Contract Information Sheet Procedures
Questions regarding these procedures should be directed
to Marty Powell at 860-679-2284 or
powell@adp.uchc.edu.
However, if the source of funds for the contract is from
a sponsored program, contact Paul Hudobenko at
860-679-3951 or
hudobenko@adp.uchc.edu.
Contact Deb Gaudreau at 860-679-2434 or
gaudreau@adp.uchc.edu
for assistance in completing the O.R.S.P. version of the
Contract Information Sheet.
Note: Contractors may not begin service prior to
receiving a fully executed contract and UConn Health Center
personnel may not begin working under a contract without it
being fully executed.
Information/ Procedures
(1) The Contract Information Sheet (CIS) is an internal
document that provides information to generate a Personal
Services Agreement (PSA) for services that will cost over
$3,000.00. Please obtain the most current version of the CIS
form from the Grant & Contracts public folder.
(2) An Independent Contractor Verification Checklist
must be completed for a proposed Personal Service
Agreement with an individual to determine if the individual
meets the criteria of an independent contractor or employee.
It is important, for federal tax purposes, to distinguish
between an employee and an independent contractor. This form
must accompany the CIS.
(3) A “Non-Compliance Procurement – Consultant Services
Exemption Request Form” must be completed and attached to
the CIS when consultant services either have not been
successfully bid or have not gone through the bid process.
If you would like assistance in completing the Contract
Information Sheet (CIS), please contact Marty at
860-679-2284.
Instructions for Completing the Contract Information Sheet
(1) Contract Type:
- New: The Contractor is being used for the first time, or the
proposed contract is not a renewal of a prior contract.
- Renewal: The proposed contract is a continuation of a prior
contract. The start date of a contract renewal must be the
day following the end date of the previous contract.
- Amendment: This option is used to alter, change or revise
any major contract term, condition and/or amount. Contract
amendments must be fully executed (signed by all parties
including the Attorney General) prior to the expiration date
of the existing contract.
(2) Contractor:
The contractor's complete name and
address, as on file with the Internal Revenue Service (IRS).
- Contact Person: The full name (no nicknames), business
title and phone number of the person to whom contract will
be mailed.
(3) Social Security Number or Federal Employer
Identification Number:
- Social Security Number: The social security number for an
individual or a partnership entity.
- Federal Employer Identification Number: The federal employer
identification number for an incorporated entity.
(4) Health Center Department:
The name of the department
initiating the contract.
- Contact Person: The person's name in your department to whom
the fully executed contract (signed by all applicable
parties) will be sent.
- Program Director: The name of the Program Director or
Department Head responsible for the contractor's activity.
(5) Effective Dates:
The dates the contractor will start and end the service(s). Please be specific and include month, day and year.
Contract work cannot begin prior to the contract start date
and should not be performed beyond the end date.
(6) Amount::
The maximum amount to be paid to the Contractor, or received
by the Health Center (Income Contract) for services provided
including travel and miscellaneous reimbursable, expenses.
(7) Coding:
The FRS account, including sub code, from which payment will
be made to the contractor. FRS coding is also necessary for
contracts that will result in income to the Health Center.
(8) Description of Services:
A brief description of what service the Contractor will be
providing during the period of the contract. Continue this
description of services on an attached sheet, if more room
is needed. Additional detailed information you wish to be
used as an attachment to the contract should be included
with the CIS. The description of services should begin with
the phrase: “The Contractor agrees to ….”
(9) Cost Determination:
The unit rate (fee per hour, day, week, month, etc.) for the
services to be provided, including a payment schedule, and
other detailed information as may be appropriate to the full
understanding of the contract's cost.
(10) Services available through other State Agencies:
(See
explanation for #12)
(11) Competitive Bidding/Alternative Proposals:
(See
explanation for #12)
(12) Individual (Sole Proprietor or Guest Lecturer) or
Business (Partnership or Corporation):
Items (10), (11) and (12), as described on the Contract
Information Sheet are
self- explanatory. They must be answered as required by the
Commission on Human Rights and Opportunities compliance
regulations set forth in the Connecticut General Statutes.
Inadequate responses to these questions will delay the
processing of your contract.
Note: Item (11) requires a written explanation for either a yes or
a no answer.
(13) Approvals:
The Contract Information Sheet must be signed by the
Department Head and the appropriate Finance Officer prior to
being submitted to Grants & Contracts for processing. Any
sheet not fully
approved when received in the contracts office will be
returned to you to obtain the required approvals.
The completed and approved sheet must be forwarded to the
contracts office (MC 5335), 60 days in
advance of the start date of the contract. This will allow
enough "lead time" for the contract to be routed to all
signing parties, including the contractor, the Health
Center's designated official and the Attorney General's
Office. Contracts in excess of $500,000 must be approved by
the Board of Trustees prior to being signed by the Health
Center's designated official. Please take this into
consideration when planning the start of the proposed
agreement. |
