Santa Clara University

If outside consultant costs are to be paid by the sponsor, their prior approval generally is required unless specifically provided for in the approved proposal or award. The principal investigator must document the selection of an independent consultant on the basis of qualifications, resources and experience. Independent consultants may not be used to direct or perform a major portion of the program; rather they are expected to be used infrequently and primarily to provide technical expertise and advice.

The services of an independent consultant should be obtained by preparing a Consulting Agreement (see Appendix B), available from SPO, which must include or be accompanied by a written statement that contains an overall description of the services desired. The Consulting Agreement establishes a contract with the consultant to deliver services. Reimbursable expenditures are limited to those costs which are allowable to employees under University policy and by the sponsor. The fee should represent the best estimate of the current market value of the services provided, since compensation must be judged reasonable in relation to the services provided.

After the services are performed, the consultant submits an invoice or Sponsored Projects Office Consultant and Professional Services Billing Form (see Appendix B) to the principal investigator. The invoice should state the nature of the services and dates during which they were provided. This is attached to a payment request and forwarded to SPO.

Additionally, outside consultants are required to sign a Santa Clara University Copyright and Patent Agreement, which is available in SPO. A copy of this form is included in Appendix B.