Short Form Professional Services Contract Instructions

Short Form Professional Services Contract Instructions When You Can Use the Short Form • • • • • • • The total contract value including additional expenses is $5,000 or under. The services to be provided are simple activities where minimal description is required to describe the responsibilities of the contractor. The contractor is not a UO or Oregon University System employee. The contractor is not a non-resident alien. The contractor is not a public entity in another state or country. Only one payment on the PSC invoice will be made to the contractor. Risk assessment indicates insurance is not required. Departments shall perform the initial risk evaluation to determine the appropriate level of protection. Departments requiring assistance assessing contract risks, insurance requirements and appropriate contract documents may contact the Purchasing and Contracting Services. Important! The standard PSC forms must be used in all other cases as other documentation is required. The Short Form PSC may not be used to segment work and avoid competitive thresholds. Contracts must be signed by the contractor prior to the start of services. How to Fill Out the Short Form Important! Steps 1-3 to be provided and verified by the contractor. Purchasing and Contracting Services (PCS) advises departments to make sure that the contractor is aware of the information that should be provided. 1. The Contractor’s complete, legal name. This is the name that corresponds to their Social Security Number, Tax ID# or TIN that would be listed on the UO Substitute W-9 (see important reminders). DO NOT USE ABBREVIATIONS. If the Contractor would like to provide it’s “doing business as” (dba) name, it may but the contract must list the Contractor’s full legal name then its dba. 2. The Contractor’s complete mailing address and phone number, including the area code. If the Contractor is an individual, use their home address. This is the address that will be reported to the IRS and we will send 1099 information to this address as well. Corporate contractors should use their regular business address and phone number. 3. Contractor’s Status: Check the box that applies. Do not use this form if you are a non-resident alien, NOTIFY department representative. Department: Standard PSC needs to be completed. 4. Provide department’s name (no abbreviations, please). Provide the full name and phone number of the form preparer, include area code if appropriate. 5. Provide the agreed date the contract/services begin. Provide the agreed date that the contract/services are to end. Services are not to be performed before the beginning date or after the end date. Amendments are not allowed on a short form PSC. It is the originating department’s responsibility to be clear with the contractor, to track the total expenditures and to ensure that work is performed during the contract dates. 6. Total of fee and additional expenses shall not exceed $5,000. The fee may be either a fixed amount or a maximum not to exceed amount. If the fee is listed as maximum not to exceed amount, enter the criteria to be used to determine payment amount. It is also recommended the department receive an invoice from the vendor to verify payment amount. When evidence for independent contractor status is clear or when the requirement for the independent contractor to pay his/her expenses directly is detrimental to the department, travel or miscellaneous expenses may be included on the contract in addition to the fee. a. These expenses may be paid either by processing a reimbursement form and/or paying the vendor directly on behalf of the contractor. b. The expenses may be itemized or listed as a total, not to exceed amount on the contract. c. UO reimbursement rules apply, subject to Attachment F. See http://baowww.uoregon.edu/ProcurementContracting/PSCATTF123108.pdf d. When processing the reimbursement form, attach a copy of the PSC. 7. Describe the services to be performed. Please be specific. In the space provided enter a complete description of the agreed upon services that will be rendered including specific work elements, tasks, and deliverables. For other than photography services (see #8) attachments for the statement of work are not allowed. 8. If the services are photography, complete the following steps: Check front of PSC, “Photography Attachment Required” Print Photography Attachment at http://baowww.uoregon.edu/forms.htm#Purchasing Select a Photography Attachment either Short Contract (with hourly rate) or Short Contract (with rate sheet.) Have contractor sign Photography Attachment Attach to PSC Any changes to be made to the standard attachment must be approved by PCS prior to the start of services. 