Hiring Consultants, Type 4s, and More

Hiring photographers, writers, and other consultants is not a simple process. There are important guidelines that need to be followed to be sure we are acting according to Rutgers, state, and federal rules.

Your Role and Responsibility

  • Establish the need for the professional service and ensure adequate funding is available.
  • Select the professional service provider through either a competitive bid process or bid waiver justification and ensure that the proposed compensation is reasonable.

  • Determine that no conflict of interest exists between the selected professional service provider and Rutgers.

  • Be knowledgeable of, and comply with, the university purchasing and payment policies and all applicable procedures. 

Determining the Appropriate Type of Outside Help

A professional service provider (independent contractor, consultant)…

  • Is not currently an employee of the university, and has not been one within the past year, i.e., cannot be in payroll.
  • Works for a fixed period of time at an agreed rate of payment (lump sum).
  • Is not directly supervised by us.
  • Is not hired to do ongoing projects or work.
  • Does not receive office space or supplies from us to complete the project.
  • Submits a written estimate with the scope of work, deliverables, full cost (including expenses), and delivery date defined.
  • In most cases for UR, produces a creative product, such as a written work, photography, or an illustration.
  • DEFINITION: an independent contractor or company that provides infrequent, technical, or specialized services to Rutgers. Examples of professional service providers include, but are not limited to:
    • Web designers and developers, analysts, etc.
    • Market researchers, organizations compiling statistical data
    • Accounting firms
    • Graphic designers

A casual hourly employee or type 4….

  • May work for us on a regular, recurring basis, according to our detailed instructions.
  • Cannot use a business tax ID number. Often has set work hours.
  • May use our equipment and materials to complete the work, and may work on- or off-site.
  • Is paid an hourly rate.
  • DEFINITION: An individual who provides Rutgers with services, for which Rutgers controls the desired result and the means and method for which the individual achieves such results. Key characteristics of an employee include:
    • Rutgers provides instructions on how the work should be completed;
    • Rutgers furnishes equipment and materials for the work to be performed (computer, workstation, etc);
    • and Rutgers establishes the work hours of the individual (i.e., M-W 8-5)

Make sure you complete the right forms for the correct type of consultant.