httpfinanceuncedudepartmentsstrategicsourcingpaymentprocurementsysopsdisbursementvendormanagement Disbursement Services September 11 2017 The Team Yamaris Fontanez IC Reviewer Arun Malik Foreign Vendor Coordinator ID: 683823
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Independent Contractor Approvals, Voucher documentation
http://finance.unc.edu/departments/strategic-sourcing-payment/procurement/sysops/disbursement/vendor-management/
Disbursement Services, September 11, 2017Slide2
The Team
Yamaris Fontanez, IC ReviewerArun Malik, Foreign Vendor CoordinatorGrace Many Atangana, Domestic Vendor Coordinator
Glenn S. (Steve) Vance, 1099 Voucher ReviewerJanet Rupert, Director, Disbursement Services, Travel ServicesSlide3
Resources for IC Requests
POLICY 708: INDEPENDENT CONTRACTOR http://financepolicy.unc.edu/policy-procedure/708-independent-contractor/PROCEDURE 708.1: INDEPENDENT CONTRACTOR PREDETERMINATION PROCESS
http://financepolicy.unc.edu/policy-procedure/708-independent-contractor/708-1-independent-contractor-predetermination-process/
Remember: Finance.UNC.EDUSearch: DisbursementSlide4
Domestic Independent Contractor Requirements
$10,000 or LessIndependent Contractor Determination Checklist
http://financepolicy.unc.edu/708_1_1fW-9 Form
https://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=103Background checkhttp://financepolicy.unc.edu/policy-procedure/708-independent-contractor/708-1-independent-contractor-predetermination-process/Slide5
Domestic Independent Contractor RequirementsOver $10,000: Additional Documents
Independent Contractor Services Agreement with the Statement of Work:http://financepolicy.sites.unc.edu/files/2013/08/708_1_2f-Independent-Contractor-Services-Agreement-Statement-of-Work.pdf
Waiver of Competition: https://financepolicy.unc.edu/files/2017/08/1232.1.1f-Brand-Vendor-Specific-Waiver-of-Competition.pdf
Letter of Justification for Sole SourceSlide6
IC Limitations
IC contract length does not exceed 12 monthsIC contracts for services over $10,000 need more documents
Background checks needed, engagements over 10 days per year, access to sensitive populations or data/facilities, continuous relationshipUse current forms: Use the website, forms link to IRS, NCDOR
IC cannot be employed as FTE or Temp in last 12 monthsSlide7
Foreign Independent Contractors
Provide the same documentation as domestic ICs plus the following:IRS Form W-8BEN (instead of W-9 Form)
Foreign Vendor Creation FormBanking Information (ACH form or Foreign Wire Setup Form)
Copy of Passport page with picture (biographical page)Cannot submit through CC: submit by email to IC_review@unc.eduIC Reviewer will share information with Foreign Vendor Coordinator, no need to resend documentsSlide8
Foreign ICs performing services in the US have tax consequences
Policy 709, Procedure 709.1: Federal and State Tax Withholding Requirements for Payments to Non-Resident Aliens Performing Services in the United States
Copy of Passport Pages (Biographical information with picture) VISA page with issue date (submit copy of US entry stamp asap after arrival)Foreign Vendor Withholding Assessment Formhttps://financepolicy.unc.edu/files/2017/06/709.1.1f-Foreign-Vendor-Form.xlsxIRS 8233 Form- (If tax treaty is claimed, requires a US TIN)If a Tax Treaty Claim is requested, IC reviewer will work with Payroll Office to determine the appropriate tax rate for Federal Withholding.Form I-94: Travel record information
https://i94.cbp.dhs.gov/I94/#/recent-search(US Department of Homeland Security)Slide9
IC Voucher approvalsAttach the following documents to the IC vouchers:
All 5 pages of IC Checklist Screenshot from Connect Carolina showing that IC status has been approved.
OrApproval email sent by Connect Carolina [sent automatically to the IC requester (Domestic only)].
Do not attach forms W-9, W-8. Redact all TIN information on attachments.NOTE: For FOREIGN INDEPENDENT CONTRACTORS The IC Checklist (5 pages) will have IC approver signature.(THE CC EMAIL OR SCREENSHOT DOESN’T APPLY)Slide10
QUESTIONSPlease contact
:disbursementsteam@unc.edu (best)
By phone: Janet Rupert, 919-843-5098We are happy to present information re: creating and updating Independent Contractors to your department’s administrative staff on request.