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) and IRS Form W-9 to the Community Collaborator for completion and signatures. Obtain department signatures.
- 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 and completed IRS Form W-9.
- Departments will receive an approval email when checklist is approved in Accounts Payable.
- 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).
- 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.
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
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
External Regulations and Consequences
University Policies, Standards, and Procedures
Forms
Contact Information
-
Yamaris Fontanez
Title: Independent Contractor Reviewer
Unit: Accounts Payable and Vendor Services
Email: fontanez@email.unc.edu
Phone: 919-843-5047
-
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:
Approved by: Janet Rupert, Director, Accounts Payable and Vendor Services, 8-5-21