SUBMISSION QUICK GUIDE

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Clara Fowler
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1 Nonemployee Personal Services Agreement (NPS) SUBMISSION QUICK GUIDE 1. Download NPS Packet: This NPS packet is used for services only. Goods are still purchased using an SPO. 2. Complete all forms in the packet: a. NPS form: Complete all sections; verifying your contractor has valid, current ID. For multiple payments to the same vendor/contractor, you must encumber the service and provide an NPO#. b. CPS (Certification for Personal Services Agreement): complete pages 1-2. HR will complete the third page after submission. c. W-9 form: This is required for all new vendors. If you do not have a Vendor ID# or 900# for your vendor, you must obtain a W-9 (or a W-8 for foreign vendors). Contact us if you have any questions about the ID#. d. ACH form: Have the vendor complete the ACH form, to ensure prompt payments. We process only one check run a week, but we process ACH payments daily. Foreign vendors require wire payments and a Wire Request form is required. Allow extra time for wire payments. 3. If you are paying the vendor/contractor multiple payments during the course of work you must create an NPO. You will need to provide an NPO# on the NPS form. Do NOT submit an SPO form for personal services. The NPO# is the encumbrance number used in Banner. AP will then pay from vendor invoices or check requests. 4. Once your packet is complete, save it in pdf format, using proper naming convention. (Alphanumeric only do not use spaces or symbols) a. For NPS packets, single payment: LastNameFirstName010118ORG (Company Name or LName FName, first date of service, then ORG code) b. For NPS packets, multiple payments with NPO #: LastNameFirstNameN187526ORG (LName FName, an NPO number, then the ORG code of the department; for companies use CompanyName then NPO number, ORG). The ORG code is important. File corruption can occur during upload. The ORG code allows us to identify which department submitted the packet, in case we need another copy. c. SUBMIT: Once all documents are completed, upload the entire packet to the Nonemployee Personal Services Agreement Upload site. This site is secure and it protects the contractor s information. d. You will receive an notification if your file is successfully uploaded. The notification will include the file name, and the date/time received. 5. Once services are completed, payment may be processed: a. NPS document: you will receive an request for approval to pay after completion of services. b. NPO: Accounts Payable will pay from vendor invoices or check requests submitted to accountspayable@msudenver.edu. For detailed instructions, with images, please see the Detailed Instructions for Department Submission on the following pages. Page 1 NPS Rev

2 Nonemployee Personal Services Agreement (NPS) Detailed Instructions for Department Submission Department Submission A Nonemployee Personal Service Agreement (NPS) allows departments at the University to pay individuals or companies for services. To use an NPS Packet, the services must fall under the following guidelines: The NPS packet is for services only. It may include incidental goods, like supplies used during the service, but the primary intent of this packet is to pay for or encumber nonemployee services. The contractor may not be an employee. The services may cost up to and including $10,000. Departments may pay the contractor directly from the NPS if this is a single payment. No invoice is required (if this is a single payment), but you may include an invoice with the payment. If a Department chooses to pay with their Corporate Card, they must attach a copy of the approved NPS packet to their Corporate Card statement. AP will forward a copy of the approved NPS. If there will be multiple payments to this vendor, then an NPO# is required. You may use this form to set up the NPO by assigning an NPO-number on the form and selecting the correct payment method (see below). NPO numbers are assigned to departments, the same as SPO numbers. If Departments exceed $10,000 for an independent contractor, they must obtain a PO from AHEC. The PR must have a state CPS form attached. All services paid from an NPS will be 1099-able services, depending on the tax entity of the contractor. Nonemployee Personal Services Agreement packets are on the Controller s website at: NPS packet: under Independent Contractors. If this is a new contractor - use NPS Packet NEW Domestic Vendor If this contractor is already in Banner & has a Vendor ID or 900# - use NPS Packet Existing Domestic Vendor If this contractor is a foreign contractor use NPS Packet Foreign Vendor and the appropriate instructions. Submit completed packets to: Nonemployee Personal Services Agreement Upload ewpath=%2fsites%2fvaff%2fadminacct%2fsubmit%2fpersonal%20services%20agreement%20upload%2fforms%2fupload%20view.aspx Page 2 NPS Rev

Complete the NPS Packet in its entirety before uploading. Incomplete packets will not be processed. The submitting department is responsible for making sure all of the following are completed: 1.

