Payments to Individuals Occasionally, services are needed that are not readily available through current University Resources Individuals who perform these services for the University are sometimes considered to be Independent Contractors/Consultants Human Resources determines whether or not the individual is an Independent Contractor/Consultant
Payments to Individuals Complete the Authorization to Provide Services (APS) form http://trojan.troy.edu/employees/finance/forms/authorization-to- provide-service.pdf and send to Human Resources http://trojan.troy.edu/employees/finance/forms/authorization-to- provide-service.pdf Human Resources will return the APS to you indicating whether the person should be paid as an Independent Contractor or an Employee. The form will also indicate the appropriate form for engaging service.
If it is determined that the individual is an Independent Contractor, complete the Independent Contractor/Consulting Agreement http://trojan.troy.edu/employees/finance/forms/independent- contractor.pdf Payments to Individuals
Obtain an IRS Form W-9 from the Independent Contractor/Consultant. The name and address on the W9 should correspond to the name and address on all other forms. http://trojan.troy.edu/employees/finance/forms/w9.pdf Payments to Individuals
After the work has been performed satisfactorily, complete a Request for Payment form http://trojan.troy.edu/employees/finance/forms/request-for-payment.pdf Payments to Individuals
Submit the Payment Packet to Accounts Payable The Payment Packet includes: 1.) The Request for Payment form 2.) The original “Independent Contractor/Consulting Agreement” 3.) The original “Authorization to Provide Services” form 4.) The completed W-9 form, signed by the individual 5.) An invoice if provided * All Contractor payments will be paid through the Accounts Payable Department. Upon receipt of the packet Accounts Payable will submit the packet to the Purchasing Department for review and approval. Payment will not be processed to either an independent contractor or consultant, regardless of the amount to be paid, unless the above items are completed. Payments to Individuals
Important to remember…. The Contractor may not begin work prior to the receipt of an official and approved contract. The contract must have at least two signatures—at a minimum, a requestor and an approver. Employees are not authorized to approve their own purchases. It is the responsibility of the benefiting department to ensure that the daily fee paid is reasonable. When completing the agreement, the initiating department should make certain all requested information is provided including: the agreement date the overall specific objectives the projected beginning and ending dates of the agreement the rate of pay reimbursable expenses (must comply with University travel policies) Payments to Individuals