Authorization of Personal Services (APS) - Compliance Policy
Purpose
The APS Form is required for authorization to engage and pay for personal services, consulting services, guest lecturers, certain continuing education instruction and other temporary services to an individual. The APS Form must be completed and final approved before any services are provided by the individual, and to mitigate any post-payment audit risk.
Policy
The College of Science APS compliance policy follows the “APS Policy” from the Payroll website and the “Authorization for Professional Services” policy from the ORSP website. The APS Form must be completed and finally approved prior to the start of the performance period. An “APS Checklist” document has been created to assist departments requesting authorization for personal services.
APS forms must be submitted in a timely manner. Submit APS forms two weeks before the start of the service engagement to allow for the approval process to be completed. Forms submitted during or after the performance period will be returned for noncompliance by the Business Center Manager.
APS Forms may be resubmitted by the requesting department under the following conditions:
- 1st Non-compliant occurrence
- Business Center Manager will return APS Form.
- Department can resubmit the APS Form along with a justification memo acknowledging that the compliance policy has been reviewed and the APS checklist will be used for future APS requests. Please include the Department Chair and the CAO on the justification email.
- 2nd Non-compliant occurrence
- Business Center Manager will return APS Form.
- The faculty member should schedule a meeting with the Business Center Manager, and CAO to review the policy and discuss the noncompliance issue.
- 3rd Non-compliant occurrence
- Business Center Manager will return APS Form.
- The faculty member should schedule a meeting with the Business Center Manager, CAO, Chair, and Dean to review the policy and discuss the noncompliance issue.
Applicability
Applies to all University faculty, staff and students under the College of Science who will engage and pay for personal services of individuals.
Responsible Party
College of Science Dean’s Office