Title
University of North Carolina at Chapel Hill Finance Procedure 708.4 - Procedure for Requesting and Paying a Community Collaborator
Introduction
Purpose
To facilitate a quicker process for a special category of Independent Contractors, an abbreviated checklist is available for Community Collaborators.
Scope of Applicability
Campus departments may engage with Community Collaborators as part of community outreach and to gather community feedback. Community Collaborators may be engaged for a year at a time, but the individual engagement must not exceed $5,000. Community Collaborators must supply IRS form W-9 as a US person. Community Collaborators who cannot sign IRS form W-9 as a US person must use the standard Independent Contractor checklist (Finance Form 708.1.1f). Payment to Community Collaborators can be made by check or direct deposit.
Procedure
To request a Community Collaborator, obtain department approvals and send the Community Collaborator Checklist (Finance Form 708.4.1f) to the Community Collaborator for completion and signatures. Obtain department signatures.
- Send a PaymentWorks invitation if speaker is not a connected supplier in PaymentWorks.
- Enter the abbreviated Community Collaborator checklist at the Independent Contractor page in Connect Carolina: Finance Menu>UNC Campus>Independent Contractor>Add a New Value>Set ID: UNCCH>.
- At the dropdown questions, select "Yes" at the "Are you submitting a form for a Community Collaborator?" question.
- Select "Yes" at the "Will the community collaborator be paid $5,000 or less over 12 months?" question.
- Click "Add."
- Complete the general information section, services provided, how fee is determined, and certification of UNC at Chapel Hill Department, and community collaborator checklist sections.
- Upload signed community collaborator checklist.
- Departments will receive an approval email when checklist is approved in Accounts Payable and the supplier registration is approved in PaymentWorks.
- Request payment for the community collaborator through Campus Voucher (see the "Creating Campus Vouchers" guide for instructions).
- Upload the community collaborator approval email and supporting documentation (Invoice, checklist, or email documentation) in the campus voucher system. Never upload IRS Form W-9 to the Campus Voucher system.
Exceptions
The community collaborator checklist is not allowed for engagements longer than one year or exceeding $5,000. Community collaborators that cannot sign IRS Form W-9 as a US person must use the standard Independent Contractor checklist instead (see Finance Policy 708, Finance Procedure 708.1 and Finance Procedure 708.2).
Definitions
Community Collaborators - are individuals who are paid to review and evaluate a University activity by sharing feedback, suggestions, insights, and concerns based on their perspectives as lay members of communities that may be affected by that University activity (i.e. community advisory board or focus group members). This Form should not be used for professional trainers or training firms, research collaborators, professional consultants, or persons who receive confidential or proprietary information in the course of their work with the University.
Related Requirements
University Policies, Standards, and Procedures
Forms
Contact Information
Independent Contractor Reviewer
Accounts Payable and Vendor Services
ic_review@email.unc.edu
Important Dates
- Effective Date and title of Approver:
- Effective Date: 9-1-2021
- Approver: Janet Rupert
- Revision and Review Dates, Change notes, title of Reviewer or Approver:
- 6/24/2024 updated to reflect changes to required documents and process due to PaymentWorks.
Approved by: Janet Rupert, Director, Accounts Payable and Vendor Services, 8-5-21