Macalester Standard Engagement Contract (SEC) and Payment Authorization – eform
How to securely submit the Macalester Standard Engagement Contract (SEC) and Payment Authorization for Non-Employee Services
Reimbursements
Do not use the Standard Engagement Contract to submit expenses to be reimbursed. All reimbursements should be reported through the Pcard system (Staff/Faculty), or on a Check Request.
How Soon Should I Submit an SEC?
Ideally, SECs should be initiated as early as possible. There are many steps, and processing can be delayed by any of a number of factors or individuals. Please DO submit contracts early. Accounts Payable will hold onto future SECs and pay them at the appropriate time, per the date(s) on the contract.
Macalester requires a Standard Engagement Contract (SEC) and Payment Authorization to be completed for Non-Employee Services with the College. Please review the steps below:
- Step 1: Gather Required Information
- Step 2: Review Tax Considerations
- Step 3: Initiate the Standard Engagement Contract (SEC) e-Form
- Step 4: SEC Is Routed Electronically
- Step 5: Request Approval and Send to Accounts Payable
- Step 6: Submit Reimbursable Expenses
- Step 7: Contractor Receives Payment
- Links to Related Forms
- Questions?
Step 1: Gather Required Information
BEFORE you open the eform, gather the information needed to complete the form.
Macalester Initiators will need to provide:
- Contractor info: Contractor name and email
- Macalester Contact info (if not same as Initiator): Contact name, email, and phone number
- Description of the Services to be provided
- Start and End DATES and TIME of the Engagement
- Any additional information or requirements from the Contractor, such as riders or contract supplements
- Amount to be paid to the Contractor / Non-Employee
- FOAPAL(s) to pay for the service. See What is a FOAPAL? for more information.
- See Domestic SEC – Initiator fields to complete
- See International SEC – Initiator fields to complete
Contractors will need to provide:
Note: You should communicate to the Contractor that they will need to complete a number of forms. For a sample email listing the Contractor tasks, see Communication to Contractor template.
- Payable Name (must match Payable Name on tax documents)
- Submit a W-9 (Domestic) or Submit a W-8BEN or W8-BEN-E (International)
- The last four digits of their Tax ID (SSN, EIN, or Foreign TIN)
- Mailing address and phone number
- Payment method – how do they want to be paid?
- Domestic: Submit a secure Direct Deposit form or request a paper check
- International: Contractor will need to know whether their bank accepts payments from US-based banks. If not, the Macalester Initiator will also need to initiate a Wire Transfer Request.
- See Domestic SEC – Contractor fields to complete
- See International SEC – Contractor fields to complete
Step 2: Review Tax Considerations
Accounts Payable will determine whether the tax below applies. No taxes will be charged without confirmation from Accounts Payable. Macalester Initiators should indicate the FOAPAL to which additional taxes should be charged, in the case that taxes do apply.
For Domestic and International Contractors
Contractors / Non-Employees that are classified as Entertainers or Public Speakers may be subject to taxes if:
- The Entertainer is paid $600 or more and resides outside of MN, MI and ND.
- The Public Speaker is paid $2,000 or more and resides outside of MN, MI and ND.
For International Contractors ONLY
International Contractors / Non-Employees may be subject to taxes if:
- Their work is performed WITHIN the United States.
Step 3: Initiate the Standard Engagement Contract (SEC) Electronically
Once you have read the instructions and gathered all required information, you can initiate the SEC below.
The Standard Engagement Contract (SEC) will be sent to the Contractor via email, and should be completed on a computer or mobile device.
For Domestic Standard Engagement Contracts
DOMESTIC Macalester Standard Engagement Contract & Payment Authorization for Non-Employee Services (eform) to open the eform in a new tab, right click the link and select “Open Link in New Tab”.
For International Standard Engagement Contracts
INTERNATIONAL Macalester Standard Engagement Contract for Non-Employee Services (eform) to open the eform in a new tab, right click the link and select “Open Link in New Tab”.
made a mistake?
If you need to change anything once you have signed the contract (such as correcting a mistyped Contractor email address), please contact Accounts Payable.
Step 4: SEC Is Routed Electronically
Once completed by the Initiator, the Standard Engagement Contract will automatically be sent to the Contractor (identified by the Macalester Initiator).
The Contractor will then have the opportunity to complete and sign the contract.
Once the Contractor has completed and signed the contract, the Initiator and Contractor will receive the completed SEC as a PDF attachment.
- If you do not receive the completed PDF in a timely manner, open the automated acknowledgement email regarding the SEC. Here, you will be able to view the signatures to see who hasn’t signed, and you can contact them to bring their attention to the request. See Form Notification & Checking Form Status for more information about form notifications.
- PandaDoc will send automated reminders every three days to anyone who has not signed yet.
- If the Contractor cannot sign the SEC electronically (via a computer or mobile device), the Initiator can print the SEC and collect their information and signature in person. See How to Collect an In-Person Signature for the details.
Step 5: Request Approval and Send to Accounts Payable
If the PAYMENT AMOUNT of the Standard Engagement Contract (SEC) is more than your approval level for the FOAPAL(s) to be charged, you (the Initiator) MUST collect approvals via email.
- Use the Finance Approval Look-up Tool to determine Budget approvers.
- Review Macalester Finance Approvals Explained for more information on Finance Approval levels.
- Send an email to Approver(s) and Accounts Payable to request approval. Attach the PDF of the completed SEC, which can be downloaded from the final, automated PandaDoc email.
- In your request, include the date of expected payment. (Direct Deposits will always be on a Friday.) If you want to pick up a check to give to the Contractor in person, please note the date of pickup.
- Example email template
If you, the Initiator, are the only necessary Approver, send an email as detailed above to [email protected]. You do not need to include any other Approvers.
Step 6: Submit Reimbursable Expenses (as necessary)
- Within 20 days of service, the Initiator should follow up with the Contractor to collect all Reimbursable Expense Receipts, if applicable.
- The Macalester Initiator must submit a Check Request to reimburse the Contractor for any expenses.
Step 7: Contractor Receives Payment
The Standard Engagement Contract is intended to be signed BEFORE the contracted services are rendered. You can submit the SEC as early as you want. As long as you specify when the payment should be made, Accounts Payable will hold onto the SEC until the appropriate time, and process it then.
- With this in mind, if you need to RETRACT a previously submitted payment request, please reply to your previous email as soon as possible, ideally at least five days before the planned event/payment date.
Once the completed form AND the Contractor’s W-9 (domestic) or W-8BEN/W-8BEN-E (International) have been received by Accounts Payable, the payment will be processed on or after the requested date, per Accounts Payable’s payment schedule. See How soon will someone be paid if I submit an invoice today? for the payment schedule.
Related Forms
Find a helpful list of forms that will assist you.
Questions?
About contract language, please contact Amber Lane, Purchasing and Accounts Payable Manager.
About payments, please contact Accounts Payable.