9. Prior to Contractor signature, ORSA (Office of Research Services and Administration) must review and approve PSCs supported in whole or in part by sponsored projects (grants or contracts). The department is responsible for securing ORSA’s approval including ORSA’s initials and date in the space provided on the front of the PSC. For PSCs supported in whole or in part by sponsored projects (grants or contracts) always complete the following step: Please check the box “If checked, ORSA Attachment J-Sponsor Provisions is hereby incorporated by this reference.” Send the PSC to ORSA. ORSA will attach the appropriate sponsor provisions, initial, and return the PSC to the department. To avoid processing delays: The Contractor must see all terms and conditions prior to signing the PSC. Therefore, ORSA must first attach the standard sponsor provisions and any special sponsor terms and conditions prior to the Contractor review and signature. The PSC will have to be sent back to the Contractor to initial the additional terms and conditions, if the Contractor signs before the PSC has been reviewed and revised by ORSA. 10. The Contractor must sign and date the contract. If the Contractor is a corporation, the signature must be that of an authorized corporation representative. If the Contractor is an individual, their full legal name must be used and match block #1. The document is to be completed and signed by the Contractor prior to the start of service. Department signature and PCS approval not required prior to start of service. 11. The Contract is subject to the University of Oregon Terms of Payment for Professional Services $5,000 and under. See http://baowww.uoregon.edu/ProcurementContracting/PSC5000TC0806.pdf If contractor does not have access to the internet the terms must be printed on the reverse side or attached to the contract. Department shall not adjust the terms of this document. Adjustments required by the contractor must be reviewed and approved by a contract officer; forward to PCS. 12. PSC’s awarded to graphic designers for publications (to be distributed off campus) must be preapproved by Creative Publishing with initials in the space provided. 13. Complete the following payment information at minimum: a. Index# b. Account# c. Amount d. Authorized department signature and date Do not fill in the PSC# or Vendor Code. Accounts Payable will assign a PSC number and if needed create a Vendor Code at the time of payment. 14. Once the service has been successfully completed, department signature approval is required for payment processing. Forward the original signed document to PCS. PCS will review, approve, and deliver to Accounts Payable, Business Affairs Office. Accounts Payable will process the payment. 15. Please include a note of instruction for special handling of the check or if a check is to be issued prior to services end date. For questions call PCS at 6-2419. Important Reminders UO Substitute W-9 - If new vendor, please see Vendor Set Up for new vendor set-up procedures and substitute W-9 instructions. Contract Changes - Any changes made to the contract (e.g. items crossed out and rewritten, white-out) require the initials of both the contractor and department. Faxed initials are acceptable. Documentation - Your department is responsible for maintaining all related purchasing documentation, including the vendor’s invoice. Please make a copy of the PSC for your records before you send it to the PCS. Contracts exceeding $5,000 must use the standard long form and procedures. Rev 06/09 UNIVERSITY OF OREGON Professional Services Contract $5,000 and Under This Contract is between the State of Oregon, acting by and through the State Board of Higher Education, on behalf of the University of Oregon, hereinafter referred to as Institution and Contractor indicated below. Instructions Clear Form Please completely fill out the following fields: Department Name: Prepared By: Preparer's Phone Number: Contract/Services Start Date: Contract/Services End Date: Contractor Fee/Honorarium: Fixed Fee $: Maximum Not to Exceed $: Criteria: 4 5 6 Contractor Information Full Legal Name or Business Name: US SSN/Tax ID Number: Mailing Address Used for Tax Reporting Street or Post Office Box Number: 1 2 City: Zip Code: State: Phone #: Expenses*, in addition to fee, to be reimbursed by UO not to exceed $: Check the Contractor’s Status: U.S. Citizen/Resident Alien Non-Resident US Citizen Corporation Partnership 3 Expenses*, in addition to fee, to be paid vendor direct by UO not to exceed $: Do not use this form if the contractor is a Non-Resident Alien or employee of the UO or OUS. For Non-Resident Aliens, use the standard PSC. * Travel expenses subject to Attachment F see: http://baowww.uoregon.edu/ProcurementContracting/PSCATTF123108.pdf Creative Publishing Pre-Approval initials _____________ (required for the design of off campus publications) 12 Grant Funds: ORSA Pre-Approval Initials/Date ________ If checked, ORSA Attachment J-Sponsor Provisions is hereby incorporated by this reference. Services To Be Performed - Describe: 9 Total of fee and additional expenses shall not exceed $5,000 7 If checked, Photography Attachment required and hereby incorporated by this reference. 8 CERTIFICATION: I am not a University of Oregon or Oregon University System employee. I am an independent contractor, and I understand the tax and legal implications of this particular payment to be reported on Form 1099 at the end of the calendar year. Contract subject to the University of Oregon Terms of Payment for Personal/Professional Services $5,000 and under. See http://baowww.uoregon.edu/ProcurementContracting/PSC5000TC0806.pdf. By my signature below, I acknowledge my review and acceptance of such terms. Signature of Contractor 10 11 Date Signed: Payment Information THIS INVOICE IS TO BE USED FOR ONE-TIME PAYMENTS ONLY Vendor Code Index Account PSC # Program Invoice Date Activity Amount 13 Dept Signature Approval 14 Date Bus Office Approval Date Banner Doc. # PSC $5,000 and Under 06/09