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budget-finance:scope-of-work

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budget-finance:scope-of-work [2025/04/29 19:46] – [Before You Begin] Daisy Salazarbudget-finance:scope-of-work [2025/04/29 20:34] (current) – Daisy Salazar
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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 =====
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       - Indicate whether the service provider is retired and receiving PERA benefits. If Yes, be aware that the provider must complete a Disclosure of Compensation form after every payment they receive. The Disclosure of Compensation form is available at [[https://www.copera.org/|www.copera.org]].Completed forms should be scanned and emailed to ES at [[SOW@cu.edu|SOW@cu.edu.]]       - Indicate whether the service provider is retired and receiving PERA benefits. If Yes, be aware that the provider must complete a Disclosure of Compensation form after every payment they receive. The Disclosure of Compensation form is available at [[https://www.copera.org/|www.copera.org]].Completed forms should be scanned and emailed to ES at [[SOW@cu.edu|SOW@cu.edu.]]
       - Include **required **information: first name, last name, and email address. If the provider has a business name they are doing business as (DBA), enter that as well.       - Include **required **information: first name, last name, and email address. If the provider has a business name they are doing business as (DBA), enter that as well.
- +        - ***Note: **If the provider will work under an EIN (business/company) rather than their SSN (individual), you do not need an SOW form approved by ES. Instead,__ please contact your corresponding fiscal staff for help. __  you will need to create the appropriate purchasing form in CU Marketplace and send invoices to [[https://APinvoice@cu/|APinvoice@cu.edu]] for payment. 
-***Note: **If the provider will work under an EIN (business/company) rather than their SSN (individual), you do not need an SOW form approved by ES. Instead,__ please contact your corresponding fiscal staff for help. __  you will need to create the appropriate purchasing form in CU Marketplace and send invoices to [[https://APinvoice@cu/|APinvoice@cu.edu]] for payment. +      - Indicate the citizenship of the service provider by selecting the correct radio button. 
- +        - If they are Foreign National, you will need to complete the Country of Citizenship, the Social Security question, and their anticipated immigration status for any U.S. services. 
-d. Indicate the citizenship of the service provider by selecting the correct radio button. +        - For additional guidance on permissible statuses, go to [[https://www.cu.edu/docs/international-ap-payments|International AP Payments | University of Colorado (cu.edu)]]. 
- +  - In the Proposed Work Information section, provide a full description of the services requested: 
-If they are Foreign National, you will need to complete the Country of Citizenship, the Social Security question, and their anticipated immigration status for any U.S. services. +      - In the required text box, describe in complete detail the deliverables, milestones, special terms, and service provider’s qualifications to perform the task. 
- +      - In the second text box, describe credentials, previous experiences, or any information about how this service provider was selected. 
-For additional guidance on permissible statuses, go to [[https://www.cu.edu/docs/international-ap-payments|International AP Payments | University of Colorado (cu.edu)]]. +        - **Note:**  You can copy information from other files, and press Ctrl + V to paste it into these text boxes. If you have more information, you can attach documents as described later in this procedure 
- +      - Indicate whether the work will be performed on campus. 
-5. In the Proposed Work Information section, provide a full description of the services requested: +      - Indicate whether university equipment or supplies are needed. 
- +      - Indicate whether the work will be performed inside the U.S. 
-a. In the required text box, describe in complete detail the deliverables, milestones, special terms, and service provider’s qualifications to perform the task. +      - Indicate whether the service provider will be working with minors. If you select Yes, an additional prompt asks whether campus HR has performed a background check on the provider. A background check is required for anyone working with minors or vulnerable populations. 
- +  - In the Payment Details section, provide information about the contract: 
-b. In the second text box, describe credentials, previous experiences, or any information about how this service provider was selected. +      - Click the **Contract Begin Date **field and select a date from the calendar. Using calendars to select dates helps prevent errors when typing and ensures the correct date format (MM/DD/YYYY) is applied. The SOW process should be completed before the work begins. 
- +      - Click **Contract End Date **and select a date from the calendar. 
