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Independent Contractor Research Foundation

Independent Contractors (IC) are individuals who are subject to the control of or direction from the Research Foundation/University other than as it relates to the end results of the work performed. The ICs’ work is typically specialized or technical in nature and requires knowledge, experience, or abilities that are not available through the normal hiring process. An IC may not be a Research Foundation or CSU employee. Services to be performed as an IC must not displace the work of any employee or fall into one of the Research Foundation/CSU Classification and Qualification standards. In order to qualify as an IC, the individual must provide services without the direction/control of the hiring entity, perform work that is outside of the usual course of the University and Research Foundation’s business and be customarily engaged in an independently established trade, occupation, or business of the same nature as the work performed. Payment for services is based upon completion of specific work, rather than time worked.

For in-person services or events, it is the responsibility of the requesting department to ensure that campus visitors follow current campus COVID-19 protocols when visiting the campus. Please visit Reuniting the Beach to stay up-to-date on the most current information. 

Requisition Required?

LBFDN - An IC Form is required on all Research Foundation IC Purchases

Yes - A requisition is required

The minimum time for generating a dispatched purchase order:

A minimum of 10 working days after Purchasing received all completed documentation.

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?

All LBFDN independent contractor (IC) requests must be routed through the Research Foundation IC Administrator (Bridgette Pruitt) by submitting a completed “Independent Contractor Pre-Hire Determination Form” at least two weeks prior to the service start date. This will allow us to conduct an initial determination as to whether or not the individual qualifies as an IC. If approved, the requestor will be notified by the IC Administrator. The requestor will be instructed to move forward with securing an IC Agreement with the individual and submitting an on-line requisition to process the PO (if deemed necessary by the Research Foundation Administrator).

Additional Forms or Requirements?

Yes.

*Background check is required when working with minors or when HR deems required. Contact the Research Foundation HR Dept. for assistance.

By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).

For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Payments and Approvals

Must be paid directly by the Research Foundation Accounts Payable office, no P Card and no employee reimbursement permitted.

  1. Permitted Payment Options: Based on category guidelines
    • PO – Allowed
    • PCard – Not Allowed
    • One Card – Not Allowed
    • Direct Pay – Not Allowed
  2. Employee Reimbursement – Not allowed. All requests for payment must first be routed to the Research Foundation IC Administrator (Bridgette Pruitt) for approval, then they will be routed for payment to Accounts Payable.
  3.  Documents required for this type of payment:
    • Supplier Invoice (only with a PO)
    • If the supplier is not currently in PeopleSoft, then include the Vendor 204 form or W8Ben (If International Vendor)
  4. Electronic approval (via email) sent directly to; FND-invoices@csulb.edu.
  5. All payments will be issued by the Accounts Payable department

Note: Invoices received by Accounts Payable, prior to payment, are routed to the requestor or approver to verify completion of service. Reference the Invoice Approval process for more information.

Additional Notes

Suppliers that are not California residents may be subject to tax. Non US residents may not be eligible for payment of any type. Contact the University Tax Specialist for more information before proceeding with any engagements.

All LBFDN independent contractor (IC) requests must be routed through the Research Foundation IC Administrator (Bridgette Pruitt) by submitting a completed “Independent Contractor Pre-Hire Determination Form” at least two weeks prior to the service start date. This will allow us to conduct an initial determination as to whether or not the individual qualifies as an IC. If approved, you will be notified and instructed to move forward with securing an IC Agreement with the individual. , Once approved, the requestor will then submit an on-line requisition to process the PO if deemed necessary through the Research Foundation Administrator. The Contractor never sees the PO, it is created by the Buyer only as a means to payment.

Common GL Account(s) to Use

660835 – Lectures & Performances

613800 – Consulting Contract Services

Refer to your Division/College/Department for additional policies and procedures.