Overview

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This article will demonstrate how to complete an Independent Contractor (IC) Approval Request Pack. Review and approval of IC status must be completed before any work is performed.

Critical Concepts

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• University purchasing procedures may not be used in lieu of placing an individual on the payroll
• An individual or entity may only be retained for personal or professional services as an independent contractor if a determination has been made, in accordance with the law, that an employer-employee relationship does not exist (UCSD utilizes Exhibit C: Classification Worksheet for Federal Tax Purposes)
• The department is responsible for completion and submission of all required forms
• MSO or DBO can sign for standard submissions
  
  • Department Head signature is required for approval if a Conflict of Interest is present
• A Purchase Order is used for individual, one time transactions and become legally binding only upon the acceptance or performance of the Supplier Do not sign any supplier documents including quotes, agreements, contracts, Letters of Intent (LOI) or Memorandums of Understanding (MOU) unless you have UC Delegation of Authority from UC Procurement Services or your campus location
• Important to Note: Missing documentation, incomplete forms, inaccurate information, missing employee, former employee, and/or Department Head signatures, will significantly increase review time

Steps to Take

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Step 1. Complete and/or obtain the following documents that are Required for Independent Contractor/Consultant Approval. All items are available within the Independent Contractor Packet

1. 1. Independent Contractor Prehire Information form
      
      • • The requesting department must complete this form prior to engaging in independent contractor services
        • All sections of this form must be completed
          
          • Part 1: Requesting Department Information
          • Part 2: Proposed Contractor Information
          • Part 3: Internal Revenue Service Classification Factors Checklist
          • Part 4: Department Authorization and Certification
        • Final signature required from the requesting Department Head
   2. Statement of Work
      
      • • Completed by the requesting department
        • The Statement of Work should clearly describe the work for this project and include
          
          • Detail specific deliverables
          • Key tasks, activities, and milestones
          • Period of performance/completion time-frame
          • Where the work will be performed
          • Rate of pay
        • Statement of Work examples are available in Blink
   3. UCSD EVRD Conflict of Interest Worksheet (If Required)
      
      • Completed by the proposed vendor
      • Final signature required from the requesting Department Head
      • Employee-Vendor Relationship Disclosure categories
        
        • A current University employee;
        • A former University employee;
        • An immediate family member of a current University employee; or
        • Company is owned in whole or in part by a current University employee

1. 4. Independent Contractor/Consultant’s cover letter and/or resume
      
      • To be provided by the proposed vendor

Step 2. Attach the required documents to the Requisition, provide a copy to the employee, and a copy to the department

1. 1. During checkout, in Attachments, click the + sign to add a comment
   2. Enter the proper information
      
      • In Type, select File
      • In Category, select Miscellaneous
      • In File Name or URL, enter the body of the text (e.g. Independent Contractor Packet Signed)
      • In Title, enter a description of the comment (ICP - Supplier Name) 

Step 3. Procurement will review the requisition and respond accordingly