Policy on Payments to Individuals
(Employee, Student and Non-Employee)
Scope of Policy
The Policy on Payments to Individuals is designed to provide information, forms, and procedures to University Departments and Personnel who initiate payments to individuals via Accounts Payable.
The classification of individuals is critical for the taxation and reporting of the payment.
Wesleyan Employee – A payment to a Wesleyan employee via Accounts Payable is generally made when the employee requests a travel reimbursement, travel advance or reimbursement for out-of-pocket expenses. Requests must be supported by original documentation, and include the business purpose of the purchase. (Note: students are not considered University employees for this purpose.) A payment made to a Wesleyan employee for services performed must go through Payroll/Human Resources.
Wesleyan Student – A payment to a student is generally made for expense reimbursements, prizes/awards, living allowance stipends, and trainee (research) fellowships. Requests must be supported by original documentation. Prizes/awards, stipends, and trainee (research) fellowships must be accompanied by the Student Payment Voucher Attachment. (Note: students are not considered University employees for this purpose.) Refer to the Payroll website for compensating a student for hours worked.
Non-Employee – A payment to a non-employee is generally for services performed by independent contractors, honoraria, athletes and entertainers, and travel reimbursements. Requests must be supported by original documentation. Review the Payments to Individuals Flowchart BEFORE services are provided.
Accounts Payable Deadlines
AP Vouchers that are in the AP inbox by 4:00pm on Fridays can be processed for the following Wednesday's paycycle, as long as net terms allow.
AP Supplier Request forms that are in the AP inbox by Monday at 4:00pm will be processed by that same Friday.
EMPLOYEE v. INDEPENDENT CONTRACTOR
DONATIONS of HONORARIA, PRIZES or OTHER PAYMENTS