Monday, November 30, 2015

Today's Message

Posted: Monday, November 30, 2015

Honorarium Payment Processing

All vendors and individuals who do business with Buffalo State or other agencies within the State of New York must be registered in the NYS Vendor file before payments can be processed. Vendors who are not registered must complete a Substitute W-9 form (PDF) and submit it to the Accounts Payable Department for processing. Questions may be addressed by phone at 878-4117.

Individuals who will be paid a fee for their services must include and combine any travel expenses with the fee. Such payments are subject to IRS Form 1099 reporting requirements. It is strongly recommended that college officials who negotiate a fee with such service providers arrive at a fee that is all-inclusive (i.e., the amount of the fee includes both the fee for services and a travel expense allowance). Employee travel allowances should be used as the basis for determining the reasonableness of the vendor travel expense. When combined fees are agreed upon, there is no need to collect travel expense receipts from non-employees as they apply to travel.

Honoraria can be processed for payment in one of the following ways:

  1. A purchase order is recommended when individuals or vendors want a guarantee that they will receive payment. Please complete a requisition form and deliver it to the Procurement Services office.
  2. Individuals or vendors who agree to receive payment after services have been performed must submit a detailed invoice billed to Buffalo State College. Please attach the invoice to a completed pink requisition and forward it to the Procurement Office for payment approval of straight pay.

Contracts submitted for approval by vendors or individuals must be reviewed and approved by the Procurement Office. Contracts are to be signed by an authorized campus signatory only, not by an employee.

For further information, please visit the Accounts Payable and Travel Services website.

Submitted by: Paula J Mis
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