HR Services
Process of Service Agreements
Process Definition:
- The service agreement is an agreement whereby the department is seeking professional service from a service provider/consultant or is seeking service from a skilled/semi-skilled worker. The service should not be within the permanent structure of the department/office
- This service can be provided either on campus or remotely
- The payment can be made either per hour, day, month, piece, after the full completion of the assignment or halfway as per the agreement terms
- It is not possible to use the services of a current AUC staff member, faculty member, an active adjunct faculty, AUC undergraduate student or teaching assistant
General Information:
- The requesting department informs the Office of Human Resources their intent of making use of a service provider before actually starting the service within a minimum of two weeks via e-mail
Process Workflow and Required Documents
Process workflow and required documents depend on the service agreement duration, there are two types of agreements durations:
1. Service agreement from one day to one month
a. The department sends a scanned copy of the filled agreement with the approval of the concerned director by email (copying him/her in the requesting email) as well as the following documents:
- A copy of the national ID of the service provider or passport in case of non-Egyptians
- An updated CV or personal information form
Important Note: The agreement should not be signed by the provider yet.
b. The Office of Human Resources checks the following:
- If there is an employment history of the service provider with the University and any violation of background or performance issues
- In case a performance issue is not stated in the file, the HR representative refers to the service provider’s former manager for feedback regarding his/her performance
c. The Office of Human Resources responds to the department confirming the use of the service provider for the stated period in the agreement within four working days
d. The requesting department can proceed with securing the service provider, director/unit head authorizing the agreement and area head/dean’s signatures
e. The requesting department then sends the original signed agreement to the Office of Human Resources within five working days from the HR's initial approval otherwise, the initial approval will be canceled and the whole process is to be repeated again with a new effective date
f. The Office of Human Resources signs and stamps the agreement within four working days. The requesting department can send the stamped agreement to the disbursement office/grants office to proceed with the payment
2. Service Agreement from more than a month
a. The requesting department informs the Office of Human Resources with their intent of making use of a service provider by sending the area head/dean's initial approval by email to the HR representative before actually starting the service with two weeks by email
b. The department sends a scanned copy of the filled agreement copying the concerned director and the following documents by email:
- Copy of the national ID (passport in case of non-Egyptians) of the service provider
- An updated CV or personal information form
- Copy of the latest education certificate
- Relative acknowledgment form
Important Note: The agreement should not be signed by the provider yet.
c. The Office of Human Resources checks the following:
- The validity of the documents submitted
- The duration stated is correct
- In case a performance issue is not stated in the file, the HR representative refers to the service provider’s former manager for feedback regarding his/her performance
- If there is an employment history of the service provider with the University and any background of violation or performance issues
d. The Office of Human Resources responds to the department confirming the use of the service provider for the stated period in the agreement. The Office of Human Resources will respond within a maximum of four working days
Important Note: In the case of foreigners, the Office of Human Resources sends a work permit form to the department to be filled by the service provider. The department contacts the business support office.
e. The requesting department can proceed with securing the service provider, director/unit head authorizing the agreement and area head/dean’s signatures
f. The requesting department then sends the original signed agreement to the Office of Human Resources within five working days from the HR's initial approval or else the initial HR approval will be considered canceled and the whole process is repeated again with a new effective date
g. The Office of Human Resources signs and stamps the agreement then sends the original agreement to the department. The stamp must state that the service agreement is verified
h. The Office of Human Resources adds the data on SAP issuing a SAP ID number for the service provider
i. The requesting department can send the stamped agreement to the disbursement office/grants office to proceed with the payment
Service Agreement Signatory:
|
Cost per month |
The agreement is to be signed by |
|
Up to EGP 24,975 |
Director, HR Operations/Employee Shared Service Center |
|
Above EGP 24,975 to EGP 49,950 |
Senior AVP for Human Resources |
|
Above EGP 49,950 |
VP for Finance and CFO |
Process Guidelines
Making use of a separated staff as a service provider:
- The use of a service of a staff member who left the University can be made use of after the lapse of a three month period from the date of contract expiry/separation as per legal office confirmation. This is to separate between the employment contract that has ended and the new agreement that is being processed. The same term applies to the separated staff of grants
Important Note: The service provider cannot offer his/her service to more than one department/office at the same time.
Making use of retirees as a service provider:
- The University may make use of University retirees as service providers only in specific cases as required
- This can be allowed after a period of three months lapse from the separation date from the University and studied on a case by case basis
Payments:
- Payment is processed by the disbursement office
- As advised by the disbursement office, payment for a service provider should be stated in Egyptian pounds even for a foreigner so long that the service provider is resident in Egypt. If the service provider is providing the service while out of Egypt or isn’t a permanent resident in Egypt, then payments can be made in foreign currency
- The amount to be offered is subject to tax deductions
- The service provider must submit a monthly sheet outlining the deliverables performed during the month for which payment is requested to the disbursement unit at the controller's office. The sheet is to be approved by the director and attached to the payment sheet sent to the disbursement office
Service Agreement Termination Process:
1. Early termination of a consultancy/services/semi-skilled during the contract duration:
- The consultant can submit a simple written request, preferably a hard copy, stating that he/she wishes to terminate the consultancy agreement concluded with the University as of a specific date (termination date)
- The department also needs to inform the ID section copying the Office of Human Resources that the agreement has been terminated stating the effective date
- If the service provider has an ID as a consultant, he/she needs to hand in the ID to the department
- The department must respond in writing that it accepts the consultant’s request and obtain his/her signature (received original) on a copy of its response
2. Termination of agreement within the stated duration:
The consultant/service provider needs to hand in the ID to the department at the end of the agreement duration.
