A Supplement To System Regulation 33.99.16
Draft: July 9, 2002
TTI acquires new contracts and grants throughout the year. Therefore, project-staffing strategy must be flexible enough to meet the changing needs of clients and yet maintain sufficient expertise to allow for a rapid response to new opportunities. Because the majority of the Institute’s budget comes from research contracts and not from state appropriations, staffing levels may vary as contracts end or are acquired. On some occasions, the strategy may include the use of contract workers. This rule is to clarify procedures for using contract employees.
2. PROCUREMENT OF SERVICES
Contract workforce services with an anticipated value in excess of $5,000 will be procured in accordance with purchasing procedures. Where the expenditure of state appropriated funds will exceed $10,000, the program/division must provide justification for the contract on the requisition and purchase voucher.
Before executing any contract anticipated to fall under the definition of Contract Workforce, the TTI program/division will prepare a cost benefit analysis. Procedures for conducting a cost benefit analysis are in section H.13.3 of the TTI Business Operations Procedures.
A contract by definition would include a subcontract document or purchase requisition. In contracting with an outside vendor for services, all sponsor guidelines and TAMU purchasing guidelines must be followed in conjunction with the cost benefit analysis and other state requirements.
3. DOCUMENTATION AND REPORTING
When a reportable workforce contract is established, a contract profile will be created in USAS. All supporting documentation, including the cost/benefit analysis form will be retained on file in accordance with the approved record retention schedule. Expenditures will be tracked and monitored and projects will be reviewed upon completion. These procedures are located in section H.13.1 of the TTI Business Operations Procedures.
An annual report on the use of a contract workforce for the preceding year will be prepared by the TTI Business Office using the format prescribed by the State Auditor’s Office (SAO). The report will include a description of how TTI has complied with the requirements of this rule and an evaluation of the work performed by the contract workforce, including an assessment of whether the work was completed on time, within budget and according to contract specifications.
TTI Business Office