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budget-finance:scope-of-work

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budget-finance:scope-of-work [2025/04/16 22:39] – created Matt Mitchellbudget-finance:scope-of-work [2025/04/16 22:52] (current) – Matt Mitchell
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-====== Submitting a Scope of Work (SOW) for a Service Provider: Step-by-Step Guide ======+====== Submitting a Scope of Work (SOW) for a Service Provider  ====== 
 + 
 +===== Step-by-Step Guide =====
  
 This guide describes using an online unity form for creating and submitting a scope of work (SOW) for approval. **__An SOW is required before__**  hiring an independent contractor, or service provider, to perform work for the university. An SOW is required for service providers who are individuals or sole proprietors, operating under a Social Security number (SSN) for payment. Foreign service providers eligible to be paid on an SOW may or may not have an SSN. This guide describes using an online unity form for creating and submitting a scope of work (SOW) for approval. **__An SOW is required before__**  hiring an independent contractor, or service provider, to perform work for the university. An SOW is required for service providers who are individuals or sole proprietors, operating under a Social Security number (SSN) for payment. Foreign service providers eligible to be paid on an SOW may or may not have an SSN.
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   * It is **__prohibited__**  to use other, separate procurement methods (procurement card, travel card, CU Marketplace non-catalog order, or non-employee reimbursement form) to cover costs associated with an independent contractor who is paid using an SSN.   * It is **__prohibited__**  to use other, separate procurement methods (procurement card, travel card, CU Marketplace non-catalog order, or non-employee reimbursement form) to cover costs associated with an independent contractor who is paid using an SSN.
  
-===== Before You Begin  =====+===== Before You Begin =====
  
 Make sure you have time to complete the form in one sitting (10-15 minutes). You cannot stop and save the form to complete it later. You should have the following information before creating and submitting an SOW form: Make sure you have time to complete the form in one sitting (10-15 minutes). You cannot stop and save the form to complete it later. You should have the following information before creating and submitting an SOW form:
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 You may also want to visit [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/hire-independent-contractor-scope-work|Hire An Independent Contractor (Scope of Work) | University of Colorado (cu.edu)]] for more information about policies and procedures. You may also want to visit [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/hire-independent-contractor-scope-work|Hire An Independent Contractor (Scope of Work) | University of Colorado (cu.edu)]] for more information about policies and procedures.
  
-===== Requesting a Service Provider through an SOW  =====+===== Requesting a Service Provider through an SOW =====
  
 To create an SOW request: To create an SOW request:
  
-  - From [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/hire-independent-contractor-scope-work|cu.edu/docs/scope-work-sow-form]], click **Scope of Work (SOW) Form**. An online web form appears. Required fields appear with a red asterisk (*****).+  - From [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/hire-independent-contractor-scope-work|cu.edu/docs/scope-work-sow-form]], click **Scope of Work (SOW) Form**. An online web form appears. Required fields appear with a red asterisk (*).
   - Click the **No **option to indicate you are creating a new SOW.   - Click the **No **option to indicate you are creating a new SOW.
  
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   - Complete the information about yourself as the requester: Name, email, phone number, campus, department, and department number. Refer to SEHD Info table for the department number.   - Complete the information about yourself as the requester: Name, email, phone number, campus, department, and department number. Refer to SEHD Info table for the department number.
  
-  - All SOW requests must be approved by the Department approver, so click the **No**  option to the question asking whether you are also providing department-level approval of the SOW request. This option will allow the department approver to **__review and revise__** the SOW before it is sent to the service provider. Their signature is not collected at this time.+  - All SOW requests must be approved by the Department approver, so click the **No**  option to the question asking whether you are also providing department-level approval of the SOW request. This option will allow the department approver to **__review and revise__**  the SOW before it is sent to the service provider. Their signature is not collected at this time.
  
   - Enter the **Organizational Unit Approver Name **and **Approver Email **fields. Refer to SEHD Info table.   - Enter the **Organizational Unit Approver Name **and **Approver Email **fields. Refer to SEHD Info table.
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 This email provides the service provider with step-by-step instructions on how to complete the Scope of Work form. We recommend forwarding the email to the service provider with a brief message notifying them of the email because some people do not open emails from senders they do not recognize. Below is an example email you could include when you forward the email. This email provides the service provider with step-by-step instructions on how to complete the Scope of Work form. We recommend forwarding the email to the service provider with a brief message notifying them of the email because some people do not open emails from senders they do not recognize. Below is an example email you could include when you forward the email.
  
-Hi _______, This scope of work contract request is for your work on my project. We need an approved Scope of Work Contract in place so we can pay you for your services. Please complete the action steps listed in the email below. Please let me know if you have any questions.+Hi (insert name here), This scope of work contract request is for your work on my project. We need an approved Scope of Work Contract in place so we can pay you for your services. Please complete the action steps listed in the email below. Please let me know if you have any questions.
  
-==== Next Steps: Signatures, Approvals, and ES Review  ====+==== Next Steps: Signatures, Approvals, and ES Review ====
  
 After you submit your SOW request, an email is sent to the service provider with access to the SOW form to enter their details and sign the form. After you submit your SOW request, an email is sent to the service provider with access to the SOW form to enter their details and sign the form.
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 **Note: **If the service provider does not complete their section in 10 days, an email reminder is sent to the requester to ask the contractor to complete and return the form. If after 60 days the service provider has not completed the form, the request is canceled, and the requester is notified. The requester can contact the SOW team ([[sow@cu.edu|sow@cu.edu]]) and ask to have the request reopened for another 60 days. **Note: **If the service provider does not complete their section in 10 days, an email reminder is sent to the requester to ask the contractor to complete and return the form. If after 60 days the service provider has not completed the form, the request is canceled, and the requester is notified. The requester can contact the SOW team ([[sow@cu.edu|sow@cu.edu]]) and ask to have the request reopened for another 60 days.
  
