... Professional Services

CONSULTANT POLICY AND PROCEDURES

The Consultant/Travel expense or Honorarium transaction allows departments to enter a FMS requisition for Outside Services for the reimbursement of allowable travel expenses and daily service fees of an individual while recognizing and documentation the process through FMS process.

The consultant/travel expense or Honorarium transaction is for requests of Outside Services that are not contracted through the procurement process.

Outside services are defined as services provided by individuals who are invited to the UT-HSC for the purpose of research, lectures, interviews, statistical analysis, translation service, etc.

 Please note: Miscellaneous services lasting longer than four (4) consecutive months or exceeds $25,000 should be processed using procurement contract or reviewed for temporary employee status.

• Approval for an Outside Service must be obtained through the FMS process to arrival of the individual.
  
• Reimbursement payments will not be made from any federal grant or contract fund to employees of the federal government without specific written approval of the granting or contracting agency.
  
• Travel advances are not available to individuals providing outside services.
  
• Outside Services provided by individuals will be authorized only when they are essential and such services cannot be provided by salaried staff of the institution. It is the responsibility of the program director to select the most qualified individual available (considering the nature and extent of services to be required) to provide these services.
  
• Individuals from other than the University of Texas system will ordinarily be reimbursed for travel expenses plus a daily service fee based on the number of days of service provided. The individual’s travel expenses must comply with UT-HSC travel policy as stated in the Travel Guide in order to be reimbursed. Daily service fees are not to exceed $500 per day. Daily service fees will not be paid to individuals being considered for employment at UT-HSC without the specific approval of the institutional head.
  
• Individuals from other University of Texas system components will be required to submit a copy of an approved “no cost travel authorization” from their UT system component is UT-HSC is expected to reimburse travel expenses. Component honorariums $500 or less can be processed without presidential approval. Honorariums in excess of $500 require approval from the both component presidents prior to services rendered.

Upon completion of the service, payment to the individual is requested by submitting to the Accounting Department a “Consultant Expense Worksheet” to reflect itemized expenses. Original receipts and/or any other documentation necessary to support the expenses should be included in the reimbursement package.

DEPARTMENT’S RESPONSIBILITY:

• There must be evidence that the selection process has been employed to secure the most qualified person available.
• Could this service be provided by a member of the institution staff rather than by outside service?
• Submit completed Request for Professional Services (RPS) form with authorized approval signatures. Vendor code is to be included. RPS form is to be used for recruitment, guest speaker/lecturer or services being rendered by an individual. The 20 factor questions must be answered on each form.
• Request vendor code if necessary using on-line form
• Contact Corporate Travel for Travel reservations (optional)
• Consultant using personal transportation will be reimbursed for most cost effective route. First class airfare/train is not reimbursed.
• Make hotel reservations using contracted hotels and direct bill hotels (optional)
• Verify availability of funds before entering requisition. Upon completion of services submit State of Texas purchase voucher with itemized expenses and signatures. Attach original itemized receipts.
• Honorarium cannot exceed $500 per day.
• Foreign Nationals will be handled on a case-by-case basis to ensure compliance of INS and IRS tax rules and policy statements.
• State funds can not be used to compensate individuals who where in employed within previous twelve months.

Voucher processing requirements (Required documents for voucher payment)

• Invoice Information Page (showing ALL lines of voucher)
• Voucher Summary Page
• Requisition Schedule & Distribution (click on view all to reference all Purchase orders associated with this transaction)
• Cost Travel Page and Segment
• Stamp “final” on voucher to release residuals encumbrance.
• Modify purchase order to reflect changes
• Process voucher for reimbursement of expenses or payment for services rendered.
• Consultant Expense Worksheet must be signed by the provider of services or by two individuals from the department.
• Original receipts

 

Helpful link: Request for Professional Services

http://legal.uth.tmc.edu/hoop/13/13_38.html

 

Updated: 11/2/2007

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Last updated August 26, 2008