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Professional Services Contract - Part 1

Part 1 of the contract identifies the type of contract and contract amount.

For Teaching contracts, compensation is based upon the number of students on the first day of class. When contracts are issued, the class size is only an estimate. The actual class size will likely change. The program office will issue confirmation of the final contract amount upon the first day of class, and send an updated schedule of the contract payment amounts.

As per our Contracting Rates document, there are two payment models: 1) for classes with 20 students and over: a rate per credit plus a rate for each student; and 2) for classes with less than 20 students: a base fee for up to 10 students, depending on number of credits, plus a rate per student to a maximum of 20 students. A contract may transition between these models if class numbers cross the 20-student threshold.

Part 1 also identifies the deliverables and delivery deadlines, allowable expenses (if applicable), and invoicing dates.

For Teaching and Supervision contracts, Part 1 also specifies the Ethical Review requirements. Unless students will not be involved in activities involving human participants, you will need to demonstrate either that you have experience or training in ethical reviews in accordance with the University's research ethics requirements, or that you have taken the Tri-Council Course on Research Ethics.

Professional Services Contract - Part 2

Part 2 is linked from Part 1 of your electronic Professional Services Contract (and links are provided below). Please read through Part 2 carefully and fully understand the contents. It contains the following:

  • Terms and Conditions of Contract (including sections on Confidentiality, Intellectual Property Rights, Records Management, and Reports & Reviews)
  • Schedule A: Deliverables
  • Schedule B: University Responsibilities
  • Schedule C: Allowable Expenses (if applicable) - see travel information below.
  • Schedule D: Privacy Protection

Part 2 of the contract is specific to your Associate Faculty role:

Supplier Information Form

You will be asked to complete a Supplier Information Form prior to signing your contract. It provides the necessary information to set up your contract and for the Finance Department to process payment. You will be sent the form by staff. You can refer to the Supplier Information Form Guidelines to help you complete the form.

GST Number

As an independent contractor, please review CRA GST/HST guidelines to determine whether or not you need to register for a GST number. If you have earned more than $30,000 over the last 12 consecutive months, you would need to register. Note: Once your revenues exceed the $30K threshold  in a twelve month period, you are deemed to be registered for GST from that point on, regardless of whether you complete the registration with CRA; the CRA can go back and assess GST from the date it was required, not just from the date that registration occurred. We strongly encourage GST registration from the beginning of self-employment work if you think you might come close to the $30K threshold. As a benefit, once you are registered for GST you can start claiming the eligible GST paid (Input Tax Credits) against the GST collected.

Note GST/HST rate as per place of supply.

For further information, see CRA webinar on GST/HST.

Please advise your program contact if you get a GST number so that we can update your supplier information.

Please remember to add your GST% to your invoices - see invoice section.

Insurance

The University recommends that as a contractor you maintain industry standard commercial general liability and professional liability insurance coverage to ensure that you are able to fulfill your obligations with respect to the risks inherent in delivering the deliverables and providing the services under the contract. If you are required by law to maintain WorkSafeBC coverage, you shall be active and in good standing with WorkSafeBC, and provide a clearance letter issued by WorkSafeBC upon request.

Non-Resident Contractors

If you are a non-resident of Canada and a part of your work will be done in Canada, your contract is subject to a 15% withholding tax for the days worked in Canada, as per the Income Tax Act. However, as per the Canada Revenue Agency (CRA) Guidelines for Treaty-Based Waivers Involving Regulation 105 Withholding, a non-resident can apply for a waiver that may reduce or eliminate the 15% withholding tax, based on your personal circumstances. 

To complete the waiver application form, you will need the following Payer information:

  • Payer: Financial Services, Royal Roads University
  • Address: 2005 Sooke Rd., Victoria, BC V9B5Y2
  • Canadian Business Number: 89957 0063
  • Contact person: Finance Department
  • Tel number:  250-391-2600

CRA’s processing times for the waiver applications varies, so if you are planning to apply for a waiver, ensure you do so promptly after the contract is approved, at least 30 days before start of services in Canada or 30 days before first payment. The official waiver must be received by the Finance department before the first contract payment, otherwise the normal tax-withholding rules will apply. While CRA will send an approved waiver to Finance, please also submit your waiver copy to Finance, at finance.contracts@royalroads.ca, to ensure it is received in a timely fashion. To avoid having the tax deducted from your payment, Finance must receive a copy of the waiver prior to, or along with, the submission of your first invoice. 

Please also note that the waiver is contract specific, so if you enter another contract during the year, a new waiver would be required.

Non-Residents who do not have a Canadian Domiciled Account, please complete the International Wire Transfer Request form for paymentNote that associated bank fees will be applied.

Copy of CV & Credentials

When signing your first contract, you will be asked to submit: 1) an up-to-date CV, and 2) a copy of your highest credential and/or professional designation. You will be asked to update your CV every two years.

Website Bio

We invite you to submit a Bio that will be posted to our Faculty Directory (which also posts to the individual School sites).

Travel Policy and Procedures

If your contract includes allowable expenses (which serves as the necessary pre-approval), please review Schedule C (Allowable Expenses) of your contract and familiarize yourself with the following:

Meals:

  • Breakfast: $22
  • Lunch: $22
  • Dinner: $28.50
  • Full day: 72.50

Incidentals: $14 (May only be claimed for each full 24-hour period. Travel length of less than 24 hours does not qualify for an incidental claim.)

Full Day Meals & Incidentals: $86.50

Mileage rate: $0.55 per kilometre

International Travel

If your contract includes international travel, please make sure to avail yourself of the International SOS Global Assistance Program. Please review this information and direct any questions to Jessica Subin, Associate Director, Financial Services. 

Change of personal/business information

Please contact your program office as soon as possible should any personal or business information change, including: personal name/company name, address, GST # status (i.e. you have obtained a GST #), banking information, email, phone number. You will be asked to complete a new Contractor Information Form and/or Direct Deposit Authorization, and for a GST # number addition, a Contract Amendment will need to be signed.

Note: Finance will only pay invoices that match the contract information.

If your email changes, please also update your personal email address (at this link) with IT.

Whom to Contact

For questions related to payment and a submitted invoice, please contact Finance via finance.contracts@royalroads.ca. 

Please direct all other questions to your program staff contact.




Last modified: Tuesday, 28 June 2022, 5:55 PM