Faculty & Staff

If the international project operates through a local entity and that entity would like to enter into service or vendor agreements or contracts, prior approval is required from the New York office unless the New York office in consultation with Office of the General Counsel authorizes the PI or Country/Project Director to sign.

Exceptions

Prior approval is not required if the Principal Investigator or Country/Project Director is authorized by OGC to represent the local entity to sign certain agreements and contracts executed between the local entity and local vendors. The following types of agreements and transactions may be handled at the local level if certain conditions are met:

• Security service agreements
• Vehicle rental agreements
• Local insurance policy
• Utility and telephone service agreements
• Equipment maintenance agreements
• Cleaning services for office premises
• Conference- and meeting-related agreements
• Local professional service agreements
• Maintenance and repair operations – but not renovations

For agreements to be handled locally, they must meet all of the following conditions:

• If the standard Columbia University service agreement template has not been used (see Appendix 4 of the ICAP SOPs), local legal counsel has reviewed and approved the agreement in writing
• The maximum monthly value does not exceed $15,000
• The agreement will be in effect for no more than one year
• The contract provides that the locally registered entity has the right to terminate the agreement with 30 days’ notification at any time
• The contract is in the name of the local entity and not Columbia University
• Clear terms of service are stipulated, including, as appropriate, a clear Scope of Work and deliverables
• If using USG funds, all USG flow-down provisions for grants and contracts are accounted for in the agreement’s language
• There is no indemnity by the local entity in the agreement
• The PI or Country/Project Director signs the agreement on behalf of the local entity
• Execution of the agreement presents no conflict of interest (contracts may not be with relatives of employees)

If the agreement meets all these conditions, the PI or Country/Project Director may sign it.  A copy of all signed agreements must be sent to the Department Administrator for forwarding to the University’s Office of the General Counsel and Purchasing Office.

Special Provisions

Two special provisions apply for Security Service Agreements:

1. The agreement must be signed with the security company and not with an individual
2. The company must be able to prove that a background check has been done on the individuals who will provide security services

One special provision applies for Vehicle Rental Agreements:  Liability insurance must be provided for each vehicle.  In the case of long-term vehicle rentals, local legal counsel must review and approve the insurance agreement.

Health insurance policies for local employees are negotiated and designed through Columbia University Human Resources in New York.

Renewals

Agreements handled locally may only be renewed one time (or for a second year) without New York review. For all other renewals, New York review is required.