Securing and Paying for Consultant and Independent Contractor Services

Section IV

External Consultant
Primary Business is not Consulting Fee is Less than $5,000

The following abbreviated procedure is available for retaining external consultants whose primary business is not consulting, and whose fee is less than $5,000:

Procedure

1. Prior to commencement of work, complete Section A of the Contract and Payment Form for External Consultants. Obtain the required signatures and approvals in your area including the approval of the Provost/Vice Chancellor or designee. This section should be completed prior to the individual commencing work at Vanderbilt University.



2. When services are completed, complete Section B of the Contract and Payment Form for External Consultants to include travel related expenses and total amount to be paid to the consultant. Section B also requires the signature of the Provost/Vice Chancellor or Designee. A separate check request form is NOT needed when using the "Contract and Payment Form for External Consultants."



3. If progress payments are required, complete Section A of the Contract and Payment Form for External Consultants for the total amount due for services to be provided. When issuing progress payments, use xerox copies of the approved form for each progress payment. However, Section B must be completed for each progress payment and include the required original approval signatures. Total of progress payments cannot exceed original amount approved in Section A.



4. Payments using this form will be made through the existing demand check process.

NOTE:

If the total amount of the fee for services is expected to be $5,000 or more, follow procedures outlined under Section III of this manual.

The attached Contract and Payment Form for External Consultants may be copied and used to initiate payment for external consultant services which are less than $5,000.