A release time or “buy out” agreement is similar to a Professional Services Agreement (PSA).  It is an agreement between Brown and an entity, such as a hospital, foundation, or company, through which the entity agrees to release a percentage of its employee’s effort to Brown University at a rate based on the employee’s contracted time. The agreement includes details regarding the scope of work, the individual’s Brown-related responsibilities, the percent of time and length of time the individual will be serving in the contracted role for Brown, and the applicable cost center covering the cost of the agreement.  Under this type of agreement, Brown pays the entity directly; the individual will not receive payment from Brown.

Key points:

• Section 3.2: If invoices will be sent to your department, please add details to exhibit A under “special conditions” to include your department specific information and to request that invoices be sent electronically to <insert applicable email addresses>.

• When outlining payment amounts on a release time agreement: please type out the total value of the agreement and list the numerical value in parentheses (e.g. five thousand dollars ($5,000). If the agreement spans multiple years, please specify the amount each year for clarity.

• Release time agreement, exhibit A, work schedule: If the payment provided is a flat fee amount and not an amount determined by a percent effort, insert "flat fee" in the "percent" field and "N/A" in the "Number" field.

• Please note that it is required that you make a choice using the drop down box for item 3 in Exhibit A regarding insurance.

• Please do not utilize this agreement if you are completing a PSA (independent contractor or otherwise). The appropriate method for completing a PSA is to use the Brown Contract Management System (aka Jagger).

• All release time agreements must be submitted to BioMed Finance and Planning via [email protected] for review prior to routing for any signature.

• For all PSAs for independent contractors, please send the completed checklist to BioMed Finance and Planning and BioMed Human Resources for review and approval prior to initiating the PSA process in the Brown Contract Management System. If applicable, Senior Officer Approval (SOA) should be requested at the same time that the contract is submitted through the Brown Contract Management System. 

• For all contracts that are not for independent contractors or release time agreements, please submit the contract through the Brown Contract Management System. Senior Officer Approval (SOA) should be requested at the same time that the contract is submitted through the Brown Contract Management System.

• For any other types of contracts (ex: customer invoicing MOUs) please email [email protected].

• It is best practice to obtain the Division signature last, after the other party has signed. Please refer to the signature authority document or email [email protected] if you have questions on who is authorized to sign an agreement.

• Please reach out to BioMed Finance and Planning with any questions regarding the process of obtaining senior officer approval prior to executing a PSA or Time Release Agreement.

• If a contractor or other entity has questions about or suggests revisions to a PSA or release time agreement, please contact BioMed Finance and Planning.

• If the faculty member or person you are completing a PSA for is on a visa, please email [email protected] before completing the agreement in the Brown Contract Management System.

Release Agreement Templates

• BPI release time agreement is to be used for BPI and its related foundations. 

• Lifespan release time agreement is for any time release agreements for Lifespan and its affiliated hospitals.

• The basic time release agreement is for any other organization

General Services Agreement

Time Release RTA - Standard

Time Release RTA - BPI and Related Foundations

Time Release RTA - Lifespan and Affiliated Hospitals

Time Release Workflows

• Department completes appropriate template

• Submit to [email protected]

• Department receives edits or approval to send to organization for review and signature

• If edits are needed, send back to [email protected] before routing for signature

• Department sends to organization

• If organization has concerns about the agreement, email [email protected] for next steps

• Once partially executed version ready, submit for senior officer approval (SOA) if applicable

• Obtain Brown signatures if not already obtained in SOA process

• Department routes fully executed agreement to all parties including BMFP and BMFA

• Department initiates transactions in Workday (PO or supplier invoices) for payments. 

Independent Contractor PSA Workflow

• Department the employee vs independent contractor checklist. 

• Submit to BioMed Human Resources. Please also include the following information:

  • If the contractor is employed full time by another organization, please confirm that these services are above and beyond their scope of duties and hours worked. 

  • Please confirm either that they are U.S. citizens or have the correct visa status to receive payment from Brown for services rendered.

• Once approved, department initiates process in the Brown Contract Management System if the total cost is over $3,000.  If under $3,000, please use the General Services Agreement form for this threshold.  Please attach the checklist and any other information supporting the contract request.

• Submit for SOA (if applicable)

• Department routes fully executed agreement to all parties including BMFP and BMFA (if applicable)

• Department initiates transactions in Workday (PO or supplier invoices) for payments. 

PSA Workflow

• Department initiates the process in the Brown Contract Management System. Please attach any supporting information for the contract to the application.

• Submit for SOA (if applicable)

• Department routes fully executed agreement to all parties including BMFP

• Department initiates transactions in Workday (PO or supplier invoices) for payments.