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This document outlines the process for hiring contract staff in MSU IT to fill important staffing needs in the short/medium-term. It details the actions in a general team. Each IT unit may have their own specific activities. Work with your leadership to ensure you execute your team’s process. You may utilize your FO or direct questions to Laura Mikedis for additional assistance. Note: this workflow is intended to be linear. One section is usually completed before the next section can begin, which is especially true for obtaining signatures. One noted exception is the onboarding of new resources; this can be skipped in extension or amendment scenarios.
Terms and Links
SOW = Statement of Work (can be obtained from vendor or MSU. See attachment.)
RTH = Request to Hire a Contractor
SFR = Special Funding Request (contact your Fiscal Officer)
IT Readiness
Sole/Single Source Justification
Hiring a Contractor Workflow
1.0 Verify Department Funding
1.1 Work with FO (Fiscal Officer) to determine funding source (i.e. general fund, project, auxiliary, special request)
1.2 A Special Funding Request (SFR) form and spreadsheet will be needed for all requests with the exception of project funds.
1.2.1 Details on how to complete the SFR form and spreadsheet for new and extend/amend contractor scenarios are listed in section 3.0.
2.0 Find a Contractor
2.1 Send “Request to Work” (MSA Exhibit E) to vendors with Master Service Agreements (MSA’s)
2.2 Vendors submit resumes. Manager selects candidates to interview
2.3 Candidates interviewed; one is selected
2.4 Confirm selection with vendor
2.5 Start Paperwork
2.5.1 Vendor has an MSA
2.5.1.1 RTH, SOW, SFR form*, SFR Spreadsheet*
2.4.1.1.1 *SFR form and spreadsheet will not be needed if using project funds. Bring questions on this to the Fiscal Officer (FO).
3.0 Complete Paperwork Approvals
3.1 New Contractor – Complete paperwork and obtain signatures where appropriate
3.1.1 New requisition for vendor with an MSA
3.1.1.1 SOW*, RTH, SFR form, SFR Spreadsheet - *Fill out the SOW but do NOT obtain signatures. Required signatures are Director, Finance and CIO on other documents.
3.2 Extend/Amend Contractor - Complete paperwork and obtain signatures where appropriate
3.2.1 Extend/Amend for vendor with an MSA
3.2.1.1 New SOW*, New RTH, New SFR form, New SFR Spreadsheet- *Fill out the SOW but do NOT obtain signatures. Obtain all signatures (Director, Finance, and CIO) on other documents.
3.2.2 Extend/Amend for vendor with an MSA for Professional Services
3.2.2.1 New SOW*, New RTH, New SFR form, New SFP Spreadsheet, New IT Readiness, New Sole/Single Source Justification - *Fill out the SOW but do NOT obtain signatures. Obtain all MSU IT signatures on other documents.
3.2.2.2 This option might be used for the transition to the new 2026 MSA’s IF MSU wants to retain a current contractor but their vendor was not selected as part of the Staff Augmentation process. If the contractor is not an essential resource it is advised to stick with the SOW end date of 11/30/26 and offboard the resource. Thereafter, new engagements should utilize the list of vendors that have an MSA with MSU.
4.0 Finance Needs
4.1 New/Extend/Amend for a vendor with an MSA OR for a vendor with an MSA for Professional Services
4.1.1 Email completed SFR form and SFR Spreadsheet to ITServices.Finance. Copy your specific FO.
5.0 Create Requisition in Kuali
5.1 New Contractor- The Quantity, Hours (UOM) and Unit cost should match what is provided on the SOW. KFS will calculate the total which should also match the SOW. An ESTIMATED start and end date MAY be included in the description. Provide the account number approved on the RTH form. Attach noted paperwork and submit.
5.1.1 SOW, RTH
5.1.2 When the requisition is submitted it goes to IT Finance for approval, then to Procurement. Procurement will reach out to the vendor to obtain the SOW signature, among other duties.
5.2 Extend/Amend Contractor - New req NOT needed. Instead, add lines to the existing PO (skip to 7.2)
6.0 Begin Onboarding Activities for New Contractors
6.1 Request creation of NetID
6.2 Request equipment
6.3 Request account creation, licenses, system access, and building access
6.4 Prepare workspace
6.5 Begin any other necessary onboarding activities for the role
7.0 Purchase Order created in Kuali
7.1 New – Procurement creates the PO with required materials and sends it to the vendor
7.2 Extend/Amend
7.2.1 Add a note to the PO requesting the addition or amendment of a line. Include changes in hours, rates and/or end dates, and the accounting string for the change.
7.2.1.1 Example Note: “Extend on PROJ Line 1 by 976 hours, in the amount of $ 121,024. Total new quantity: 2808; total extended cost: $348192. To extend PO to 6/30/27. Account #AB100000, subaccount if applicable, and object code 6483.
UPDATE DESC - PROJ: John Smith end date 6/30/27. Rate $124/hr.”
7.2.2 In a new note, attach the filled-out but unsigned SOW from section 3.2.
7.2.3 In a new note, attach the completed RTH from section 3.2.
7.2.4 Upon receipt, Procurement creates or amends a line in the PO.
7.2.4.1 Each extension adds to the total PO amount
7.2.4.2 As the PO amount increases, more approvals are needed, which extends the time required
7.2.4.3 Procurement sends the PO to the vendor
8.0 Complete Onboarding Activities for New Contractors
8.1 Welcome the contractor to MSU!
8.2 Add contractor to all Teams channels, check-ins, meetings, documentation, standard work, processes, and resources that will be needed
8.3 Review SOW and expectations
8.4 Introduce key people the contractor will work with and verify the contractor knows where to go when they have a question
8.5 Review working hours, meetings, time approval procedures, communication practices, and related norms
8.6 Complete all other onboarding activities for the role
9.0 MSU/vendor time approvals
9.1 MSU – These processes vary by vendor, but usually the contractor sends hours worked in Excel for MSU approval. Ask the vendor for more details and verify the process with the FO.
9.1.1 Contractor sends approved time to vendor
9.2 Vendor - Vendor may also require MSU approval in their system
9.3 Vendor creates an invoice for time worked
9.3.1 Include approved timesheets for verification
10.0 Vendor Invoice
10.1 Vendor submits invoice to MSU Accounts Payable
10.2 MSU Accounts Payable will enter the invoice into KFS
10.3 Invoice routes to FO for review and approval
10.3.1 If time sheets are not approved FO may ad hoc the payment request to the supervisor for approval.
11.0 Pay Invoice
11.1 MSU Accounts Payable issues payment for invoices received
11.2 Payment Request with invoice is attached to the PO
12.0 Internal Monthly Review
12.1 It is recommended that each unit does an internal audit of PO activity for all contractors. This helps verify each PO has enough funds encumbered and helps identify and communicate issues or action items.
12.2 If there’s an issue, add a KFS note to make an adjustment to the PO and notify the FO or impacted parties
13.0 End Date of Contractor
13.1 Go through Offboarding
13.2 Pay last invoice
13.2.1 Occurs 1 – 2 months after SOW end date
13.3 Close PO
13.3.1 Systematically occurs about 2 months after SOW end date
13.3.1.1 EBS does this systematically if there are no encumbered funds. If there are encumbered funds, it behooves the department to release those funds by manually closing the PO