Research Related Payments
Services
Boston University faculty and staff carrying out research regularly collaborate with individuals who are not Boston University employees but are experts in their field that work at other institutions. The process to use when entering into an agreement for services depends on the nature of the services, and the size and duration of the engagement.
When an individual is being engaged, the first question to answer is whether the individual will qualify as an independent contractor, or must be hired as an employee.
The questionnaire is based on federal and state regulations. If the individual meets federal and state criteria for independent contractor status, they can be engaged and paid through Payment Services following the appropriate BU process. If Payment Services determines that the individual must be paid as an employee, we will contact the hiring department to review this determination, and provide guidance on how to hire the individual through Human Resources.
For grant related research engagements $25,000 or less and a duration less than 12 months
Two processes are available; and each process has its advantages. The Combined questionnaire & contract process has fewer steps, and allows the department to complete more of the process on the consultant’s behalf, but is much more paper intensive and time consuming. The Purchase Requisition/PO process is more fully electronic, reducing the risk of lost paperwork and invoice payment delays, but requires the consultant to interact directly with the University’s central systems.
Combined questionnaire & contract process:
- The department and the PI complete the initial sections of the questionnaire, including information about the consultant and the scope of work. The Department then sends the questionnaire to the consultant, who must answer a short questionnaire, including conflict of interest disclosures and information required to evaluate independent contractor status. All sections of this questionnaire must be completed before work has been started. Any forms submitted after the work has been done will be denied.
- Questionnaire must be signed by the individual, agreeing to the its terms and conditions (terms may not be changed), and then by the department. Once completed, the department sends to Payment Services for review for independent contractor status, with copy of the consultant’s CV or resume attached.
- Payment Services will review and send form back to department indicating status decision.
- If deemed independent contractor, consultant invoices may be submitted by the department to Payment Services as services are rendered using a disbursement form, accompanied by a copy of the approved questionnaire and contract.
- If deemed an employee, the department should work with their payroll coordinator to hire the individual through TerrierTemps or the HCM module of BUworks.
Purchase Requisition (PR)/PO process:
- Receive the proposal, SOW, or DOS from the consultant. Submit the Contract Request Form and attach the proposal, SOW, DOS, and other supporting documents along with the consultant’s name and contact information
- Buyers in Sourcing & Procurement will review the Contract Request Form along with the Supplier Request Form. Buyers will send the Consultant an online supplier registration questionnaire to be completed by the Consultant.
- The completed online questionnaire will be reviewed by the Payment Services Department to determine if the consultant is an independent contractor or an employee
- If the consultant is deemed an independent contractor, a contract will be constructed, negotiated, and signed by a University signatory. Once the contract is fully executed, you will be instructed to create a PR and attach the signed contract.
- The consultant will receive a PO and can submit invoices via the Ariba Network. Consultant invoices will be paid Net 30 (i.e., 30 days after the invoice date)
- If the consultant is deemed an employee, the department should work with their payroll coordinator to hire the individual through SAP or payroll them through the TerrierTemps program
For grant related research consulting engagements in excess of $25,000 and/or longer than 12 months
Purchase Requisition (PR)/PO process:
- Receive the proposal, SOW, or DOS from the consultant. Submit the Contract Request Form and attach the proposal, SOW, DOS, and other supporting documents along with the consultant’s name and contact information
- Buyers in Sourcing & Procurement will review the Contract Request Form along with the Supplier Request Form. Buyers will send the Consultant an online supplier registration questionnaire to be completed by the Consultant.
- The completed online questionnaire will be reviewed by the Payment Services Department to determine if the consultant is an independent contractor or an employee
- If the consultant is deemed an independent contractor, a contract will be constructed, negotiated, and signed by a University signatory. Once the contract is fully executed, you will be instructed to create a PR and attach the signed contract.
- The consultant will receive a PO and can submit invoices via the Ariba Network. Consultant invoices will be paid Net 30 (i.e., 30 days after the invoice date)
- If the consultant is deemed an employee, the department should work with their payroll coordinator to hire the individual through SAP or payroll them through the TerrierTemps program
