From time to time, you may have need to pay people beyond your regular departmental payroll. Here are some of the common scenarios and how they should be handled:
International payees - There are special considerations any time the person to be paid is from another country. For any international payee, please refer to this website: International Payees, and please contact LuAnn Pickens, Manager of Payroll Services, at 710-8564 before promising or making payment. If you plan to pay by hand-delivered check please be aware of these guidelines: Cutting a check.
Paying a guest speaker/guest performer (not a Baylor employee or student) - You can pay guest speakers who are not Baylor employees or students through the TRAX voucher process. Be sure to do these things:
- Enter the voucher into the Trax system.
- Print the voucher and send it with an invoice to Accounts Payable. -- Print the voucher out of TRAX, sign it, attach an invoice from the speaker or performer, and send it to Accounts Payable. If the speaker doesn't provide you with an invoice, send a signed statement explaining the nature of the services provided including the date the service was performed. Some departments have used the flyer from the event as the invoice for voucher purposes.
- Include a W-9 with the invoice -- For tax purposes, you need to have the speaker/performer complete a W-9 form. This form should be attached to the invoice when you submit it to Accounts Payable. The W-9 form is the official IRS form in which Baylor uses to obtain required information in order to make payment to an individual, consultant, contractor, corporation, etc. It provides their tax identification number, official address, whether they are a U.S. citizen, etc. Baylor is required to obtain this information prior to making payment. If this form is not received, the University is required to withhold tax and submit that tax to the IRS.
When Accounts Payable
receives the necessary paperwork, they will send the check directly to the speaker/performer at the address provided. Normally, payment is made twenty days from the invoice date. If you plan to pay with a hand-delivered check, please be aware of these guidelines: Cutting a check.
Paying a Baylor employee or Student - A voucher is almost never the correct way to pay a Baylor employee (faculty or staff) or student. If you need to pay a Baylor employee or student for work performed outside his/her normal duties (for example, for playing the piano at a reception), please contact Mark Falsone, Director of Personnel Budgeting and Payroll Services, at 710-8615 before promising or making payment.
Paying for short projects/temporary help - Sometimes departments have short term needs or projects for which they use outside (non-Baylor employees or students) help. For example, a department might have someone come in between semesters to help with filing or to answer the phones while a regular employee is away. These people must be paid as temporary employees and cannot be paid with a voucher. For information on how to correctly pay a temporary employee, please contact Mark Falsone, Director of Personnel Budgeting and Payroll Services, at 710-8615 before promising or making payment.