ECU Logo
 
Welcome to ECU
Materials Management - Contractual Services


770x170_21


 


INSTRUCTIONS FOR COMPLETING THE
CONTRACTUAL SERVICES PAYMENT REQUEST FORM

The CONTRACTUAL SERVICES PAYMENT REQUEST form must be utilized by all university departments, schools, and offices to pay for the services rendered by an independent contractor.

The CONTRACTUAL SERVICES PAYMENT REQUEST form is initiated by the contracting office to issue payment to an independent contractor performing a specified service. The instructions for completion of the form are listed below. Be sure to check with your division office to see if an approved contract needs to be in place prior to services being rendered (refer to #3 on the "Procedures Used to Initiate Contractual Services").

Section #1:

The name must be completed as shown on the form, (First, Initial and Last). The name inserted in this section must be as it appears on the recipient's social security card. You cannot establish an independent contractual relationship with an ECU or state employee.

Section #2:

Enter the recipient's Banner ID number and the Standing Purchase Order Number if applicable. A contractor operating a business with a federal ID number cannot be paid on the Contractual Service Payment Request form.

Section #3:

Enter the permanent address of the recipient's residence to include street address, city, state, zip, telephone number and country. Please indicate Visa status (Foreign National or US Citizen) and attach a copy. Payments to foreign individuals must be coordinated with the Office of International Affairs which is ECU's clearinghouse for all INS matters. Prior to a unit contracting with nonresident aliens, the Office of International Affairs should be contacted as a first step. This office is responsible for providing guidance, information and other materials on immigration and visa issues for INS. Foreign individuals invited to ECU must enter the country with the appropriate visa to ensure that ECU can make all payments for contracted services legally and in a timely fashion. The payee must include a (photo) copy of his/her visa to expedite matters.

Section #4:

Provide the name of the recipient's present employer and whether this employer is a N.C. State Agency and whether the recipient has an immediate family member working at ECU.

Section #5:

Provide the address of the recipient's present employer.

Section #6:

Indicate who the check should be made payable to if the information is different than what is listed in Section #1.

Section #7:

Provide the name of the program in which the recipient will be performing the service.

Section #8:

Enter the dates of services to include the beginning date and ending date. If the services exceed three days per month, a Personal Services Contract must be initiated through Materials Management. A copy is attached for your review.

Section #9:

Obtain a signature of the independent contractor. This signature certifies that the independent contractor understands that the University is not required to withhold federal or state taxes or social security on payments made to independent contractors. Independent contractors will be sent a Form 1099-Misc at the end of the calendar year if the payment(s) made during the year aggregate to more than $600.

Witholding from nonresidents for personal services - North Carolina income tax is required to be withheld from non-wage compensation (personal services income) paid to nonresidents for personal services rendered in this State. The requirement to withhold is 4%.

Section #10:

Provide a detailed description of the services rendered by the recipient.

Section #11:

Indicate why this recipient was chosen to perform these services.

Section #12:

Enter the daily rate x the number of days to be paid and the total of all services being paid.

Section #13:

Enter the corresponding FOAPAL code(s). This major Banner Account codes includes the payments to independent contractors, external organizations, and others for professional and consultative personal services engaged on a contractual basis.

Account Numbers

Description

73001

Legal and Accounting Fees: This minor object includes the professional fees paid to attorneys and accountants for legal and accounting services rendered to the institution.

73038

Consultant Fees: This minor object includes the fees paid to professional specialists for consultative services provided to the institution. Consultants require approval at the state level.

73011

Medical Fees: This minor object includes the professional fees paid to hospitals, medical doctors, dentists, nurses, etc. for medical services rendered on behalf of the institution.

73062

Employee on Loan Payments: This minor object includes the payments to other state government agencies for professional services of borrowed employees subject to the statewide policy on dual employment.

73064

Honorariums: This minor object includes the payments to professional persons for services rendered when custom or propriety forbids the setting of fees.

73101

Academic Inst/Res Service: This minor object includes non-payroll payments for instructional and research services performed by individuals who are not State employees.

73067

Other Contracted Services: This minor object includes non-payroll payments, or fees, to independent contractors, external organizations, and others for professional and consultative personal services engaged on a contractual basis, and not identified by minor objects numbered 73001 through 73101. It includes the costs of contracted secretarial, clerical, instructional, and research services provided by non-employees and critic teachers.

Section #14:

Provide the name of the person contracting the services of the recipient, the department the services are being provided for and a phone number where this individual can be contacted if there are questions.

Section #15:

Provide the signature of the person contracting the services of the recipient. This signature certifies that the above services were rendered satisfactorily, that it has been determined that the payee is an independent contractor as defined by the "twenty factor test", and that a contract was approved if more than 3 days and/or exceeding $5,000.

Section #16:

Provide the signature at unit level by Chairman, Dean and/or Director. This signature certifies that the services and budget were authorized and approved.

Section #17:

Provide the signature at division level. This signature certifies that the services and budget were authorized and approved. The division is approved to sign up to their delegated authority amount granted by Materials Management.

Section #18:

Provide the signature by the Department of Human Resources. This signature certifies that the payee is not an ECU employee.

Section #19:

Provide the signature by Materials Management. This signature certifies that for services that exceed three days we are covered by a Personal Services Contract to ensure that the University does not experience any liability as a result of this service.

Section #20:

Provide the signature by Grants Administration (if applicable). This signature certifies that the services and budget were authorized and approved.