GAP 200.371, Purchasing Services on University Administrative/Non-Sponsored Funds

  1. Overview
  2. Purchasing Services Provided within the United States (Domestic)
  3. Purchasing Services Provided Outside the U.S. (International)
  4. Exclusions to the Above Procedures

I. OVERVIEW

When engaging and paying individuals or legal entities for a specified time period to give professional advice or to render professional services for a fee on administrative/non-sponsored projects, the instructions below provide the context and the process. Examples include technical specialists, photographers, and consultants.

Given the varying business practices for services being provided domestically and in foreign countries, the procedures for engaging and paying for services in both instances are described below. Additionally, regarding the purchase of services in foreign countries, please note that the Office of Export Controls provides assistance with activities in embargoed/sanctioned countries. Financial transactions may be restricted in these countries. Please contact the Office of Export Controls before engaging in any activities involving sanctioned countries at export at duke.edu or refer to the ORS website for more information.

II. PURCHASING SERVICES PROVIDED WITHIN THE UNITED STATES (DOMESTIC)

Note that all purchased services greater than $10,000 require a Purchase Order. However, only purchases greater than $10,000 require an Outside Services Agreement (OSA with non-sponsored terms).

  1. Services costing less than $2,500
    No purchase order or OSA is required. Invoices should be submitted via the Online Accounts Payable Check Request. Complete an Independent Contractor Checklist (ICC) as described in GAP 200.128, Guidance on the Independent Contractor Checklist (ICC). Follow GAP 200.136, Accounts Payable Check Request to submit the check request with the ICC.

  2. Services costing $2,500 – $10,000
    Create a Buy@Duke Shopping Cart which will follow the departmental workflow for approval. Upon departmental approval of the Buy@Duke Cart, a Purchase Order will be created and sent to the Vendor.
    • Documents to be attached to the Shopping Cart:
    1. Completed Independent Contractor Checklist (ICC) as described in GAP 200.128, Guidance on the Independent Contractor Checklist (ICC);
    2. Completed Scope of Work and Term Sheet available for download on the Financial Services, Procurement > Forms website.
  3. Services greater than $10,000 

    1. Complete an OSA (non-sponsored terms) available for download on the Financial Services, Procurement > Forms website. The OSA should include the applicable terms required for services purchased using non-sponsored funds.
    2. Create a Buy@Duke Shopping Cart which will follow the departmental workflow for approval. Upon departmental approval of the Buy@Duke Cart, a Purchase Order will be created and sent to the Vendor.
    • Documents to be attached to the Shopping Cart:
    1. Completed Independent Contractor Checklist (ICC) as described in GAP 200.128, Guidance on the Independent Contractor Checklist (ICC);
    2. Completed OSA, as described above.

 

III. PURCHASING SERVICES PROVIDED OUTSIDE THE U.S. (INTERNATIONAL)

For international service, follow the three procedures outlined below:

A) Services costing less than $10,000
No Purchase Order or OSA is required. Invoices should be submitted via the Online Accounts Payable Check Request. Follow GAP 200.136, Accounts Payable Check Request.

B) Services costing greater than $10,000
Complete an OSA available for download on the Financial Services, Procurement > Forms website. The OSA should include the applicable terms required for services purchased using non-sponsored funds. A Purchase Order should be initiated in advance of services being rendered. 

IV. EXCLUSIONS TO THE ABOVE PROCEDURES

  • Duke University Health System purchased services
  • Services that include Protected Health Information or patient care (PHI)
  • Services that include Sensitive Electronic Information (SEI)
  • Facility repair and construction work
  • Collection of the ICC checklist is waived for DSMB members appointed by NHLBI/NIH