| When a consultant
is also a current University employee, the consultant fees must be
paid through payroll. Any out-of-pocket expenses incurred by the employee-consultant
are reimbursed through established employee expense reimbursement
procedures.
Other
requirements for payment of these employee-consultants include:
- The
consulting must be allowed by the academic units involved.
- The
consulting must be allowed by and is subject to any conditions
of the sponsoring agency. On federal grants, contracts and subcontracts,
the consulting must be across departmental lines and the fee cannot
exceed the consultant's current daily rate of pay.
- A
contract for professional services is required if a fee is to
be paid (sponsored funds only), regardless of the dollar amount.
- A
signed invoice from the consultant is required to verify that
the services were performed. The invoice must be retained in grant
files for audit purposes.
Budgeting
and effort certification:
-
Note that fringe benefits will be charged as an added cost, and
the payment will have an effect on the consultant's effort certification
card.
- Departments
who plan to use internal consultants are advised to budget for
the fee and associated fringe in the salary and fringe categories
of their proposals and to make a footnote or describe in the budget
justification that the pay is a consulting cost over and above
the individual's current appointment.
- Departments
whose faculty provide consulting services will be required to
adjust the effort certification and to remove the consulting cost
from the payroll and effort distribution columns. Note on the
card that this was a consulting payment.
Questions of acceptability on a sponsored project
or preparation of the contract for professional services should
be directed to the grant administrator for the project being charged
(directory). Questions
on processing payment should be directed to Payroll Services.
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