-**Note:**  You can copy information from other files, and press Ctrl + V to paste it into these text boxes. If you have more information, you can attach documents as described later in this procedure. +        - **Note: **Accounts Payable will not release payment for an invoice outside of these dates. To pay an invoice outside these dates, the requester must amend the SOW as described in //Amending an SOW //later in this guide. 
- +      - In the **Invoice Frequency **field, select from the dropdown box for the correct invoice frequency. 
-c. Indicate whether the work will be performed on campus. +      - In the **Total Cost of Service throughout Contract Period **field, enter the estimated total cost for the contract period to complete the services requested. 
- +      - In the **Other Costs **field, enter the estimated total additional costs (not included in the service rate), such as travel, if necessary. An additional text box will appear for you to type a description of other costs. 
-d. Indicate whether university equipment or supplies are needed. +  - If you have documents you would like to include, click **Attach Additional Documentation **to locate and select files. 
- +  - From the Internal Revenue Service Classification Factors Checklist, read each question and select either **Yes **or **No**. This portion of the form helps ES evaluate whether this service should be classified as an independent contractor role or an employee role. 
-e. Indicate whether the work will be performed inside the U.S. +      - ***Note: **The IRS defines someone as an independent contractor if the payer has the right to control or direct only the result of the work and not what will be done and how it will be done. The earnings of a person who is working as an independent contractor are subject to self-employment tax. For more information, visit [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/employee-services-procedural-statement-scope|https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/employee-services-procedural-statement-scope]]. 
- +  - Review the Service Provider Certification. 
-f. Indicate whether the service provider will be working with minors. If you select Yes, an additional prompt asks whether campus HR has performed a background check on the provider. A background check is required for anyone working with minors or vulnerable populations. +  - Click **Submit**. You will receive an email confirmation that the form has been submitted. 
- +      - An automatic email notification to the service provider (with the requester cc’d) will include instructions on how to complete the form and a link to access the form. This email will come from the [[SOW@cu.edu|SOW@cu.edu]] email address. 
-6. In the Payment Details section, provide information about the contract: +      - A second email will be sent to the service provider with their own random passcode to access the form. This code is needed to access the form.
- +
-a. Click the **Contract Begin Date **field and select a date from the calendar. Using calendars to select dates helps prevent errors when typing and ensures the correct date format (MM/DD/YYYY) is applied. The SOW process should be completed before the work begins. +
- +
-b. Click **Contract End Date **and select a date from the calendar. +
- +
-**Note: **Accounts Payable will not release payment for an invoice outside of these dates. To pay an invoice outside these dates, the requester must amend the SOW as described in //Amending an SOW //later in this guide. +
- +
-c. In the **Invoice Frequency **field, select from the dropdown box for the correct invoice frequency. +
- +
-d. In the **Total Cost of Service throughout Contract Period **field, enter the estimated total cost for the contract period to complete the services requested. +
- +
-e. In the **Other Costs **field, enter the estimated total additional costs (not included in the service rate), such as travel, if necessary. An additional text box will appear for you to type a description of other costs. +
- +
-7. If you have documents you would like to include, click **Attach Additional Documentation **to locate and select files. +
- +
-8. From the Internal Revenue Service Classification Factors Checklist, read each question and select either **Yes **or **No**. This portion of the form helps ES evaluate whether this service should be classified as an independent contractor role or an employee role. +
- +
-***Note: **The IRS defines someone as an independent contractor if the payer has the right to control or direct only the result of the work and not what will be done and how it will be done. The earnings of a person who is working as an independent contractor are subject to self-employment tax. For more information, visit [[https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/employee-services-procedural-statement-scope|https://www.cu.edu/employee-services/collaborative-hr-services/cu-campuses/employee-services-procedural-statement-scope]]. +
- +
-9. Review the Service Provider Certification. +
- +
-10. Click **Submit**. You will receive an email confirmation that the form has been submitted. +
- +
-An automatic email notification to the service provider (with the requester cc’d) will include instructions on how to complete the form and a link to access the form. This email will come from the [[SOW@cu.edu|SOW@cu.edu]] email address. +
- +
-A second email will be sent to the service provider with their own random passcode to access the form. This code is needed to access the form.+
  
