51³Ô¹ÏºÚÁÏ

The Independent Contractor Services Agreement (ICSA) process for guest speakers or short-term services is changing effective July 1. Please see below for information about the policy and updated procedure. 

Policy

An should be used for contracts with individuals engaged in technical, professional, or specialized services such as guest speakers, performers, and individuals who:

• Provide one-time, non-recurring services.
• Are to be paid a flat fee which may include travel expenses. 
  • Travel cost estimates should be included in the total lump sum payment.
  • The traveler should make their own arrangements. 
  • Payments will be processed after the independent contractor completes the services or the engagement.
  • A PCard should not be used to pay for travel arrangements. 
  • The proposal or purchase order should indicate the price, but in no event should the total price, inclusive of all expenses, exceed $25,000.
• Will not receive separate payments for reimbursable expenses.
• Are not otherwise employed by the Nevada System of Higher Education including 51³Ô¹ÏºÚÁÏ and all other institutions.

Procedure

The process for hiring individuals as guest speakers or for short-term services includes the following steps:

• Departments establish the individual's status as an independent contractor and not an employee.
  • If the independent contractor is a nonresident, contact the Nonresident Alien Tax Specialist Office at 702-895-1243 or nrat@unlv.edu for additional instructions prior to arranging their services or reserving travel accommodations.
• Departments inform the independent contractor to register through the .
  • If the independent contractor is not fully registered, a contract cannot be generated and they cannot receive payments.
• Once the independent contractor is fully registered, departments submits a 51³Ô¹ÏºÚÁÏ ICSA Contract Request through the Contract Management System (CMS).
  • Complete one ICSA per contract and follow all instructions. This includes completing the ICSA questionnaire and providing any relevant documentation (e.g., proposal, pamphlet, flyer, etc.)
  • Once submitted, the ICSA request will be routed to the Controller’s Office for approval.
  • To make a correction, email ic.contract@unlv.edu.
  • Departments should double check that the independent contractor’s email address matches the email address in the . If the email address is incorrect, the signature process will not function properly.
• Once the ICSA request is approved, Purchasing will convert the request into a contract and initiate the signature routing process within 10 business days via DocuSign.
  • The contract will be emailed to the independent contractor for signature.
  • The signed ICSA contract will be emailed to the department, the independent contractor, and the authorized signer upon completion.
• Once the department receives confirmation that the ICSA request has been approved, the department submits a :
  • Select the requisition type of ‘Independent Contractor’ and include the ICSA request number in the Internal Memo field of the requisition. No additional documentation or invoice is required. 
• Purchasing will issue the purchase order (PO) for the requisition after the contract is signed.
• Once the services or engagement are completed, the department creates a receipt for the PO for processing and payment.

For questions regarding this process, email ic.contract@unlv.edu.

If services from the Independent Contractor have already been performed, contact ic.contract@unlv.edu to receive information on how to proceed. 

Examples of Acceptable Short-Term ICSA

• Guest speaker or performer in classroom, brown bag lecture, or event
• Judge or reviewer for competitions, presentations, research, or paper submissions
• Guest conductor to include rehearsal, performance, and lecture over a week/short period

Examples of Non-Acceptable ICSA

• Speaking or performance engagements booked/paid through a representative
• Possible copyright: podcasts, representation, trademark or poems, song-writing, book-writing, logos etc.
• Royalty payments
• Construction: stages, walls, painting, plumbing, exhibits
• Teaching: classes or courses whether for credit or non-credit
• Long-term: services performed over the course of a semester or longer
• Repetitive: services performed repetitively during the course of a year