3 Complete the NPS Packet in its entirety before uploading. Incomplete packets will not be processed. The submitting department is responsible for making sure all of the following are completed: 1. Section A of NPS Form Pre-Service Information: Department must complete the entire section and sign Section A of the NPS form. (Do not use digital signature.) Highlights of noteworthy instructions are below. a. Provide an NPO number, if required (see p.7) If you must make multiple payments for this service, you must use an NPO number here. Services will be encumbered and payments will be processed as the vendor submits invoices. NPO numbers are assigned to departments, the same as SPO numbers. b. NPS# : Please leave this blank, for Accounts Payable use: Accounts Payable will use NPS followed by first date of service. This is the invoice# - if one is not provided - and this is how it will show up in Banner. Example: if the first date of service is on Oct 25, 2018, then the NPS number is NPS c. Complete (I) the contractor information and provide a 900# or Vendor ID, for vendors already in Banner. Phone numbers and address are now required for vendor set up. d. Complete (II) the service information. You must add a dollar amount. If this amount changes later, you will able to adjust the amount when you approve payment. If this is an NPO, put the total dollar amount of encumbered services. If you exceed your dollar amount during the year, you will need to request an increase, prior to running out of money. If you exceed the $10,000 threshold, you will need to obtain a purchase order through AHEC. e. If you do not provide a 900# or a vendor ID#, you must provide a Form W-9. Page 3 NPS Rev

f. Provide the FOAPAL to be charged in Banner. g. Select a payment method (III) (See p.7). - Pay single payment from this NPS form. (This is for single payments only.

4 f. Provide the FOAPAL to be charged in Banner. g. Select a payment method (III) (See p.7). - Pay single payment from this NPS form. (This is for single payments only.) - Pay with Corporate Card (attach the preapproved NPS to statement). If you will pay with Corporate Card, check this box. Make sure to attach your approved NPS to your Corporate Card statement. - Multiple Payments. Provide an NPO# and then submit invoices for payment as they are received from the vendor. If the vendor does not provide you with invoices, you may submit check requests for your multiple payments. (This method must be used if you anticipate more than one payment during the fiscal year and you are not paying with a Corporate Card.) h. Provide a description of the services to be performed (IV). HR requires a description of services, so they can assess if this vendor may be paid as a subcontractor, according to state guidelines. i. Check the box to verify you have checked contractor identification (see p.8 Vendor/Contractor ID). Page 4 NPS Rev

Section B of NPS Form Contractor Certification: Contractor must complete and sign the Contractor

5 j. Form must be signed and dated by a FOAPAL signatory. Please add a printed/typed name. k. Do NOT use a digital signature because it locks the form. 2. Section B of NPS Form Contractor Certification: Contractor must complete and sign the Contractor Certification. When the Contractor signs, they are confirming Section B, parts 1-5. Ask them to provide their SS#, if they are a Colorado PERA retiree. Page 5 NPS Rev

3. Certification for Personal Services (CPS) Agreement Form: This is a Colorado State required form. Complete and sign the 3-page CPS form. a. The department must complete pages 1 & 2 of the CPS form.

If this contractor is already in Banner and they already have a 900# or Vendor ID, this form is not required. You must provide the 900# or Vendor ID on the NPS form if you do not attach a W-9 form.

6 3. Certification for Personal Services (CPS) Agreement Form: This is a Colorado State required form. Complete and sign the 3-page CPS form. a. The department must complete pages 1 & 2 of the CPS form. b. The department must sign the bottom of page 2. Do not use a digital signature. c. HR will complete page W-9 Form: The department must have the contractor complete, sign, and date a W-9 form. If this contractor is already in Banner and they already have a 900# or Vendor ID, this form is not required. You must provide the 900# or Vendor ID on the NPS form if you do not attach a W-9 form. PLEASE NOTE: Foreign vendors require different tax forms, and additional processing time, in order for the University to comply with IRS guidelines. See the Foreign Vendor section. Page 6 NPS Rev

ACH Form: This form is strongly encouraged for NEW vendors. ACH payments process daily, but check runs are less frequent. Existing vendors may not use this form.

acctsvcs@msudenver.edu. We are required to verify all bank information changes.

7 ACH Form: This form is strongly encouraged for NEW vendors. ACH payments process daily, but check runs are less frequent. Existing vendors may not use this form. If they would like to sign up for ACH, or if their banking information has changed, however, they should contact Accounting Services to update their information. We are required to verify all bank information changes. NPO: Using an NPO: If the department expects to process multiple payments, they must provide an NPO# on the NPS form. This is valid for up to $10,000. Do NOT also fill out an SPO form. Simply complete the NPS form and include one of the department s assigned NPO numbers. Page 7 NPS Rev

This is just like paying from the old ICPS. 2. Pay with Corporate Card: Select this option if the department will be paying the vendor with a University Corporate Card.

