Payments to Individuals

1. Independent Contractor/Consulting Agreements • Purchasing Payments to Individuals Presented by: Michelle Hodge

2. Payments toIndividuals 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

3. Payments toIndividuals Complete the Authorization to Provide Services (APS) formhttp://trojan.troy.edu/employees/finance/forms/authorization-to-provide-service.pdfand send to Human Resources 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.

4. Payments toIndividuals 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

5. Payments toIndividuals 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

6. Payments toIndividuals After the work has been performed satisfactorily, complete a Request for Payment form http://trojan.troy.edu/employees/finance/forms/request-for-payment.pdf

7. Payments toIndividuals 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.

8. Payments toIndividuals 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)

9. End of Presentation