Payment for Independent Contractors
If a person needs to be paid as an Individual, please follow this procedure:
- The Individual's W-9 form must be on file before Accounts Payable can issue a check. The W-9 needs to be completed with the individual's name, permanent address (not the SMC mailbox number), social security number or Employer Identification number, signature and date. It is a legal document and needs to be completed in full, legibly, and by the person named on the form. The W-9 form needs to be completed by the same person to whom we are cutting the check.
- The Request for Payment form needs to be completed with the payee's name, amount to pay, and payee's social security number. If you want Accounts Payable to send the check to their SMC mailbox, please check "Other" and specify. Accounts Payable can also hold the check in the Cashier's Office in Alliot Hall if preferred, by checking "Hold for Pickup."
- Please include a sufficient description of why the person is being paid. ("Coffeehouse" would not be descriptive enough; but "Coffeehouse on September 23, 2001" would be acceptable.) If there is no invoice from the individual, then there should be a contract between the performer and a SMC representative, signed and dated, explaining who does what, when and where.
- Timing is very important. Please allow 7 business days or more to accomplish the vouchering and cutting of the checks. Sometimes a wrong account number, insufficient information, or lack of a W-9 delays the process.
- If the person being paid is not a citizen of the United States of America, there are other important issues that need to be resolved before payment can proceed. Please contact Mary Jo Engel X2583 in the Human Resources Department for information.
- Employees are not paid for their services through this policy. Employees are normally paid through the payroll process administered by the Human Resources Department.