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Office of Business and Finance

HOW TO PROVIDE TRAINING OR ADVISING SERVICES TO A LOCAL GOVERNMENT OR OTHER OUTSIDE GROUP

Overview: When an outside group asks for the training or advising services of a School of Government faculty member or Entrepreneurial Initiative, the School has the ability to sign a service agreement with that group. Service agreements are important tools used to increase impact and generate revenue for the School. In most cases, service agreements are signed by the Dean and managed by the Business Office. When an agreement is needed for services that last longer than one year or for a contract amount greater than $100,000, they must be reviewed by the UNC Finance Office.

Step by step process:

For simple service agreements, such as for one-day speaking or advising engagements, the SOG uses a one-page agreement. This type of work is billed at a standard daily rate for faculty/staff time, plus applicable travel expenses, if any. Before the work begins:

  1. Submit a ticket through the Business Office Ticketing System with the following information:
    • Name of funding organization and contact information, including the name, title, and address of your contact and the person signing the agreement.
    • Dates and length of the engagement and agreed upon fee for services. The Business Office can help you determine an appropriate fee, if desired.

For longterm, complex, or on-going services, the SOG uses a longer agreement template. This type of work is billed according to the estimated cost of providing services, plus overhead costs. Before the work begins:

  1. Negotiate with the outside group or funder to determine what services will be provided and the length of the contract. In partnership with the Client, create a Scope of Work. The Business Office can provide examples and assist in determining an appropriate amount to bill the Client, if needed. The Scope of Work should include:
    • Relevant background information, if any
    • Deliverables/tasks to be performed
    • Dates of service and timeline of activities
    • Budget
    • Billing schedule
  2. Submit the Scope of Work, name of the funding organization and contact information, including the name, title, and address of your contact and the person signing the agreement, through the Business Office Ticketing System.

For all service agreements, once the Business Office has received the materials, within 2-5 business days we will:

  1. Review the paperwork for completeness and accuracy, and let you know if any additional information is needed.
  2. Submit a draft agreement to the client for review and signature. We will copy you on all correspondence with the Client.
  3. After the Client has returned the partially signed agreement, the Dean will sign on behalf of the School of Government. In cases of agreements longer than one year or greater than $100,000, we will coordinate review and signature by the UNC Finance Office.
  4. We will return the fully executed agreement to you and the Client and assign a unique program code to track expenses. Work can begin.
  5. We will send invoices to the client according to the schedule laid out in the Scope of Work. However, we will always check with you before sending an invoice.

After services are complete, within 10 business days, you should:

  1. Submit any travel or other associated expenses to the Business Office for payment.
  2. Include in your submission the relevant Program codes.

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