Policy

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

  • Provide one-time nonrecurring services.
  • Are to be paid less than $10,000 including travel expenses. Preferably, travel cost estimates should be included in the total lump sum payment with the traveler making all of their own arrangements.
  • Will not receive separate payments for reimbursable expenses.
  • Are not otherwise employed by the Nevada System of Higher Education including UNLV and all other institutions.

Procedure

Before hiring an individual as a guest speaker or for short-term services:

  • Determine if an independent contractor wishes to be recognized and paid as a business (or LLC). If so, departments should submit a to the Purchasing department.
  • Departments must 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.
  • Departments must have an independent contractor register through the .
    • If the independent contractor is not fully registered, they cannot receive any payments.
  • Departments must enter the independent contractor’s information into the
    • Complete one ICSA per contract.
    • Once submitted, the ICSA is created and emailed to Accounts Payable.
    • To make a correction, email ic.contract@unlv.edu.
      • If the signature routing process has not been initiated, a new ICSA via Qualtrics may need to be completed.
      • If the signature routing process is already in progress, an amendment to the ICSA must be completed.
    • Departments should also double check that the independent contractor’s email address matches the same email address in the .
      • If the email address is incorrect, the signature process will not function properly.
  • Accounts Payable will then initiate the signature routing process within 10 business days via the DocuSign envelope.
    • The envelope will first be emailed to the independent contractor for signature.
    • The envelope will then be emailed to the authorized signer for signature.
    • The signed ICSA will be emailed to the department, independent contractor, and authorized signer upon completion.
  • Once the completed ICSA is received by the department from DocuSign, the department submits a and attaches the completed ICSA contract. No additional documentation or invoice is required.

For questions regarding this process or to request the ICSA manual form, email ic.contract@unlv.edu.

  • Speaking or Performance: 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.

  • Speaking or Performance: engagements booked/paid through a representative
  • Possible copyright: podcasts, representation, trademark or poems, song-writing, book-writing
  • 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

Reference