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College of Engineering
Capstone

Off-campus Service Providers

Under some circumstances you will need to contract with somebody to provide services (as opposed to products). Service might include tasks such as programming, advanced CAD, research, welding, delivery, etc. Special BYU procedures apply to contracting for services.

In most cases, individuals who are asked to provide services are hired as independent contractors. Contractors must be officially hired before doing any contracted work. You may not hire team members, family members, or others that would pose a conflict of interest. BYU employees are also not permitted to be hired as independent contractors.

NOTE: An independent contractor hired to do any amount of work for your project must sign a contract and be hired by the Capstone office BEFORE any work is started. If they begin working before the paperwork is completed, they will not be paid for that work. BYU can be fined $10,000 for each violation of this federal regulation.

See the Capstone office to begin the process of hiring a contractor. This process will require significant lead time, so involve the Capstone office staff early in the decision making process for best results.

In some cases, it may be preferable to have the project sponsor contact the service provider to perform this work.

Once it is determined that an independent contractor or off-campus service provider needs to be used for the project, you will follow these steps:

  1. Talk with the contractor and get a written quote
  2. Obtain the following information:
    1. Name, address, contact information
    2. Have they been an employee of BYU within 12 months?
    3. Description of services performed
    4. How long the contractor will be working
    5. Will they be working on campus or at their own facility?
    6. Copy of W-9 sent to the Capstone office
  3. Create a Capstone order request by going to https://byucapstone.byu.edu/dashboard and clicking on “New Order” and following the requirements for a new order
  4. Add a note that this order is for an “Independent Contractor”
  5. Click submit
  6. Once the coach has approved this order, the Capstone office will review the information. There may be additional information needed from the team regarding the services provided before it can be approved by BYU.
  7. After the contractor has been approved by BYU, then they may start the services requested. They may not start the project until the Capstone office gives the start date after approved by BYU and the Capstone office.