 If the SOW is to be reviewed by the department approver, the system will send the approver an email notification alerting them that they have an SOW to review. After the review process is complete, the approver must click **Review Complete**. The system then sends an email notification to the service provider (with you cc’d) from the [[SOW@cu.edu|SOW@cu.edu]] email address. If the SOW is to be reviewed by the department approver, the system will send the approver an email notification alerting them that they have an SOW to review. After the review process is complete, the approver must click **Review Complete**. The system then sends an email notification to the service provider (with you cc’d) from the [[SOW@cu.edu|SOW@cu.edu]] email address.
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 After receiving the email notification, the service provider should perform the following steps: After receiving the email notification, the service provider should perform the following steps:
  
-1. Click the link to the form provided in the email. A prompt appears indicating a passcode is required. +  - Click the link to the form provided in the email. A prompt appears indicating a passcode is required. 
- +  - In the **Verify Service Provider Passcode **field, they enter their unique passcode. This passcode is emailed separately to the service provider. Due to the length and character combination of the passcode, it may be best to **copy the passcode from the email and paste it **into this field. 
-2. In the **Verify Service Provider Passcode **field, they enter their unique passcode. This passcode is emailed separately to the service provider. Due to the length and character combination of the passcode, it may be best to **copy the passcode from the email and paste it **into this field. +      - If the service provider is unable to enter the passcode into the Verify Service Provider Passcode field (i.e., the cursor will not display in the box), confirm that they do not have the form open in a different browser window or tab. They may also need to confirm that the CU requesting department does not have the form open on their computer. 
- +  - Complete or update fields in the Service Provider Information section of the form (the rest of the form is read-only). This could include the last four of their SSN as well as their home address. 
-If the service provider is unable to enter the passcode into the Verify Service Provider Passcode field (i.e., the cursor will not display in the box), confirm that they do not have the form open in a different browser window or tab. They may also need to confirm that the CU requesting department does not have the form open on their computer. +  - They should review the rest of the form for accuracy. 
- +  - Review the Service Provider Certification statement. 
-3. Complete or update fields in the Service Provider Information section of the form (the rest of the form is read-only). This could include the last four of their SSN as well as their home address. +  - Acknowledge the work, payment, and other details of the service to be provided with their approval: 
- +      - Enter information in the **Type Full Name **field. **Important: **This constitutes their electronic signature and has the same legal impact as signing a printed version of this document. 
-4. They should review the rest of the form for accuracy. +      - Click the checkbox indicating: I hereby acknowledge that I have read, understand, and agree with all the information and I attest that the answers are true to the best of my knowledge. 
- +      - The Date field will be filled automatically after the form has been submitted. 
-5. Review the Service Provider Certification statement. +  - Click **Next**. If all the required fields are completed, they will be prompted to submit the form and your changes. 
- +      - **Note: **Clicking this button does not save or submit the form. If any required fields are not completed, a message appears at the top of the form in a yellow warning bar prompting them to complete the required information; enter any missing information in the required fields and click **Next**. 
-6. Acknowledge the work, payment, and other details of the service to be provided with their approval: +  - Click **Submit **to save the changes and forward the form for approval. 
- +      - **Safari users: **If the screen appears gray, scroll to the top of the page to find the Submit button. 
-a. Enter information in the **Type Full Name **field. +  - They need to close their browser. If their browser remains open, the University of Colorado department organization unit approver will not be able to process the form. 
- +      - **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.
-**Important: **This constitutes their electronic signature and has the same legal impact as signing a printed version of this document. +
- +
-b. Click the checkbox indicating: I hereby acknowledge that I have read, understand, and agree with all the information and I attest that the answers are true to the best of my knowledge. +
- +
-The Date field will be filled automatically after the form has been submitted. +
- +
-7. Click **Next**. If all the required fields are completed, they will be prompted to submit the form and your changes. +
- +
-**Note: **Clicking this button does not save or submit the form. If any required fields are not completed, a message appears at the top of the form in a yellow warning bar prompting them to complete the required information; enter any missing information in the required fields and click **Next**. +
- +
-8. Click **Submit **to save the changes and forward the form for approval. +
- +
-**Safari users: **If the screen appears gray, scroll to the top of the page to find the Submit button. +
- +
-9. They need to close their browser. If their browser remains open, the University of Colorado department organization unit approver will not be able to process the form. +
- +
-**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 ====
  
