Section: Personnel
Policy Number: 4-27
Policy Name: Engagement of Consultants
Date: June 5, 1989
Revisions: August 29, 2001

  1. PURPOSE

    The purpose of this policy is to provide for the engagement of non-University personnel (consultants) for expertise required to fulfill University commitments and objectives. It is expected that University activities will be carried out to the maximum extent possible by utilizing regular employees rather than consultants. However, consultants may be utilized when necessary expertise cannot be provided adequately by regular employees within the scope of their University employment agreement. The policies and procedures outlined below are designed to meet University and Federal requirements.

  2. POLICY

    1. Before entering into an agreement with a consultant, the account administrator will ensure that the following criteria have been met and are explained in writing on an attachment to the Contractual Agreement for Consulting Services:

      1. Why the expertise of the person is needed and cannot be met by the utilization of a regular University employee within the context of his or her employment agreement with the University.

      2. The selection process that has been used to secure the most qualified personal available, considering the nature and extent of expertise required. If the Dean/Chair/Director does not have personal knowledge of the consultant's credentials, vitae must be attached.

      3. Why the fee is appropriate considering the qualification of the person to be utilized, his or her normal charge, and the nature of the expertise to be rendered.

      4. That except in unusual circumstances, the person has not been a regular employee of the University within the twelve calendar months preceding his or her use as a consultant.

      5. That the arrangement will last for a specified period and it is understood that no employment arrangements or repeated or extended arrangement will normally result. Any prior use of the consultant must be disclosed, including dates and amounts. In cases of repeated or extended arrangement with a consultant, the reasons why a recurrence is considered necessary are to be explained.

      6. That funds for a consultant are available in the budget.

      7. That approval for utilizing a consultant has been obtained, if necessary, in the case of an externally sponsored program.

      8. That any restrictions as to per diem rates on externally sponsored programs have been met.

      9. That signed written reports will be provided by the consultant to fulfill the requirements of the work statement.

  3. PROCEDURES

    1. All consulting agreements issued under this policy will:

      1. use the University of Delaware form "Contractual Agreement for Consulting Services." These forms are available from the Office of the Vice Provost for Research;

      2. be prepared within the department and signed by the account administrator;

      3. include pertinent comments concerning items such as travel expenses, reference to an attached work statement, and report statement;

      4. include a detailed work statement specifying what is required from the consultant, including requirements for written reports. Attach sheets as necessary;

      5. be processed with all appropriate attachments through the following for approval: Chair, Dean, Director or Vice President, Office of the Vice Provost for Research and Provost prior to transmittal to the President for signature. Upon return of the form from the President's Office, the Office of the Vice Provost for Research will forward the contract to the consultant;

      6. be signed by the consultant, including signing pertinent attachments and returned to the Office of the Vice Provost for Research;

      7. a copy of approved forms and attachments are to be retained by the Office of the Vice Provost for Research and the account administrator. Copy No. 2 of the form will be forwarded to Accounts Payable; and

      8. renewal or extensions of consulting agreements are to be processed using the form "Contractual Agreement for Consulting Services."

    2. Payment for Consulting or Cost Incurred

      All payments for consulting authorized under a consulting agreement are to be made by Request for Check directly to the individual, firm, or institution providing the expertise and not to a third party. Please include the Number of the Consulting Agreement on your Request for Check or submit a copy of the Consulting Agreement. The fees for consulting are to be separated from transportation and subsistence. If included in the contract, reasonable and necessary travel and subsistence may be reimbursed on the basis of actual costs in accordance with University Travel Policy No. 3-7 supported by customary documentation including receipts submitted with the Request for Check.