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Independent Contractor Requests

Independent Contractor Hire Process 

If you are interested in hiring an Independent Contractor, please follow the steps below. The contractor cannot begin work until they have been approved by HR and a Contract has been generated by CBS2.

 

Process Overview: For a broad overview of the process, please review the diagram below.

 

How to use this site:

  • Hiring Manager: Whether you are a staff or faculty member, ensure you have completed Section 1 before moving to the next steps. In the case of faculty, once you have completed Section 1, contact the Academic Department Specialist working with your department, and provide them with the completed Section 1 documents. They will complete the rest of the process. Please note, the Academic Department Specialists willl move the process forward but the Hiring Manager (or IC, depending on the form) must complete the actual forms. If you are a Staff member, send the completed documents from Section 1 to Joe Swann. 
  • Academic Department Specialists: Follow the instructions for processing Independent Contractors below and contact the AP Team, specifically Joe Swann, if you have any questions.
    • Documentation: Ensure PDF copies of all approval emails, submission receipts, and any documentation used in the processing of the hire is saved in the Box Folder under the Hiring Manager's name (Last, First) and in a subfolder under the Independent Contractor’s name (Last, First).

 

Section 1 – Independent Contract Packet and Support Documents

The Independent Contractor Packet will be completed by both the Hiring Manager and the proposed IC. All versions of the packet can be found here. Once completed, send this documentation to the Academic Department Specialist working with your department. Details listed below:

    • Independent Contractor Prehire Information: To be completed by hiring manager.
    • Contract Business Information: To be completed by proposed Independent Contractor.
    • UCM Statement of Work: To be completed by hiring manager.
    • Conflict of Interest Form: To be completed by proposed Contractor.
    • UC Department Certification Only: To be completed and signed by hiring manager.
    • If hiring a previously approved Independent Contractor, please use the Independent Contractor REAPPROVE Packet at the link above. 
    • When emailing the completed documents please provide the following:
      • Funding Source: Please provide COA or an accurate description of the account.
      • Resume/CV for your proposed contractor.
      • Quote for the proposed work from your Independent Contractor.

 

Section 2 – Approvals

  • IC Documents: Ensure that the packet has been completed as described above and you have collected all the support documents.
  • Funding Approval: Submit a funding approval request to the Finance or Grant team (whichever is responsible for the funds being used) to confirm the COA is correct and there are adequate funds to support the IC.
    • Request Format: Please confirm the funding and COA for (Hiring Manager)’s proposed Independent Contractor, (IC Name). Fund source is COA: XXXX, and the cost will not exceed (total cost listed on the first fillable page of the Independent Contractor Packet).
  • AP Team Submission: After receiving the funding approval and confirming all documents have been completed as described above, submit everything to Joe Swann via the shared Independent Contractor Box Folder (@Joseph Swann within Box). 
  • CBS2 via Service Now: The next phase in the process for the hiring manager, is receiving the Approved Independent Contractor Packet from the Compensation Team within HR. The packet will come attached to an email which will provide instructions for submitting the packet to CBS2 via the Service Now system. Once submitted, CBS2 will generate the actual contract with the Independent Contractor and provide invoicing instructions. 
    • Invoicing: All invoices should be sent to the official email provided by the CBS2 Team. Any questions or concerns related to invoicing should be sent to CBS2@ucmerced.edu.

 

Here are some frequently asked questions: 

  • Who can be independent contractors? 

    • Bona fide business – sole proprietors.

  • How to verify an independent contractor? 

    • Business cards, letterhead, and office address, TIN. 

  • Who cannot be an independent contractor? 

    • Any student (from UCM or any other UC’S), GA, TA, Faculty or Staff in the last two years.  In addition, if there is a title code for the job being performed, it is not IC. 

  • How to handle International IC requests? 

    • The process is the same. 

  • Can we pay stipends instead? 

    • No, stipends are for UCM staff and anyone that could receive a stipend could not qualify as an IC. If they are not an employee, the process detailed above is approrpriate.

 

Additional information regarding Independent Contractors can be found at: https://supplychain.ucmerced.edu/procurement/independent-contractors