708.4 - Procedure for Requesting and Paying a Community Collaborator


University of North Carolina at Chapel Hill Finance Procedure 708.4 - Procedure for Requesting and Paying a Community Collaborator



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.


To request a Community Collaborator, obtain department approvals and send the Community Collaborator Checklist (Finance Form 708.4.1f) and IRS Form W-9 to the Community Collaborator for completion and signatures. Obtain department signatures.

  1. 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>.
  2. At the dropdown questions, select "Yes" at the "Are you submitting a form for a Community Collaborator?" question.
  3. Select "Yes" at the "Will the community collaborator be paid $5,000 or less over 12 months?" question.
  4. Click "Add."
  5. Complete the general information section, services provided, how fee is determined, and certification of UNC at Chapel Hill Department, and community collaborator checklist sections.
  6. Upload signed community collaborator checklist and completed IRS Form W-9.
  7. Departments will receive an approval email when checklist is approved in Accounts Payable.
  8. After receiving the approval email from Accounts Payable, request a supplier ID at Campus Supplier (see the "Requesting Suppliers and Independent Contractors" guide for instructions). The community collaborator checklist and form W-9 will be available in Campus Supplier when requesting the supplier (do not have to upload again).
  9. Request payment for the community collaborator through Campus Voucher (see the "Creating Campus Vouchers" guide for instructions).
  10. 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.

Payment will be made by check to the address on the checklist unless direct deposit is requested. See Finance Procedure 1218.1 - University of North Carolina at Chapel Hill Procedure for Determining Vendor Documentation for instructions on gathering direct deposit banking information


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).


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

External Regulations and Consequences

University Policies, Standards, and Procedures



Contact Information

  1. Yamaris Fontanez
    Title: Independent Contractor Reviewer
    Unit: Accounts Payable and Vendor Services
    Email: fontanez@email.unc.edu
    Phone: 919-843-5047

  2. Jezreel Hunter
    Title: Vendor Team Supervisor
    Unit: Accounts Payable and Vendor Services
    Email: jezreelw@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:
    • Last Revised Date: NA

Approved by: Janet Rupert, Director, Accounts Payable and Vendor Services, 8-5-21

100% helpful - 1 review


Article ID: 135076
Fri 8/6/21 12:24 PM
Thu 2/17/22 1:43 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/16/2022 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director, Accounts Payable and Vendor Services
Last Review
Date on which the most recent document review was completed.
02/16/2022 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
02/16/2022 12:00 AM
Next Review
Date on which the next document review is due.
02/16/2023 12:00 AM
Date on which the original version of this document was first made official.
09/10/2021 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget