Temporary/contractor request process
Requests for non-student temporary workers, independent contractors and contractors through 3rd party staffing agencies with a total assignment cost of more than $20,000, need to flow through the Position Management Process before work is performed.
The process comprises a school/unit review, followed by central review by the Position Approval Committee. HR Compensation review is also required, prior to submission to the Position Approval Committee, for Independent Contractor requests for new vendors.
Completing the Temporary/Contractor Request Form is the first step in the process. Follow the instructions on the form to complete the submission process.
It is recommended you consult with your Department/Business Administrator to familiarize yourself with the internal review process that has been established for your school or unit. Effective October 31, 2018 the Dean/Vice President can nominate a delegate to approve on his/her behalf. A delegate must be a direct report of the Dean/Vice President and/or be able to evaluate requests for both annual budget and strategic alignment. To appoint a delegate, a delegation of authority memo, signed by the Dean/Vice President, should be submitted to the Position Approval Committee.
The Position Approval Committee reviews requests on a weekly basis with an expected turnaround time of 10 business days. Once a decision is made, it will be communicated to the relevant school/unit leader, and anyone copied on the original submission.
Exemptions & Exclusions
This process applies to all temporary and contractor needs, with a few exceptions:
- 70 to 100 percent grant funded - all temporary workers and contractors, that are greater than, or equal to, 70 percent funded through sponsored research grants are exempt from the process.
- Temporary assignments $20,000 or less (NEW – effective October 31, 2018) – Northwestern temporary workers, contractors through 3rd party staffing agencies, and independent contractors whose services cost less than, or equal to, $20,000 per assignment will not need to be submitted through the process.
- Non-Contractor Payments - Honorariums, Human/Research Subjects, Royalties, Prizes/Awards, Refund/Reimbursement are exempt from the review process.
The process does not apply to:
- Student employees – including Northwestern student temporary employees, work-study students, graduate students, interns (paid or unpaid) and volunteers. Student workers from other universities who are doing work at Northwestern related to their matriculation are also exempt from the process.