Service by an Individual Policy
Policy:
This policy covers the payment to individuals who are not part
of a corporation or partnership and qualifies as an independent contractor.
To determine whether an individual qualifies as an independent contractor,
an Independent Contractor Questionnaire must be completed by the department
requesting the service. The Controller's Office will review this questionnaire
and make a final
determination
about the independent contractor status. The commitment to
hire the independent contractor should not be made until the status
is confirmed
by the Controller's Office.
Honorariums or lecture fees are exceptions to the Independent Contractor
Questionnaire requirement.
For a Wellesley faculty member, staff member or student, the
payment must be processed through Payroll under the policies for each employee
type. Please see the Payroll section for specific guidelines and deadlines.
All other payments to individuals are made through Accounts Payable.
Per IRS requirements, certain vendor information must be provided before
a payment may be made. If you are paying a Non Resident Alien or Foreign
National, please see additional requirements under a separate policy.
All requests for payments must be approved by an authorized individual.
If the request for payment is to be charged to a grant or contract provided
by a sponsor external to the College, the invoice must also be approved
the Associate Controller of Sponsored Research.
Original receipts are not required for expense reimbursements to independent
contractors. These reimbursements are subject to 1099 reporting requirements.
Procedure:
Before an independent contractor is hired, an Independent
Contractor Questionnaire should be completed and forwarded to
Dotti Koulalis in the Accounts Payable office. Once the independent
contractor status has been confirmed, the form will be returned to
you with an indpendent contractor (IC) number.
Information on
new
vendors should
be entered
on
the New
Vendor Form. Please have the individual complete this form.
The completed form along with the other requirements should be
forwarded
to Accounts
Payable for processing.
To request a payment to the individual, the authorized individual
should:
- Review the invoice from the independent contractor for accuracy.
- Check to see that the invoice was not previously approved.
- Use the Controller’s Office standard stamp or label for
approving invoices. Stamps may be ordered throught the College's
Distribution Center.
The label template may be found by clicking
here. The following information is required on the stamp or label
:
- Fill in the complete FOAPAL with
the required information on fund, org, account, and program.
- Sign the invoice indicating approval for payment.
- For all invoices that do not have a purchase order, the authorized
signer must check off one of the statements indicating the reason
that a purchase order was not obtained.
- Forward to Accounts Payable for processing.
Please allow 7-10
business days for invoice processing.
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