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. SPA has also created procedures for Administrative Coordinators.

An invoice using the appropriate template is always required for independent contractors.

The invoice must be signed by the independent contractor and by the PI.

An Independent Contractor Agreement is required in certain cases—specifically, 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, regardless of dollar amount
  • when independent contractors are working with minors, regardless of dollar amount; there is a specific template for work with minors

All independent contractors are paid in JAGGAER via the the “NonPO Payment Request Form”, the payment type of “Speakers/Performers/Consultants”, and the account code “Consultants -730030”. Please note that it takes 30 days for Ball State to issue payment.

Please note:

  • External invited speakers for sponsored projects 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: Federal Funds

When the source of funds for the project is federal or federal flow through, Ball State's current business process is to use the federal version of the Independent Contractor Agreement and to use the federal version of the invoice template.

If you are unsure whether the source of funds is federal or federal flow through, you can check the Cayuse proposal record (General Proposal Information, Instrument Type) or you can contact your Grant Manager. 

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.

Agreement Templates for Working with Independent Contractors