Workflow Chart
Transcript: Workflow chart IC process for U.S. Citizens and Resident Aliens The department hiring the service provider identifies the need for the service and makes sure there is an available budget Guidelines for Limited Engagement: -A Limited Engagement Fee is a payment to an individual (non-employee/faculty, non-student) for providing a service of an academic nature, short duration, and/or low dollar amount. - ($1,000 or less per transaction; $5,000 per year max). This is intended for guest speakers, guest lecturers, artists, performers, writers/editors, board members, critics, preceptors, mentors and/or those services meeting the fee guidelines. If you are unsure if the service qualifies as a limited engagement process please contact Holly Marrone in the HR office at hmarrone@nursing.upenn.edu 1. Use the space bars or these arrows to navigate through the presentation 2. Or click on each circle to enlarge and scroll out with the mouse to return 3. DO NOT use Back-page function in top left How to use Prezi Click Here 1st Limited Engagement If the individual is not an existing supplier, request Non-PO payee be added as a new Non-PO supplier. Signed Limited Engagement agreement is uploaded. Payee will complete the supplier registration and is responsible for uploading their W-9 (U.S. Persons)/W-8BEN, Passport, and Certificate of Foreign Source Income (Non U.S. Persons) in the secure portal. Global -services outside the U.S. If the payee is unable to access this portal/on board themselves, a proxy function is available. Non-PO Payment Request is prepared and the signed Limited Engagement Global agreement, statement of work/supporting documents, if any, are uploaded. Secure sign the completed Limited Engagement - Nonresident Alien documentation to either Cara Salsberg or Hillary Stein in the Tax Office to confirm the nonresident is eligible to receive payment for the limited engagement. Services within the U.S. (Non-resident Aliens) If the individual is not an existing supplier, request Non-PO payee be added as a new Non-PO supplier. Signed Limited Engagement agreement is uploaded. Payee will complete the supplier registration and is responsible for uploading their W-8BEN and Passport in the secure portal. If the payee is unable to access this portal/on board themselves, a proxy function is available. Non-PO Payment Request is prepared and the signed Limited Engagement agreement, and statement of work/supporting documents, and I-94 Departure Record are uploaded. If the individual is not an existing supplier, request Non-PO payee be added as a new Non-PO supplier. Signed Limited Engagement agreement is uploaded. Payee will complete the supplier registration and is responsible for uploading their W-9 in the secure portal. Services within the U.S. (U.S. Persons) If the payee is unable to access this portal/on board themselves, a proxy function is available. Non-PO Payment Request is prepared and the signed Limited Engagement agreement, and statement of work/supporting documents, if any, are uploaded. Need for service is identified Independent Contractor The hiring department initiates the purchase order process and engages the independent contractor for services. After completion of the project (or at intervals agreed upon in the contract), the independent contractor sends an invoice directly through Penn Marketplace referencing the PO number to receive payment. A) Service Provider Questionnaire D) Purchasing Services is responsible for reviewing and signing all Personal/Professional Service Agreements on behalf of the University, including agreements for activity outside of the United States. Hiring office requests the potential contractor to complete: i. Please contact the office of Taz and International Operations prior to engaging a nonresident alien as an independent contractor to understand the limitations of his/her visa and the additional paperwork required for processing payment. B) For nonresident aliens providing a service within the U.S. - Foreign National Information Form. i. Global Support Services as developed Hiring Abroad Toolkit to determine if the individual can be engaged as an independent contractor or whether a Professional Employment Organization should be utilized ii. Please contact Global Support Services prior to engaging an individual for services transpiring outside of the U.S. C) If the activity/service takes place outside of the United States. Using the completed Service Provider Questionnaire and what they know about the project, the hiring department completes the Service Provider Evaluation Worksheet. i. Hiring department forwards SPQ and SPE form along with hiring manager's description services to be provided to Human Resources for determination. A) Individual should be engaged as an independent contractor. i. Hiring department should continue to work with Human Resources to complete the hiring process. Note: If the individual is hired as an employee but is not located near main campus, the
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