Direct Pay

Learn more about Direct Pay, payments to individuals, payments to vendors, and payments to foreign nationals.

Payment to an Individual

These guidelines cover the payment to individuals who are not part of a corporation or partnership and qualify as an independent contractor.

For a Rollins faculty member, staff member or student, the payment must be processed through Payroll. In some situations, services provided by faculty, staff, or student may need to run through the payroll process for tax purposes. If the services are related or similar to the current position, then it is appropriate to process payment with a Personnel Action Form through payroll.

If you are paying a Non Resident Alien or Foreign National, please see additional requirements under separate guidelines on the next tab.

All requests for payments must be approved by an authorized individual.

Procedure

Please have the individual complete a W-9. The completed form along with the other requirements should be forwarded to Accounts Payable for processing.

To request a payment to the individual, the authorized individual should:

  1. Review the invoice from the independent contractor for accuracy.
  2. Check to see that the invoice was not previously approved.
  3. Complete a Direct Pay Form via Foxlink.
  4. Forward to Accounts Payable for processing.

Payment to a Vendor with Invoice

Purchases must follow College’s Purchasing Policy. Please see the Purchasing Office website for more information. Payment terms for all vendors are net 30 days unless otherwise stated.

Per IRS requirements, certain vendor information must be provided before an invoice may be processed. All direct pay/check requests must have two approvals: One by the person submitting the request (this is automatic when the user logs on to the form) and the other by the approver selected from the list of approvers assigned to the user. If user is denied access to the check request form, please contact the Accounts Payable department.

Procedure

Upon receipt of a vendor invoice, the authorized individual should:

  1. Review the invoice for accuracy.
  2. Check to see that the invoice was not previously paid or previously submitted for payment.
  3. Complete a Direct Pay request on your Foxlink account:
    1. Fill in the complete FOAP with the required information on fund, org, and account.
    2. Scan all invoices and/or supporting documentation and attach to check request.
    3. Select the appropriate approver from list of assigned approvers.
    4. Upon approval the check request is electronically submitted to Accounts Payable for processing.

Please note payments cannot be issued from vendor statements.

Payment to a Foreign National

This covers the payment to an individual who is a Foreign National. The College's ability to pay the individual and determine his/her tax status depends upon varied immigration information. Please contact the Office of International Student & Scholar Services the for appropriate forms.  Visit Site

The information provided will determine whether the College may pay this individual under his/her certain visa type and will need to withhold any taxes. The department is responsible for ensuring that the individual completes the information before requesting payment.

All requests for payments must be also follow the guidelines on Paying Individuals for Service.

Procedure

Coordination of payments happens well before requesting payment to a Foreign National.

Upon agreement with the Foreign National, the department should forward an email to the Tax Coordinator which provides the letter of invitation, nature of activity, and amount of payment. Please contact the Office of International Student & Scholar Services with assistance in determining the appropriate visas status.  Visit Site

The department should provide the Tax Coordinator with the email address and contact information of the individual.

Once the Tax Coordinator has determined that the individual may be paid, the appropriate tax forms will be forwarded to the department so that the signature of the Non Resident Alien or Foreign National may be obtained. The signed forms should be returned to the Controller's Office before any payment request may be made.

To request a payment to the individual, the authorized individual of the department should:

  1. Complete a Direct Pay request on your FoxLink account. Fill in the complete FOAP with the required information on fund, org, and account.
  2. Attach appropriate documentation detailing the service provided, total hours and rate of pay per hour, or the flat rate.
    1. No need to print anything!
    2. Select appropriate manager for approval from the drop down list

Please allow 10 business days for invoice processing.

Finance Department
Rollins College
Mailing Address: 1000 Holt Ave.-2715
Winter Park, FL 32789
T. 407.646.2125
Office Location: 422 West Fairbanks Building