Synopsis
Duke employees may not be consultants on sponsored projects at Duke.
As opposed to subcontractors, consultants:
- May be individuals or firms
- Provide identical services to others as part of their primary business
- Provide expertise vital to the project, but do not have authority over the direction of the project
- Are provided with specifications defining their contribution to the project
Before a consultant can be hired on a 3xx code for an amount above $2,500, a contract for the consultant's services must be reviewed and approved by ORS*.
PostAward Procedure
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ROLES AND RESPONSIBILITIES
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DEPT*
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:: Completes PR*, OSA*, Independent Contractor Checklist (for individuals), and Rebudget form if required
:: Forwards all forms to ORS*
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ORS*
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:: Determines if sponsor prior approval is required
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If sponsor approval is required...
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If sponsor approval is not required...
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DEPT*
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:: Writes letter requesting permission to hire consultant
:: Sends to ORS*
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ORS*
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:: Reviews letter
:: Co-signs and returns to DEPT*
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DEPT*
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:: Forwards request to sponsor
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ORS*
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:: Receives sponsor approval
:: Notifies DEPT*
:: Sends copy to OSP*
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ORS*
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:: Reviews documents and award budget
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ORS*
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:: Forwards PR* and OSA* documents to Procurement
:: Forwards Rebudget form to OSP* if needed
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PROCUREMENT
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:: Reviews, negotiates, and signs off on contract
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OSP*
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:: Reviews and gives final approval on Rebudget form
:: Revises SAP R/3* to reflect the rebudgeted figures
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DOCUMENTATION: OFFICES OF RECORD
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DEPT*
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:: Keeps copy of PR* and OSA*
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ORS*
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:: Keeps copy of PR*
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PROCUREMENT
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:: Keeps copies of all documentation
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SPECIAL NOTES
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Hiring of architects, engineers, contractors, attorneys, and auditors must be arranged through the appropriate Duke office. See GAP* 200.131.
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