-===== Approval Process and Routing to Employee Services  =====+==== Approval Process and Routing to Employee Services ====
  
 Once the SOW has been signed by the service provider, the department organizational unit approver specified in the request receives an email notification from [[SOW@cu.edu|SOW@cu.edu]] indicating an SOW is ready for their final approval and signature with a link to the form. Once the SOW has been signed by the service provider, the department organizational unit approver specified in the request receives an email notification from [[SOW@cu.edu|SOW@cu.edu]] indicating an SOW is ready for their final approval and signature with a link to the form.
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 Once the department organizational unit approver acknowledges the service to be provide__d __  and submits the form, it is routed to ES for review and full approval. Once the department organizational unit approver acknowledges the service to be provide__d __  and submits the form, it is routed to ES for review and full approval.
  
-==== Employee Services Review and Full Approval of SOW  ====+==== Employee Services Review and Full Approval of SOW ====
  
 When ES receives the SOW for review, the requester receives a confirmation email that ES is reviewing the request. This email also includes the SOW number assigned to the request. When ES receives the SOW for review, the requester receives a confirmation email that ES is reviewing the request. This email also includes the SOW number assigned to the request.
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   * **Approve the request. **If ES approves the SOW, the requester will receive an email indicating the form has been processed with a copy of the approved SOW form attached.   * **Approve the request. **If ES approves the SOW, the requester will receive an email indicating the form has been processed with a copy of the approved SOW form attached.
   * **Forward the request. **If International Tax approval is required, the form will be routed accordingly.   * **Forward the request. **If International Tax approval is required, the form will be routed accordingly.
-==== Next Steps: Preparing for Payment of Services  ====+==== Next Steps: Preparing for Payment of Services ====
  
 After receiving fully-approved SOW from ES: After receiving fully-approved SOW from ES:
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   * If the service provider is retired and receiving PERA benefits, they must complete a Disclosure of Compensation form after every payment they receive. The Disclosure of Compensation form is available at [[https://www.copera.org/files/ddaf6b12e/2-55.pdf.|https://www.copera.org/files/ddaf6b12e/2-55.pdf.]] (PERA does provide this form as a stand-alone document, so your best option is to get it from this booklet.) Completed forms should be scanned and emailed to [[SOW@cu.edu|SOW@cu.edu,]] please copy [[sehdfinance@ucdenver.edu|sehdfinance@ucdenver.edu]] in your email.   * If the service provider is retired and receiving PERA benefits, they must complete a Disclosure of Compensation form after every payment they receive. The Disclosure of Compensation form is available at [[https://www.copera.org/files/ddaf6b12e/2-55.pdf.|https://www.copera.org/files/ddaf6b12e/2-55.pdf.]] (PERA does provide this form as a stand-alone document, so your best option is to get it from this booklet.) Completed forms should be scanned and emailed to [[SOW@cu.edu|SOW@cu.edu,]] please copy [[sehdfinance@ucdenver.edu|sehdfinance@ucdenver.edu]] in your email.
  
-==== Amending an SOW  ====+==== Amending an SOW ====
  
 An SOW needs to be amended when something changes during the original SOW period, such as the contract end date or total costs. Only fully approved SOW forms can be amended. An SOW needs to be amended when something changes during the original SOW period, such as the contract end date or total costs. Only fully approved SOW forms can be amended.
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 The form is routed to ES for their review and approval. The requester receives an email confirmation that the revisions have been received. Once ES approves the amended SOW, copies of both the original and the amended SOWs are emailed to the requester. All SOW forms are required to be uploaded into Marketplace, or when you contact Change Order ([[changeorder@cu.edu|changeorder@cu.edu]]) to be processed by the Procurement Service Center. The form is routed to ES for their review and approval. The requester receives an email confirmation that the revisions have been received. Once ES approves the amended SOW, copies of both the original and the amended SOWs are emailed to the requester. All SOW forms are required to be uploaded into Marketplace, or when you contact Change Order ([[changeorder@cu.edu|changeorder@cu.edu]]) to be processed by the Procurement Service Center.
  
-===== Contact Us  =====+===== Contact Us =====
  
 **SEHD Finance team:**  [[sehdfinance@ucdenver.edu|sehdfinance@ucdenver.edu]] **SEHD Finance team:**  [[sehdfinance@ucdenver.edu|sehdfinance@ucdenver.edu]]
  
-**SOW questions: ** [[SOW@cu.edu|SOW@cu.edu]]+**SOW questions: **  [[SOW@cu.edu|SOW@cu.edu]]
  
-**SOW for foreign nationals: ** [[IntlTaxAppts@cu.edu|IntlTaxAppts@cu.edu]]+**SOW for foreign nationals: **  [[IntlTaxAppts@cu.edu|IntlTaxAppts@cu.edu]]
  
 For more information, visit [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/hire-independent-contractor-scope-work|Hire an Independent Contractor (Scope of Work) I University of Colorado (cu.edu)]] For more information, visit [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/hire-independent-contractor-scope-work|Hire an Independent Contractor (Scope of Work) I University of Colorado (cu.edu)]]
  
  
budget-finance/scope-of-work.1744843171.txt.gz · Last modified: 2025/04/16 22:39 by Matt Mitchell