Service Provider Engagement Process

If your vendor is international (i.e., an individual working outside the U.S. or a foreign entity performing work within or outside of the U.S.), see International Agreements at the bottom of this page.

Check the list of limited-engagement services (such as catering) below to see if there is a specific process for the service you need.

For all other services, including independent contractors and consultants, see All Other Services below.

Limited Engagement Services

These services generally are one-time, finite and fixed services, such as photography, that last less than 12 months. A service provider evaluation is not required. 

For all the limited-engagement services below:

• Submit an I Want document clearly defining the service period and attach the following:
  • The quote or scope of work and the vendor’s contract (if available, for Procurement’s review).
  • The addenda (if applicable). See Required Limited-Engagement Addenda below.

1. High-Risk Activities require certificates of insurance to be on file before work commences. Such activities are identified as charter events (i.e., watercraft, aircraft, bus, van), drones, catering service, alcohol service, equipment installation, IT-related consulting service, software or website implementation, services that require human contact (i.e., massage or henna service), contact with minors, or entertainment-related equipment (i.e., bounce houses, concert equipment). In addition, procurement agents have the discretion to require a certificate of insurance beyond these instances.
2. A Cornell addendum is required. See below.
3. Payment terms for performers without equipment will be set to Net.

Required Limited-Engagement Addenda

The following types of limited-engagement activities require an addendum. Attach the addendum to the I Want document (it will then be attached to the purchase order).

• Photography-Artist-Illustrator-Intellectual Property License Addendum (PDF) – Mandatory addendum that defines Cornell’s right to use the work while the photographer, artist, or illustrator retains ownership. The service provider must sign it.
• Writing, Editing, Indexing, Videography–Work for Hire Addendum (PDF) – Required to establish work for hire to ensure Cornell ownership of work product. The service provider and Shared Services Center (SSC) Procure-to-Pay director or manager must sign it.

Top

All Other Services (Including Consulting)

Service Provider Evaluation Process

Before engaging a service provider, IRS guidelines require you to evaluate whether the individual or entity providing the service should be classified as an employee or an independent contractor (vendor). The evaluation and classification must be performed before engaging an individual or entity to perform services and before any services begin.

Step 1: Evaluate the Service Provider

Send the Service Provider Questionnaire (PDF) to the provider. This form helps Cornell evaluate the provider's independent contractor status based on IRS guidelines. The provider will identify its ownership type as entity or individual.

After the provider returns the completed questionnaire:

• If they are an entity, you do not need to complete the Service Provider Evaluation Worksheet. Go to Step 2 below.
• If they are an individual, sole-proprietor, or single-member LLC, use the questionnaire to complete the Service Provider Evaluation Worksheet (PDF). This form helps you evaluate behavioral control, financial control, and the nature of the relationship.
  1. Attach the completed service provider questionnaire and the evaluation worksheet to the I Want document and submit it to the Shared Services Center.
  2. You must evaluate the service provider annually to ensure the classification remains correct.
  3. Go to Step 2.

Step 2:  Select an Engagement Process

If the service provider is an entity or an independent contractor:

1. Complete the Professional Services or IT Professional Services Agreement in the Agreements for Work Performed in the United States section below and follow the purchase order process:
   1. Before services begin, submit an I Want document to the Shared Services Center and attach the contract and any supporting documentation (e.g., scope of work, single/sole source justification form).

If the service provider is an employee:

1. Consult your unit's human resources department.
2. Alternatively, you may be able to engage the service provider through one of Cornell’s recommended temporary staffing companies.

Top

Agreements for Work Performed in the United States

A purchase order must be issued for these agreements before services can begin.

To initiate a purchase order:

1. Select the appropriate agreement below and ensure it is thoroughly completed.
2. Submit an I Want document to the Shared Services Center with the completed agreement attached.
   1. Agreements must be complete, initialed by the unit, signed by the service provider, and include a detailed statement of work.
   2. Discourage changes to the contract language, if possible.

A procurement agent will review, negotiate redlines, sign the completed agreement on behalf of Cornell, and issue the purchase order.

For ​Entities (Corporations, Partnerships, LLCs, LLPs) and Independent Contractors/Consultants

Professional Services Agreement (PDF): Use this contract to address tax, liability, and contract terms and conditions.

IT Professional Services Agreement (PDF): Use this contract for IT-related services to address tax, liability, and contract terms and conditions. The language is written specifically for information technology companies that may provide web design, web development, or custom software services. For software and cloud services, please submit the supplier’s contract with your I Want document for review by Procurement Services.

Amendment to Professional Services Agreement (PDF): Use this form to amend the original Professional Services Agreement or the IT Professional Services Agreement (e.g., extend dates, revise scope of work).

Executive Search Firm Agreement Template, rev. July 2023 (DOC)
Use this agreement template when engaging an executive search firm and attach the firm's statement of work. A purchase order is required. Submit the completed and signed agreement with the I Want document to the Shared Services Center. These services are exempt from bid and do not require a single-/sole-source justification form unless contract, grant, or federal funds are used to pay for the service.

Top

International Agreements

Work performed overseas can present a range of legal, financial, safety, and logistical considerations that create complications and could add expenses. Consideration also must be given to whether the arrangement could trigger corporate registration or licensing requirements that may result in additional financial or regulatory obligations in the host country.

For Individuals Working Outside the U.S.

1. Before engaging/hiring short-term consultants, lecturers, data collectors, and others for international assignments, contact your unit's contract administrator (a.k.a., Icertis administrator) to begin the review process.
2. Complete the International Independent Contractor Certification and Attestation (PDF). This form must be completed by any individual who provides services in any jurisdiction outside the United States on Cornell’s behalf, regardless of nationality or country of residence.
   • To ensure accuracy and avoid processing delays, the service provider must complete the form thoroughly. The information on this form will determine whether the services and individual comply with the independent contractor guidelines set out by the U.S. IRS and the laws of the country where the services will be performed.
3. Once you have determined that the independent contractor guidelines can be met, your unit’s contract administrator will submit the appropriate agreement for unit approval and execute signatures through the appropriate contract management system.
4. Before the agreement expires, submit details of any amendments to the international independent contractor's agreement to your unit's contract administrator for review.

For Foreign Entities (Corporations, Partnerships, LLCs, LLPs) That Are Independent Contractors or Consultants

Use the International Independent Consultant Agreement (PDF) for foreign entities working within and outside the U.S. to address tax, liability, and contract terms and conditions.