Paying Individuals and Companies
Departments and support units have options in paying people who perform services for University of Wisconsin - Parkside. Understanding the correct method to pay individuals is very important.
The IRS presumes that an individual performing work is an employee unless they meet an exemption. Links to some of these rules are below.
It is the responsibility of each paying Center/Department/Unit/Division to ensure that all tax reportable payments made to UW employees are made through Payroll. This includes employees of all UW System Campuses as all UW System Campuses are paid through a central payroll system and report to the IRS as one unit.
UW SYSTEM POLICIES
This is the UW System Policy 235: Personal Services Payments. Note as of March 2020, this policy is under review.
The Payment for Services Flow Chart is incorporated into the Paying People Qualtrics Survey. This questionnaire has UW System specific questions regarding employee vs independent contractor questions and is also embedded in the Qualtrics Survey.
Here are some UW System examples of Employee versus Independent Contractor situations.
You may review the additional attachments embedded in this policy if you have questions regarding the correct payment method.
UW Madison Tax Compliance Resources
Our information provides an overview. If you would like to learn more about the specifics, the UW Madison Business Services website has some great resources. Specifically, the page on Tax Compliance and Reporting is informative.
Keep in mind that Madison may have different internal policies than UW Parkside.
RULES AND REGULATIONS
The Internal Revenue Service, the Department of Labor, Wisconsin State Legislative code, University of Wisconsin System, and the University of Wisconsin - Parkside have rules, regulations, policy, and best practices covering how to pay individuals.
POSSIBLE WAYS TO PAY
The Payment to Individual Report form is typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.
If you are paying a business or purchasing products, please refer to the Purchasing Goods and Services page.
If you are paying an employee, please refer to your Human Resources Representative.
FIND THE APPROPRIATE PAYMENT METHOD
Use the Paying People Qualtrics Survey to determine the appropriate payment method. You will need some information regarding the individual to complete the survey. You can use this quick checklist to ensure you have the information you need. You may need the information in the Employee vs Independent Contractor form filled out by the hiring individual.
Employee versus Independent Contractor
The Paying People Qualtrics survey can help you determine the appropriate payment method for individuals.
Payroll is required when the individual is a University of Wisconsin employee regardless of their campus. There are no exceptions this policy.
If the individual is not a University of Wisconsin employee, the first step is determining if the relationship is an employee/employer or independent contractor.
This determination is only the first step. The survey walks through scenarios based on policy to determine the correct process.
What payments can be on a payment to individual report?
Active University of Wisconsin - Parkside non-employee students for payments less than $100.
Non University of Wisconsin employees for services that would normally meet the employee/employer relationship if the payment is less than $500.
Non University of Wisconsin employees for unique non- competitive services that support instruction, research, or public service.
What payments cannot be on a payment to individual report?
Payments for any goods. Refer to the Purchasing Goods and Services guidelines.
University of Wisconsin - Parkside employees, including faculty, staff and student employees. These individuals must be paid through payroll.
Active University of Wisconsin - Parkside students for payments over $100. These individuals must be paid through payroll.
Employees of any UW System School. These individuals must be paid through payroll.
Employees of any Wisconsin State Agency may need to be paid through payroll. Use the Paying People Qualtrics survey to determine the correct process.
COMPLETE AND SUBMIT THE APPROPRIATE PAPERWORK
When you have determined the correct method, ensure you have all of the paperwork you need. For the Payment to Individual Report, you will be required to complete the Paying People Survey. Please copy the results page from your survey and include in your backup documentation. The PIR instructions will assist you in filling out the form. Here is an example.
Submit your documentation. Check out the dropdowns on the right for common forms and submission information.
If you are paying an individual already on the University of wisconsin - Parkside payroll, please contact one of our payroll specialists for guidance.
UW Parkside Benefits & Payroll
Payroll Lead Coordinator
UW System (Service Center)
After submission, you can follow your Requisition or PIR progress through the J drive: Campus Info\Business Services\Reference - Payment Tracking logs and choose the appropriate spreadsheet. For Payment to Individual Reports, use the PIR FYXX. If you requested a check back to your department, remember that as the check custodian, you must pick up the check in person at the Business Services office. You will be notifed when the check is ready to pick up.
