Off-campus vendor agreements
How to Disburse Your Grant Funds Off-Campus
This page is designed to help you through the process of moving your grant money where it needs to go off-campus. It lays out some of the most common ways to compensate or recognize community collaborations. Note that the following information is a general guideline of how to disburse your grant money, and it is always advised that you speak with your department’s financial liaison and/or your Business Service Center (BSC).
|
Type |
When to Use |
Method |
Process |
Other Important Information |
|
Honorarium |
Intended as a gift to an individual for a service that is rendered normally without charge, there is no research being conducted, and no long-term collaboration |
Disbursement Voucher |
Email Correspondence with BSC |
Could have negative tax implications for the recipient, there are limits on how many honoraria individuals can receive - for further questions contact your BSC
If there is any type of invoice, bill, or contract, an Honorarium cannot be used
If anyone is paid more than $600 in a fiscal year, they will get a 1099 |
|
Donation |
One-time compensation to an entity for a collaboration that does not involve research with the partner, and should only be used for domestic collaborations |
Disbursement Voucher |
Email Correspondence with BSC |
Payments over $500 must be approved by the Community Relations Office If there is any type of invoice, bill, or contract, a donation cannot be used |
|
Independent Contractor Agreement |
Collaborations with an individual, sole proprietor, or single member LLC |
Purchase Order |
*See process below |
Individual working outside of the United States: Use International Independent Contractor Agreement for international work International Independent Contractor Agreements must be approved by the International HR Director. Visit Navigate for more information |
|
Professional Services Agreement (PSA) |
When collaborating with an entity such as a corporation, LLC, LLP, or non-profits for a year or less, for domestic use only |
Purchase Order |
*See process below |
For international companies: Use International independent Contractor Agreementinternational work |
|
Community-Engaged Service Agreement (link to agreement below) |
This agreement uses language that is more conducive to community-engaged collaborations. Can be used in place of the PSA |
Purchase Order |
*See process below |
Reach out to Risk Management and Insurance if a change in the Indemnification or insurance policies in this agreement is required, they are happy to adjust those portions to fit community partners' needs |
|
Guest Speaker Fee |
Used to compensate an individual for a single speaking event |
Disbursement Voucher |
Email Correspondence with BSC – include vendor information and invoice/bill |
|
Note:
- For further information on transaction and signature authority see University policy 4.2
- It is advised to start the contract process as soon as possible, and approval time can vary greatly
- Please ensure you liaise with the University Counsel’s Office prior to signing any contracts other than those listed above, particularly if an exchange of funds is envisioned
Processes:
- Disbursement voucher: should be done in collaboration with your BSC
- * Purchase Order (PO)
- Steps for a successful PO:
- Send the Service Provider Questionnaire to vendor
- Once the Service Provider Questionnaire is sent back, complete the Service Provider Evaluation Worksheet
- Complete the ICA (Independent Consultant Agreement) or the PSA (Professional Services Agreement) with the vendor (*do not sign at this stage*)
- Send all of the documents mentioned above to your BSC
- Note: if the request is over $25000, the first step is to speak with your BSC about going through the bid process
- For more information visit the Contracts for Services Page on the DFA site
- Steps for a successful PO:
Think you need to use an MOA? Consider the following:
- MOAs are used to facilitate an intended substantial collaboration between Cornell University and another university, institute, foundation, or similar entity
- MOAs cannot themselves be used as a way to transfer money to a partner
- If conducting a project internationally, an MOA must go through the University's contract management platform
- Project Agreements (PAs) are added under the initial MOA to define the scope of work and specific projects, scholarly exchanges, or joint research
- All MOAs and PAs must be approved and signed by the authorized signatory for your unit (typically the college/school dean or the vice provost for international affairs)
- They must also go through your BSC and the Dean of the College
- For international MOAs and project agreements, please direct all questions to the Cornell Global Operations team at globaloperations@cornell.edu.
- For domestic MOA inquiries, reach out to OEI’s Domestic Logistics Coordinator, Sarah Hazlitt (seh286@cornell.edu)
MOUs
- If a potential collaborator sends you an “MOU” or any other type of contract (even if it purports to be non-binding), please liaise with the University Counsel’s Office
For International Projects:
For information regarding international partnerships/collaborations, please visit Navigate's International Agreements and Contracts page.
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