Use of Consulting Services – 1.2020

Policy No. 1.2020

Subject: Use of Consulting Services

Issued By: Campus- wide

Approved: 3/9/2012

Effective: 3/12/2012

Revised: 12/2/2011

POLICY: It is the policy of the University to obtain the services of consultants for varied projects when such services cannot be provided by members of the faculty or staff.

Department heads are expected to anticipate consulting requirements and to indicate the need for proposed consultants during the University’s development of the annual operating budget. Departments heads are required to document that (1) the services to be provided are essential and cannot be provided by current faculty or staff members; (2) a selection process has been employed to secure the best qualified person or entity available to perform the required tasks; and (3) the charge is appropriate considering the qualifications of the consultant, normal consulting charges, and the nature of the services rendered.

No consultant will be paid without a properly executed Consulting Agreement.


Consultants can be defined as individuals or entities that are equipped to provide special expertise in one or more technical fields. These services may be of an advisory, supervisory, or implementation nature and are provided by the skilled experts with the required requisite knowledge and experience.

The services rendered by consultants are normally for a finite period of time with well­ defined scope of work, terms, and conditions. Consultant services cover a wide range of diverse activities which may include, but are not limited to, construction supervision, policy studies, strategy formulation, training, quality control, financial and accounting services, environmental or social impact studies, economic and financial analyses, feasibility studies, etc.

Departments must use a Purchase Order and attach the executed Consulting Agreement to procure all consultant services. All consulting agreements must be signed by the President or his designee prior to the services being rendered.

Allowable Costs

Compensation for services rendered may either be an hourly rate, daily rate, or lump sum for the entire project.

Travel expenses, in accordance with University travel policies, may be specified in the Consulting Agreement as a separate reimbursable item. If travel expenses are specified, then reimbursable amounts must be for allowable actual expenses or per diem amounts as specified in the Consulting Agreement. All travel reimbursements for non-university employees are included on annual 1099 forms as other income.

Unallowable Costs

Alcoholic beverages, donations or contributions, Entertainment, fines and penalties, any personal (non-business) costs, or anything prohibited by any applicable federal, state, or local law or regulation.