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Services: Professional
Retaining Consultants & Independent Contractors
The process of contracting for consultants and independent contractors is driven by the University Procurement Code established by the Regents, Arizona conflict of interest law, and the Federal tax code. Here is what you need to do in order to ensure that the work you need is properly performed, and the contractor is promptly paid.
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If the proposed contractor is an individual using their SSN and the payment is more than $500
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Send a completed Consultant/Independent Contractor determination Checklist and Sole Proprietor Workers Compensation Waiver form to Tempe Campus: Financial Services tax unit; University Services Building (USB), Mail Code 5812. West Campus; Compensation Section of ASU West Human Resources, FAB Annex 102, Mail Code 2051
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IRS Form W-9 is required from all firms and individuals for set up in the vendor table
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Purchasing and Business Services, University Services Building, Mail Code 5212 before a payment can be made.
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With the exception of construction related services, the expected dollar amount to be paid to the contractor determines whether or not a contract may be executed at the department. If the total amount, including expense reimbursements, is $10,000 or less, the department and the contractor may complete a Departmental Professional Services Order. Payment is made by completing a Payment Voucher (PV), and submitting it along with the Departmental Professional Services Order, and a completed Consultant/Independent Contractor Determination Checklist if required, to Financial Accounting Support
If the expected dollar amount to be paid is more than $10,000, submit a Purchase Request (RX), to Purchasing and Business Services, along with a completed Consultant/Independent Contractor Determination Checklist, if one is required.
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Purchasing will determine the level of competition required and the contract forms to be used. Note: if the potential contractor is a building contractor, architect, engineer, or other professional whose services will result in a construction project, then submit a Purchase Request (RX), to Purchasing in any dollar amount. Purchasing will ensure that the specific required contract forms are used.
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