Independent Contractors
Policy
All parties who perform services for the university must be classified as an employee or independent contractor in accordance with federal and state regulations. The Office of People and Culture has a process for evaluating and classifying work, and each department must submit a request for work to be evaluated and classified prior to work being authorized or commencing.
Important: All independent contractors must have a current, signed agreement on file.
An Independent Contractor Status Evaluation request form should be submitted for all new independent contractors or those not covered under a current contract.
Process
The procurement of services requires an evaluation of whether an individual should be classified as an employee or an independent contractor. This evaluation and classification must be performed before engaging the contractor to perform services so that the university can comply with tax withholding and reporting responsibilities, and so payment to the individual will not be delayed.
The evaluation must be based upon federal and state standards and approved in advance by the Office of People & Culture.
Note on Vendors: Vendors using an EIN are evaluated and processed by Finance.
The primary differences in these two business relationships are outlined in the Employee or Independent Contractor Reference Guide.
Procedures
Pre-Approved Contractor Services
When providing a pre-approved service, contractors will be paid by completing a Non-Employee Check Request in George Fox Timekeeping. A George Fox ID is required (request George Fox ID).
Pre-Approved Activities:- Guest speaker/guest lecturer/guest athletic coach (camps)
- Judge
- Editor
- Writer
- Performer
- Model/actor
- Translator
- Spiritual Advisor / Spiritual Director
- Dissertation Reader
- Wellness Preceptor
- Teacher Performance Assessment (TPA) Scorer
- Professional Musician - Applied Music Lessons
Contractor Status Evaluation Procedure
- Use the Independent Contractor Standard Operating Procedures to guide you through this process.
- Use the Independent Contractor Status Evaluation Form before engaging an independent contractor.
- The Office of People & Culture will review and appropriately classify the individual within 5 business days of receiving a completed Status Evaluation Form and respond directly to the requestor via email.
- Additional information may be required to classify the work.
- Once a contractor and engagement is approved, all future payments can be processed by completing a Non-Employee Check Request in George Fox Timekeeping.
Individual independent contractors must have Office of People & Culture approval prior to beginning an engagement. Each new contractor or new engagement requires a Status Evaluation Form. Please allow the Office of People & Culture one week processing time in advance of the start date.
Independent Contractor Payment Procedure
- Obtain a W9, insurance information and invoice from contractor
- Complete a Non-Employee Check Request form in George Fox Timekeeping to receive appropriate budget approvals
- Check requests with approvals and above required documents received by Monday will be paid on the accounts payable check run the following Friday, per Finance policy.
If a contractor or engagement is not approved as an independent contractor, the university may hire them as a temporary employee through the regular hiring process. For more information on this, please contact peopleandculture@georgefox.edu.