University of Connecticut |
Payment for Personal ServicesFor Services Costing Less than $2,000.00 Voucher Payment - (Form CO17UC) Payment of personal services rendered on a one-shot, one occasion basis including lecturers, speakers, and consultants may be paid by voucher only if the total amount does not exceed $2,000.00 including travel. Total payments by voucher to any one individual may not exceed $2,000.00 in any one calendar year. Payments by voucher against Department of Health and Human Services grant funds must be supported by a properly authorized Consultant Approval Request form. Services which cannot be paid by voucher are: *Payments to University or State employees or University students
When the services have been completed, an Invoice Form (CO17UC) should be prepared and forwarded to the Accounts Payable Department for payment. If travel expenses are to be paid, they should be listed separately but included on the same invoice with the services rendered. Expenses must be itemized. Individual claims over $25 must be supported with receipts. Occasionally circumstances require that a guest speaker or entertainer receive payment on the day of his/her appearance. This may be accomplished if requested on a CO17UC by entering the word "PRE-PAYMENT", the DUE DATE, the NAME & PHONE NUMBER OF THE PERSON THAT WILL BE PICKING UP THE CHECK. The request for a pre-payment must be received by the Accounts Payable Department at least fifteen business days prior to the event date. It is the responsibility of the requesting department to return the check if the services are not performed. If the University is to pay for the air ticket of a guest, the tickets may be obtained thru the University using the same procedure as that used for an employee. The Travel Authorization or TIFshould indicate that this is a non-state employee in the space provided. For Services Costing More than $2,000.00 All services which exceed the amount of $2,000.00 must be processed either by Purchase Order, Special Payroll, or the Personal Services Agreement, whichever is appropriate, as outlined below. Purchase Order Services of a technical nature, for which competitive bidding may be desirable, must be secured thru a Purchase Order unless otherwise advised by the Purchasing Department. These are generally services for which the scope of the vendor's work can be clearly defined, and the service "deliverable" for which payment will be made is unambiguous, easily identified and non-negotiable. Examples of the type of service to be processed on a Purchase Order include: Consulting services which require competitive bidding Photographic services Computer software Data entry Equipment maintenance. Personal Services Agreement - Form 802A The Personal Services Agreement is a written agreement between the University and an individual for services which are infrequent and unique, often non-competitive in nature and where the employer/employee relationship does not exist. A Personal Services Agreement between the University and an individual shall have a term of not more than one year. Any such Personal Services Agreement may be extended or renewed, provided the appropriate Vice President, appropriate collective bargaining representative (if any), the Commissioner of Administrative Services and the joint standing committee of the general assembly having cognizance of matters relating to labor and public employees are notified of such extension or renewal. Additionally, approval of the State Office of Policy and Management may be required for extension of certain consultant contracts. All contracts over $3,000.00 require approval of the Attorney General. Department originating Personal Service Agreements are advised to allow sufficient time to secure necessary approvals. The Office of the Vice President and Chief Operating Officer or, if grant funded, the Office of Sponsored Programs will make the necessary notifications and will request approvals as needed. Type of services to be processed on the Personal Services Agreement include: Lecturers and speakers over $2,000.00 Consultants who are specialists in their field, where competitive bidding is not normally employed. All entertainers Contracts with other State or Federal agencies Subcontracts on grants An invoice form CO17UC should be prepared at specific times in accordance with the terms of the agreement and must include a copy of the vendor invoice. The CO17UC should be approved by the Department Head and forwarded to the Accounts Payable Department for payment. Special Payroll The Special Payroll is used for the payment of certain types of temporary or part-time professional employment. Regulations governing its use are covered within the website for Special Payroll Authorization.
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