorized to sign, and they may pre-fill your name in the signature block. Before submitting contracts for review, please ensure that the signature block contains one of The University’s authorized signatories based on who you are submitting the contract to for review or leave this section blank and we will fill it in.

Contract Officers and Accounts Payable Conference

Procurement Services recently hosted the 2nd annual Contract Officers and Accounts Payable conference. Representatives from schools located all over the country came together on our campus to share ideas, develop best practices, and collaborate with like-minded peers. The meeting included round table and panel discussions and was very well received by all participating schools. We would like to thank all of the Procurement staff who worked tirelessly to contribute to the success of the meeting. We also extend our special thanks to Julie Shelton and Chad Tindol for agreeing to speak at the conference.

Authorized Signatures

As a reminder, any document that requires an authorized signature whether or not there are specific terms listed should be sent to the Contract Management Office or to one of the individuals designated by the Board of Trustees to sign on behalf of the University.

Vendor Travel

University travel policies and procedures apply fully to vendors who are not University faculty or staff, but who are to be reimbursed by the University for approved travel, including transportation, lodging, and other travel‐related costs.  The information provided in the Vendor Travel Guidelines should accompany these contracts.