The Office of Human Resources Focal Points:
HR Operations is the unit responsible for confirming making use of the service providers.
|
Area |
HR Focal point |
|
President's Office - General Council and Compliance - Student Life - Finance and CFO - Security and Safety |
Aya El Shafei |
|
Advancement, Communication and Marketing - Management and Transformation except for Security and Safety |
Doaa Fathy |
|
Academic except grants |
Christine Nagui |
|
Tahrir Campus |
Maha Ali |
| Grants | Yasmine Abdel Gawad |
Frequently Asked Questions
What is a service agreement?
An agreement whereby a unit/ department is documenting an agreement for a specific professional service from a service provider/consultant or is seeking service from skilled/semi-skilled technicians.
Where can the service agreement be provided?
This service can be provided either on campus or remotely.
Can the service agreement be within the permanent structure?
The service should not be within the permanent structure of the department/office.
What should be the payment currency for service agreements?
As advised by the disbursement office, payment for a service provider should be stated in Egyptian pounds even for a foreigner so long that the service provider is resident in Egypt. If the service provider is providing the service while out of Egypt or is not a permanent resident in Egypt, then payments can be made in foreign currency.
Can the service start before getting the HR approval?
Service agreements cannot start or be signed before getting the HR approval.
Can a department sign a service agreement with a company?
HR covers service agreements with individuals only. For agreements with companies/authorized dealers providing consultancy services including maintenance services, refer to the Office of General Counsel and Compliance.
Is it possible for the service provider to sign the requested forms and service agreement in a printed/computerized format?
No, the service provider must write the full name in clear handwriting on each footer pages of the agreement in addition Article 14 in the agreement as well as all the other forms.
Who should prepare the service agreement?
Departments are to prepare the service agreements.
What are the required information and documents?
- Copy of the National ID (both sides) or passport in case of foreign nationalities
- An updated CV or personal information form
- Relative acknowledgement form (for a duration more than one month)
What are the categories that AUC cannot be utilized as service providers?
- Current AUC Staff
- Current undergraduate student
- Current full-time faculty
- Current adjunct faculty
- Current teaching assistant
For services of the below nature, refer to the supply chain, examples include:
- Script writers
- Wardrobe supervisor
- Music concert director
- Play translators
- Production design/painting
- Theatre director
- Set designer
- Production coordination
- Ceramic assistant
- Editing/proofreading/translation/copywriters
- Journalists
- Photography/videographers
- Musicians/singers/performers
- Graphic design/brochures/flyers
- Maintenance contracts
- Scaffolding
For services related to teaching/academic, refer to the dean of the school, examples include:
- Speakers
- Instructors
- Assisting instructors
- Curriculum design
- Course design
Is it possible to use the service of an ex-staff who left the University?
The department can use the ex-staff provided that he/she has left the service after the lapse of three months or more. HR reviews the employment history of the service provider with the University and in case of any violation or performance issues, the HR office recommends not to proceed with the service agreement. This is reviewed on a case by case basis so refer to the Office of the Human Resources with the details.
What is the difference between a consultant and a service provider?
A consultant is an expert with in-depth know-how in his/her area of specialization. A service provider is a professional with a few years of experience.
Can the service providers have relatives of AUC staff?
- The Office of the Human Resources studies the details on a case by case basis to make sure that no conflict of interest exists.
- A relative acknowledgment form is to be used declaring the degree or relationships and names of relatives on service agreement also.
Do we create AUC emails for Service providers?
Email to be created only upon the department’s request and based on business need.
Is it possible to use the ex-staff previous email or ID if he/she is currently a service provider?
No, the previous email or ID number cannot be used.
When should AUC ID be issued to a service provider?
- Only if requested by the department
- If the agreement is for a period of one month and above
Do we allow service providers to use AUC transportation?
Only for a service provider who signed an agreement for one month and above. As the bus needs a university ID (which is not issued for less than one-month agreements).
Can the two departments use the same service provider at the same duration?
No, aervice providers cannot be made use of for two departments at the same duration.
How can fees/payments be paid?
The payment can be made either per hour/day/month at any point during or after partial or full delivery of the agreed services, as the written agreement may stipulate.
Is the offered amount for service agreements subject to a tax deduction?
The amount to be offered is subject to tax deductions. Refer to the disbursement office for details.
How does the payment gets processed?
Payment is processed through the disbursement office. For any details regarding the payment, refer to the disbursement/grants office.
How long should the department inform HR Office before using service providers?
The department must send the area head’s initial approval in addition to the needed data and forms to the Human Resources at least two weeks in advance before starting the service. This is for HR to verify the data and/or make necessary amendments.
Important Notes:
- The service provider is allowed to use the bus for transportation to and from the campus using his/her University ID
- The service provider is allowed an ID with the duration stated in the agreement
Useful Links
Service Provider Personal Information Form
Services and Deliverables Sheet