8 Payment Method: Select a payment method on the form: Below are detailed instructions for the payment method options: 1. Pay single payment processed directly from this NPS form: Select this option if the vendor will be paid directly from the NPS form and this is a single payment. This is just like paying from the old ICPS. 2. Pay with Corporate Card: Select this option if the department will be paying the vendor with a University Corporate Card. The cardholder must attach the NPS form and the approved CPS to their Corporate Card statement. 3. Multiple Payments NPO# required: Select this option if the vendor is to be set up on an NPO. The expectation is that there will be multiple invoices from the vendor over the period covered by the NPO. You must provide an NPO number. The NPS form will not generate payment when this option is selected. Payment will be processed when the vendor submits their invoice through normal AP processing, or when the department submits a check request. The invoice will be paid against the established NPO. Note: Although not required, a vendor invoice may be included with any of the payment methods 1-3 chosen above. Vendor/Contractor Identification The department must confirm the identification of the contractor. They must confirm the name on the ID and verify that it is valid and not expired. The Department should check the box, to indicate they have confirmed the identification. Do not use digital signatures on these forms, because they lock the forms. We must be able to remove sensitive information from the packet. Page 8 NPS Rev

9 Submission of NPS Packet pdf Format: Once the packet is completed, the Department converts the file to a.pdf file - using a specific naming convention - and submits the entire packet to Human Resources for preapproval. SUBMIT one packet at a time, making sure you receive an upload receipt for each submission. The file should be saved with a specific naming convention: LastnameFirstname first date of service ORG code. Make sure to use 2-digit dates without dividers: mmddyy Name your file correctly! Do not uses spaces or special characters. Example of Payment: PoppinsMary071517MUS (The example shows a NPS payment packet for Mary Poppins, with the first date of service being 07/15/17, to be paid by the Music Department.) For NPO s, use the NPO#: LastnameFirstnameN180526MUS, or CompanyNameN180527MUS Example of NPO/Individual: PoppinsMaryN180526MUS Example of NPO/Company: AceExpressN180527AFATHL SUBMIT FILE: Upload the properly named file onto the Accounting Services Submit platform: Nonemployee Personal Services Agreement Upload at the following link. Your NPS submission will be reviewed and approved by HR before it is sent to Accounts Payable for processing. DO NOT THESE PACKETS sensitive information is protected during the upload process. Submit your files at this link: Nonemployee Personal Services Agreement Upload ewpath=%2fsites%2fvaff%2fadminacct%2fsubmit%2fpersonal%20services%20agreement%20upload%2fforms%2fupload%20view.aspx This is a secure website, which may require your system log-on information. Once in the Nonemployee Personal Services Agreement Upload website, the department may drag and drop the document into the site. Human Resources will retrieve the information from this site. Please load each file separately. Page 9 NPS Rev

Drag and drop your NPS packet into the site, from your computer SUBMIT one packet at a time, making sure you receive an upload receipt for each submission.

10 Drag and drop your NPS packet into the site, from your computer SUBMIT one packet at a time, making sure you receive an upload receipt for each submission. Once the department has submitted their completed packet, they are finished with the submission process. SAMPLE Upload Receipt after your file is successfully uploaded: You should receive your receipt in less than a minute, after your upload. If you do not receive a receipt, do not assume your upload was successful. Page 10 NPS Rev

11 Step 2: HR Approval Screening: HR downloads and reviews the NPS documentation and makes a determination regarding contractor status, per state and IRS guidelines. a. Approvals are forwarded to AP for processing. b. Rejections are NOT forwarded to AP. HR will notify the department if their NPS packet is rejected for any reason. Step 3: Accounts Payable Preprocessing: AP will receive all HR-approved NPS packets for processing. An notification will be sent to the submitting FOAPAL authority, once this NPS packet is received and assigned by Accounts Payable. Step 4: Departmental Approval of Payment: If your NPS packet is for a single payment: After completion of service, the department FOAPAL approver who submitted the packet will receive an request for approval to pay. A FOAPAL signatory from the department must approve payment. If you need to change the dollar amount, you may indicate the change in your comments at the time of approval. If your NPS packet is for a multiple payments: The contractor must submit invoices or the department must submit check requests. The contractor should forward invoices to accountspayable@msudenver.edu. Upon receiving department approval, AP will process the payments. If the department submits check requests, they should also be sent to accountspayable@msudenver.edu. Page 11 NPS Rev

12 EXAMPLE #1: automated request for approval to pay an NPS Step 5: AP Payment of Personal Services Agreement (NPS): Once approval is provided by the department, an notification is sent to the AP technician assigned to this payment, letting them know it was approved for payment. AP will then process the payment. EXAMPLE #2: notification to AP Approval to Pay from Department. Page 12 NPS Rev

13 Step 6: Payment Notification: Once AP processes the NPS in Banner, the status is changed to Completed and an is generated to the department, letting them know payment has been processed. EXAMPLE #3: Payment processed by AP Page 13 NPS Rev

14 Foreign Vendor/Contractor: When using a foreign vendor, special care must be given to satisfy IRS requirements. Please contact Accounts Payable for assistance completing an NPS packet for Foreign Vendors. Excerpt from website on most common classification for foreign individuals: For foreign vendors, the IRS requires a Form W-8-BEN or a Form W-8 forms must be updated every three years. These forms and instructions may be found at the University s Tax Corner on the Controller s website: Page 14 NPS Rev

Controller s Office Supplier Training September 12, 2017

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