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UCSF Fresno MEP Independent Consultant Agreements. Independent Consultant 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

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independent consultant agreements ica
Independent Consultant 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 consultant
Independent Consultant
  • Not employed by university
  • Organizations not a part of the university
  • Proven professional or technical expertise
  • Provide primarily professional or technical advice
  • University does not control the manner of performance or result of the service
independent consultant agreement ica
Independent Consultant 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 needed8
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 considerations
Main 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” To

3 Key Questions Liability Insurance May Be Waived

request for payment
Request 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 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)Invoices Must Include:
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
contacts
Contacts
  • 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