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Consultants and contractors checklist and forms

Download the Contractual Services Form [Microsoft Word doc]

Download the KUCR Agreement for Services Template [Microsoft Word doc]

Use this table to determine which of the three types of contract can be used for a particular contractor:

1. Contractual Services Consultants

  • Dollar Threshold: Less than $10,000
  • General Features of Transaction:
    • One time payment for specific service
    • Payment to individual or service organization
    • If invoice is not available from service provider, payment request is submitted on KU Contractual Services Form
    • Payee generally provides Social Security # rather than a business Taxpayer ID
    • KU/KUCR/State of Kansas employees not eligible
  • Other Requirements:
    • Complete both sides of KU Contractual Services Form
    • Transactions greater than $2,000 require verification of competitive process and justification of selected payee

2. KUCR Agreement for Services

  • Dollar Threshold: Greater than $10,000
  • General Features of Transaction:
    • Either single or multiple payments
    • Either Social Security # or Taxpayer ID is provided by Payee
    • Subject to KUCR standard terms or negotiation by legal counsel
    • Payment schedule
    • Invoice provided by service provider
    • Subject to sponsored project administration review to verify budget and obtain sponsor approval if necessary
    • This is a procurement of services
  • Other Requirements:
    • Transactions greater than $100,000 subject to KUCR panel review
    • Require verification of competitive process and justification of selected payee

3. Subcontract

  • Dollar Threshold: Scope-of-work driven, no dollar threshold
  • General Features of Transaction:
    • Transfer of significant research activity or complex part of project performed by outside entity
    • Must be included in project budget or agency approval must be obtained
    • Subcontractor's contributions included in project report
    • Always used when work performed by a University or other Not for Profit organization
    • Always used where any Human or animal experimentation intended by other party
    • May be required for service agreements if cost exceeds 25% of total project cost
  • Other Requirements:
    • Work of subcontractor is reported to KU Principal Investigator
    • Time period of work is usually of substantial duration

Questions? Please contact:
Jay Darnell
785-864-7775 | jdarnell@ku.edu
Manager | Financial Services — Business Services