Service Agreements

Service agreements/contracts (a.k.a. vendor agreements) are required when purchasing goods or services from organizations. Individuals may only enter into service agreements with the University if they have been approved as Independent Contractors—please see the Independent Contractor guidance on the Engaging Individuals page.

Service agreements clearly delineate the University and vendor relationship for a particular project. At a minimum, these agreements must outline the vendor’s statement of work and budget, but often include timelines, deliverables, payment schedules, and technical specifications. If you need a service agreement to procure goods or services for a sponsored project, please contact your research portfolio manager for next steps.  

Some considerations (note: this is not a comprehensive list):

  • Vendor vs. Subrecipient:  Organizations with substantial, collaborative contributions to a project may be classified as subrecipients rather than vendors, which would be determined by organization’s statement of work and relationship with the project. Harvard engages with subrecipients through research subawards (a.k.a. subagreements) rather than service agreements.  Additional guidance: Subrecipient vs. Contractor Guidance
  • Handling sensitive data:  Vendors accessing, handling, or storing data classified as data security level 3 or higher must be vetted by HGSE’s Director of Security Operations. More information: HGSE Information Technology Vendor Compliance
  • Vendors on sponsored awards:  Large vendor contracts on sponsored funds, in particular federal funds, sometimes require obtaining multiple quotes or conducting a formal proposal/bidding process. More information: Office for Sponsored Programs Procurement
  • International vendors and projects:  Contracting with international organizations or performing work internationally requires additional approvals. Please see our page on International Collaboration and Engagement.

For more information:

Harvard Procurement Policy
Harvard Strategic Procurement (Harvard internal pages include information on selecting suppliers and preferred vendors with negotiated rates)
Buy2Pay Supplier Portal (Harvard only)

Contact Us

For grant-specific questions, please contact your research portfolio manager. For other inquiries, or if you are unsure whom to contact, email Tiffany Blackman.