Financial Services

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Accounts Payable

PROCEDURES OF THE OFFICE OF HUMAN RESOURCES

Procedure for Payment of Independent Contractors

If the service provider is a business operating with an Employer Identification Number (EIN), the contracting department should process payment for services directly with Financial Services if the contract is $5,000 or less. If the contract exceeds $5,000, the contracting department must submit a requisition to the Purchasing Department to establish a purchase order. Any contracts for services must be routed to Purchasing for review and signature if the contractor will be paid from departmental funds. Any contracts for services must be routed to the Office of Research Administration if the contractor will be paid from sponsored funds.

If the service provider does not have an EIN the contracting department must complete the Request for Independent Contractor Approval form and submit it to the Office of Human Resources, Employment and Compensation Section. If the service provider is a Foreign National and the work is to be performed in the U.S., the contracting department must complete and attach a Foreign National Form and include the required documents listed on that form. These forms are located on the Financial Services and Human Resources website. The Employment and Compensation Section will determine the proper work status of the individual - an employee of the University or an independent contractor.

After reviewing the information provided, the Office of Human Resources or its authorized designee will notify the contracting department of the determination and return the completed form to the department. If the request for independent contractor status is approved, the contracting department must attach the completed form to the invoice, process payment, and keep the original in its files for seven (7) years. Once a service provider is approved as an independent contractor for a specific contract, no other review is required for the contract period if there are no significant contract changes. If the request for independent contractor status is denied, the contracting department must contact its Employment and Compensation representative for instructions on how to pay the service provider either through the appointment or special payment process.