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 To access the SOW and approve the form: To access the SOW and approve the form:
  
-1. Enter the department number (as listed on the SOW form) in the appropriate field and click **Verify**. If you are unable to update the field (i.e., the cursor will not display in the box), confirm that you do not have the form open in a different browser window or tab. You may also need to confirm that the service provider does not have the form open on their computer. +  - Enter the department number (as listed on the SOW form) in the appropriate field and click **Verify**. If you are unable to update the field (i.e., the cursor will not display in the box), confirm that you do not have the form open in a different browser window or tab. You may also need to confirm that the service provider does not have the form open on their computer. 
- +  - Acknowledge the work, payment, and other details of the service to be provided with their approval: 
-2. Acknowledge the work, payment, and other details of the service to be provided with their approval: +  - Provide approval under the Organizational Unit Certification section under the Authorization banner. 
- +      - a. Click the checkbox box indicating: I hereby acknowledge that I have read, understand, and agree with all the information and I attest that the answers are true to the best of my knowledge. 
-3. Provide approval under the Organizational Unit Certification section under the Authorization banner. +      - Enter information in the **Org Unit Authorization Name **field and **Org Unit Authorizing Title **field. 
- +      - **Important: **This constitutes their electronic signature and has the same legal impact as signing a printed version of this document. 
-a. Click the checkbox box indicating: I hereby acknowledge that I have read, understand, and agree with all the information and I attest that the answers are true to the best of my knowledge. +      - The Date field will be filled automatically after the form has been submitted 
- +  - Click **Next **so the form registers any updates. This does not save or submit the form. 
-b. Enter information in the **Org Unit Authorization Name **field and **Org Unit Authorizing Title **field. +  - Click **Submit **to save the changes and forward the form for approval. 
- +      - **Safari users: **If the screen appears gray, scroll to the top of the page to find the Submit button. 
-**Important: **This constitutes their electronic signature and has the same legal impact as signing a printed version of this document. +  - Close your browser. If your browser remains open, the University of Colorado department will not be able to process the form.
- +
-The Date field will be filled automatically after the form has been submitted. +
- +
-4. Click **Next **so the form registers any updates. This does not save or submit the form. +
- +
-5. Click **Submit **to save the changes and forward the form for approval. +
- +
-**Safari users: **If the screen appears gray, scroll to the top of the page to find the Submit button. +
- +
-6. Close your browser. If your browser remains open, the University of Colorado department will not be able to process the form.+
  
 Once the department organizational unit approver acknowledges the service to be provided 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 provided and submits the form, it is routed to ES for review and full approval.
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   * Follow registration procedures to register the provider in CU Marketplace. Visit [[https://pschelp.cu.edu/s/article/CU-Marketplace-Requesting-a-Purchase-Order-Supplier|https://pschelp.cu.edu/s/article/CU-Marketplace-Requesting-a-Purchase-Order-Supplier]] for more information.   * Follow registration procedures to register the provider in CU Marketplace. Visit [[https://pschelp.cu.edu/s/article/CU-Marketplace-Requesting-a-Purchase-Order-Supplier|https://pschelp.cu.edu/s/article/CU-Marketplace-Requesting-a-Purchase-Order-Supplier]] for more information.
   * Submit invoices for payment as they are received:   * Submit invoices for payment as they are received:
- +      * For total costs of $10,000 and under, complete a Payment Voucher form in CU Marketplace. Be sure to attach the fully-approved SOW with the invoice. 
-  * For total costs of $10,000 and under, complete a Payment Voucher form in CU Marketplace. Be sure to attach the fully-approved SOW with the invoice. +      * For total costs over $10,000, complete a Standing Purchase Order form with the fully-approved SOW attached in CU Marketplace, and email invoices to [[https://APinvoice@cu/|APinvoice@cu.edu.]]
- +
-  * For total costs over $10,000, complete a Standing Purchase Order form with the fully-approved SOW attached in CU Marketplace, and email invoices to [[https://APinvoice@cu/|APinvoice@cu.edu.]]+
   * 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.
  
