Policy and Process for Authorization for Professional Services (APS Form) and Supplemental Pay Request (SAR Form)
 
Definition and Application:

APS forms (aka Consultant request forms) are used to request engagement of external individuals to support research and training efforts. APS forms must be submitted for review and approval for available funds and allowability under a sponsored project prior to the performance period of the individual’s effort. The services to be rendered must be justified in the appropriate section of the form, must be related to the activities of the sponsored project, be prudent and in most cases, must be included in the sponsored project’s agency approved budget.SAR forms are used University-wide to request supplemental pay for UTEP employed individuals. Supplemental pay is not allowable on sponsored projects. In rare cases, where a certain expertise or service can be rendered by a full time UTEP employee, the SAR form must be used, and in essence, the SAR becomes an Intra-University Consultant form. In order to allow intra-university consultation cost to be charged to a sponsored project, request must meet all the following minimum regulatory requirements:

  • Must be at a minimum across departmental lines
  • Must be outside of regular duty hours
  • Must be outside of regular scope of work

Once the above requirements have been met, an SAR (aka intra university consultant request forms) must be submitted for review and approval for availability of funds and allowability under a sponsored project prior to the performance period of the individual’s effort. The services to be rendered must be clearly justified in appropriate section of the form, must be related to the activities of the sponsored project, be prudent and in most cases, must be included in the sponsored project’s agency approved budget.

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