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Use of Independent Contractor Agreements

(aka: service providers, consultants)

Keene State College bid parameters still apply, even when written in a grant.

Independent contractors:

  • May be an individual or a partnership – Banner users can search entity by entering FTMVEND on the General Menu screen. (Corporations are coded with a “C”)
  • May be Non-profits
  • Do not meet IRS definition of “employee”
  • Are not a USNH employee, nor has a personal or familial relationship with a USNH employee
  • Need special approval if legal, insurance, or accounting and auditing.
  • Contracts must be in to the Purchasing Office two weeks prior to work dates
  • Once approved, a requisition must be entered for services rendered

You may need to use an Independent Contractor agreement when you:

  • Need a unique service not available from another source within USNH or not at time needed
  • Need a unique service outside of USNH. Should be qualified, cost effective, etc.

Independent Contractor Agreements need to contain:

  • Basic info
  • Hiring admin info
  • Description of service
  • Dates of service
  • Fees and payment arrangements
  • Selection process for choosing this Independent Contractor
  • Funding source
  • Employee vs Independent Contractor determination checklist
  • Independent contractor signature.
  • Hiring Administrator signature

If not already an active USNH/KSC vendor:

Payment Options

The hiring department can then enter a Requisition in Banner; forwarding the agreement to the Purchasing Department (original preferred but copy is acceptable). Departments should retain a copy of the agreement. The Campus Purchasing Department reviews the agreement, noting that appropriate insurance coverages are in place. The Requisition is converted to a PO. Changes follow a similar process.

Risk Assessment:

Each activity on campus requires a risk assessment. Those that are considered risky or put the college in a greater liability position will require a certificate of insurance or completed hold harmless form from the campus visitor. Please contact us with any/all questions BEFORE the event.

The hold harmless form for most artists, performers and lecturers will not be required IF the Artist Agreement is completed BEFORE the event.

Contact Purchasing

Fiske Annex, M-1601
Keene State College
229 Main St, Keene NH 03435
☎ 603-358-2494 (pcard, vendor, and general questions) (travel related items) (printer questions and copy codes)