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 To amend an SOW using the digital process: To amend an SOW using the digital process:
  
-1. From [[http://www.cu.edu/docs/scope-of-work-form|cu.edu/docs/scope-of-work-form]], click **Scope of Work (SOW) Form**. The online web form appears. +  - From [[http://www.cu.edu/docs/scope-of-work-form|cu.edu/docs/scope-of-work-form]], click **Scope of Work (SOW) Form**. The online web form appears. 
- +  - Click the **Yes **option to indicate you are amending an existing SOW. 
-2. Click the **Yes **option to indicate you are amending an existing SOW. +  - In the **Scope of Work Number **field, type the number of your SOW (provided on the fully-approved SOW form;), and press **Enter**. A blank SOW form appears. 
- +  - Complete the CU Contact Information and indicate the CU representative who will sign the amended SOW. 
-3. In the **Scope of Work Number **field, type the number of your SOW (provided on the fully-approved SOW form;), and press **Enter**. A blank SOW form appears. +  - Complete the Service Provider Information. **Note: You cannot make changes to the Proposed Work Information section.** 
- +  - Complete the Payment Details sections with your revisions. 
-4. Complete the CU Contact Information and indicate the CU representative who will sign the amended SOW. +      - Be sure to include the Original Contract Begin date and the Revised Contract End date. 
- +      - Complete the Original Cost of Service and Other Costs fields. This information should match the same information on the originally approved SOW. 
-5. Complete the Service Provider Information. +      - Complete the Revised Additional Cost of Service and Revised Additional Costs fields, if applicable. The Maximum Payment will add these values together for the new revised SOW Maximum Payment. 
- +  - In the **Comments **field, type a detailed description of what was amended and why the amendment is needed. 
-**Note: You cannot make changes to the Proposed Work Information section.** +  - Acknowledge the work, payment, and other details of the service to be provided with their approval: 
- +      - Click the checkbox indicating: I hereby acknowledge that I have read, understand, and agree with all the information and I attest that the answers are true to the best of my knowledge. 
-6. Complete the Payment Details sections with your revisions. +      - Enter information in the **Org Unit Authorization Name **field and **Org Unit Authorizing Title **field. 
- +      - **Important: **This constitutes their electronic signature and has the same legal impact as signing a printed version of this document. 
-a. Be sure to include the Original Contract Begin date and the Revised Contract End date. +      - The Date field will be filled automatically after the form has been submitted. 
- +  - An amended SOW will not be signed by the service provider. 
-b. Complete the Original Cost of Service and Other Costs fields. This information should match the same information on the originally approved SOW. +  - Click **Submit**. If you are not the approver of the form, clicking Submit routes the form to the individual you indicated in step 4 who will sign the amended SOW.
- +
-c. Complete the Revised Additional Cost of Service and Revised Additional Costs fields, if applicable. The Maximum Payment will add these values together for the new revised SOW Maximum Payment. +
- +
-7. In the **Comments **field, type a detailed description of what was amended and why the amendment is needed. +
- +
-8. Acknowledge the work, payment, and other details of the service to be provided with their approval: +
- +
-a. Click the checkbox indicating: I hereby acknowledge that I have read, understand, and agree with all the information and I attest that the answers are true to the best of my knowledge. +
- +
-b. Enter information in the **Org Unit Authorization Name **field and **Org Unit Authorizing Title **field. +
- +
-**Important: **This constitutes their electronic signature and has the same legal impact as signing a printed version of this document. +
- +
-The Date field will be filled automatically after the form has been submitted. +
- +
-9. An amended SOW will not be signed by the service provider. +
- +
-10. Click **Submit**. If you are not the approver of the form, clicking Submit routes the form to the individual you indicated in step 4 who will sign the amended SOW.+
  
 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.
budget-finance/scope-of-work.1745956001.txt.gz · Last modified: by Daisy Salazar