Independent Contractors

Independent Contractors (aka Consultants) are individuals, organizations, or businesses that provide a service, and who are not employees of the University.

To engage and pay an independent contractor on your sponsored project, work with your Grant Manager.

Independent Contractor Agreements are required only when one or more of the criteria below are present:

  • the amount being paid for services is $15,000 or greater
  • the agreement involves work overseas or payment to a non-U.S. person
  • when independent contractors are working with minors

All independent contractors are paid in SciQuest via the the “NonPO Payment Request Form” and the payment type of “Speakers/Performers/Consultants”. Please note that it takes 30 days for Ball State to issue payment.

All independent contractors must use the invoice template when requesting payment. This template is available from your Grant Manager. All independent contractors must sign the invoice template.  

Please note:

  • External invited speakers are independent contractors.  
  • University employees, even when they are being paid extra compensation or performing duties outside of their job descriptions, are NOT independent contractors. 
  • Any person that has been paid as a University employee within the current calendar year must be paid through payroll and is NOT able to be considered an independent contractor.

Instructions for (Some) Independent Contractors: UEIs

Some Independent Contractors will be asked to provide a Unique Entity ID (UEI) if the funding source of the project involves federal dollars. Individuals will not be asked to provide a UEI; foundations, Non-profits, corporations, or other institutions will be asked to provide a UEI.

A UEI can be obtained for FREE by signing in to SAM.gov and selecting “Get Started,” then choosing “Get Unique Entity ID.”

This guidance video clearly explains the process of how to get a UEI.

Instructions for (Some) Independent Contractors: Federal Funds

When the source of funds for the project is ultimately federal, Ball State's current business process is to include Exhibit C in the Independent Contractor Agreement Template (PDF) and to use the federal version of the invoice template. This template is available from your Grant Manager.  

If you are unsure whether or not to include this attachment, contact your Grant Manager.  

Forms for Working with Independent Contractors