A department or unit has purchased goods or services. Payment for that good or service may happen in a few different ways.
If you pay with a corporate card, either a Purchasing (P) Card or a Travel Card, University of Wisconsin - Parkside will pay your card charges based on your e-reimbursment for the travel card or Purchasing Card process.
If you submit a requisition and have pre-approval for a purchase, when the invoice is received in Accounts Payable you will be asked to provide Positive Approval. Positive Approval ensures the department approves payment based on receipt of goods or services.
You may also submit a requisition for a Cash with Order purchase, such as a subscription or conference registration. This payment method is appropriate when a check must accompany an order.
If Accounts Payable receives an invoice with no pre-approval and no Purchase Order, a staff member will contact you to provide the appropriate paperwork.
APPROVING A PAYMENT
All payment requests, generally invoices, sent to Accounts Payable must be approved by the funding string signatory or their official delegate.
When a Purchase Order is created, the approval is part of the Purchase Order creation process. You will be contacted if there is a discrepancy between the Purchase Order and the invoice submitted.
If there is not a Purchase Order for an invoice, you will probably need to submit a Requisition.
Instructions and guidance on how to fill out a Requisition is on the Purchasing Goods and Services page.
PURCHASING GOODS AND SERVICES
Refer to the Purchasing Goods and Services page to ensure you understand how items should be purchased. Review the information on Shop@UW, how and when to use the Purchasing Card, purchases on a Purchase Order, and Requisitions.
We encourage you to use your Purchasing Card to decrease the cost of processing payments through Accounts Payable. If you cannot use a PCard, then ask your supplier if they accept ACH payments. Contact Accounts Payable if you have questions about supplier payments.
If you use a Purchasing Card to purchase items for you or your department, you are required to submit the Purchasing Card log, your PCard statment, and your back-up receipts.
Ensure that you do not use the PCard for any excluded items.
More information on the Purchasing Card is on the Purchasing Goods and Services Page.
CASH WITH ORDER REQUISITIONS
The requisition paperwork and attached documentation must be submitted to Business Services no later than 10 days before the date the check is needed. Payment deadlines should be clearly marked on the requistion. Checks will not be written against FAX requisitions. Accounts Payable will mail the check directly to the supplier with the applicable attachments.
When an individual or company needs to be refunded, there are a few things to keep in mind.
The refund method must be the same as the payment method.
If the payment was made with a credit card, the refund must be with a credit card. Check with your Credit Card payment provider on processing refunds.
If the payment was made to their student account, contact Cashier's Office to discuss refund options.
If the payment was made by cash or check, use the Refund of Receipts form.
In order to process a Refund of Receipts, you will need the appropriate backup documentation. Please attach the WISDM documentation that shows the original transaction. It is important that the funding strings of the original transaction and the refund match.
** Please note the Covid 19 exception. If you are refunding because of a cancellation due to the Covid 19 campus closures, please ask about the appropriate refund account code.**
TRAVEL AND REIMBURSEMENT
Assigning an Alternate
In some circumstances, you may assign someone else as an Alternate to create an E-Reimbursement on your behalf or you may be setup as an Alternate to create and submit a report for someone who is not a University of Wisconsin-Parkside employee.
Please note: Alternates can enter expense transactions on your behalf but cannot submit your e-reimbursment. If there are issues with your report, you will be notified and required to resolve any issues before re-susbmission.
Reimbursing a non-employee, rather than booking travel for a non-employee, requires a non-employee reimbursement setup form. Business Services then sets up a user id for the non-employee and an Alternate to create the report in the E-reimbursement module.
UW TravelWise Guest Travel pages can assist you in booking and paying for travel for a non-employee guest.
Your Guest Traveler should fill out the Guest Traveler Information Request Form to provide you with the information you need to complete the appropriate bookings. Ensure you give your guest your email address for the University Host Email at the bottom of the page.