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Announcements

Upcoming Holiday Checkrun Schedule

* Thanksgiving week (Nov 23-27) - Checkrun processed one day early.

* Christmas week (Dec 21-25) - Checkrun processed one day early.

Office will be closed for normal business Dec 28 through Dec 31.

* New Year's week (Dec 28-Jan 1) - Only end of year checks will be processed. Paperwork due Wed, Dec 23.

Please note - Last checkrun of the calendar year will be processed on Dec 29, which is the last day to ensure electronic bank transmittals for 2009 year-end cutoff. In order for taxable income to be claimed for 2009, the payment must be issued with a 2009 date.

Please contact Kathy Johnson at johnsonkl@macalester.edu to notify us about payments that need to be paid in calendar year 2009.

Paperwork Deadline for Check Run
Check requisitions and invoices are due in the Accounts Payable Office by 4:30 on Thursday to receive a check on Friday of the following week. Please note that because of holidays, there are times that the check run schedule changes. All changes will be announced here and in the Daily Piper in advance.

Contract to Pay Non-Employees
Have you ever been confused when submitting payment requests for non-Macalester employees?  Should you use a check request, a payment authorization for non-employees or an Employment Services status form?  Is payment taxable to the IRS? Do taxes need to be withheld for the state of Minnesota?  What paperwork needs to be filled out for international individuals? 

There are many details to consider when contracting with an individual for services at Macalester College.  This new form will guide you through the steps you need to consider to protect both Macalester College and the individual when entering into a contractual agreement for services.  The new form is titled “Standard Engagement Contract for Non-Employee Services” and can be found in the Business Services News channel when logged into 1600grand.  Additional information is also posted on the Payables web page.

Use this form when contracting services such as: 

• Speakers
• Entertainers
• Models
• Musicians
• Lecturers
• Performers
• Referees
• Technical support
• Photographers
• Writers
• Performers/Entertainers for MCSG events

(Students may not sign contracts on behalf of Macalester.  Designated personnel from Campus Programs are the authorized signers for MCSG events.)

A link to the IRS is embedded within the form to access a current copy of a W9, which you must submit with the contract.  Employment Services will assist with determination of required paperwork for international non-employees.  Business Services will assist with filing MN entertainer tax.  Big thanks to Campus Programs for collaborating on this project.

Please replace any copies of the old “Payment Authorization for Non-Employee” form with the new “Standard Engagement Contract for Non-Employee Services” form.

Any questions, please contact Kathy Johnson at johnsonkl@macalester.edu

Macalester College · 1600 Grand Avenue, St. Paul, MN 55105  USA · 651-696-6000
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