Middlebury

 

One Time Payments for Individuals for Services

The unique circumstances of your situation will influence how the payment is made.  Please consider the following information to determine the appropriate process. Call your Human Resources office for assistance.

 

Payments to current employees

If they are a:

Current Employee

Use this option to pay a current employee for an event that is in addition to their regular work. The payment must be budgeted and funding must be available. Not to be used for on-going work.

Contact for more information: hr@middlebury.edu or hr@miis.edu

For non-US citizens work authorization must be in place for the duration of the service period. Contact International Student & Scholar Services at isss@middlebury.edu to obtain visa guidance at least 3 months in advance.

Required Form

One-Time Payment Form

Send Form To

Middlebury: hr@middlebury.edu
Monterey:   hr@miis.edu

Applicable payroll taxes will be withheld from the pay check.

Current Student

Middlebury: Only use this option for one-time payments such as those for a performance. On-going work must be paid via a student job.
Monterey: Follow same procedures used when hiring for a regular student job.

Contact for more information: seo@middlebury.edu or hr@miis.edu 

For non-US citizens work authorization must be in place for the duration of the service period. Contact ISSS at isss@middlebury.edu to obtain visa guidance at least 3 months in advance.

Required Forms

Middlebury: Student Temporary Card
Monterey:    Student Employment Package

Send Forms To

Middlebury: Student Employment Office, 2nd floor Service Building
Monterey:    Human Resources, Casa Fuentes Building

Applicable payroll taxes will be withheld from the pay check.

Payments to individuals deemed employees

Use this option for a person (not a business) that provides core services such as teaching, researching, or student advising. If Human Resources determines that a person should be treated like an employee based on the information from the Independent Contractor Worksheet, this process should also be used.

Contact for more information: hr@middlebury.edu or hr@miis.edu 

For non-US citizens work authorization must be in place for the duration of the service period. Contact International Student & Scholar Services at isss@middlebury.edu to obtain visa guidance at least 3 months in advance.

Required Form

One-Time Payment Form

Send Form To

 

Middlebury: hr@middlebury.edu
Monterey:   hr@miis.edu

 

All employees are required to complete I-9 and W-4 forms prior to working. Applicable payroll taxes will be withheld from the pay check.

Payments to individuals deemed independent contractors

And the person can be categorized as:

Individual Providing a Pre-Approved Service

Pre-approved services include: speakers, artists and performers, thesis reviewers, external accreditation reviewers, language ability evaluators, athletic game officials, landlords, financial, legal, or medical service providers.

Contact for more information: ap@middlebury.edu

If individual is neither a U.S. Citizen nor a Legal Permanent Resident contact the Tax Office at taxmanager@middlebury.edu (prior to engagement) and see go/Tax for more information.

Required Forms

  1. Independent Contractor Contract
    Speaker Contract
    Performer Contract
    Other Service Provider Contract
  2. W-9 or W-8BEN (if individual is non-U.S. citizen nor legal permanent resident) and for MIIS and LS @ Mills Form 587 for vendors who are not California residents or Form 590 if the vendor is a California resident
  3. Voucher
  4. Certificate of Insurance (if applicable) see Independent Contractor web site for more details

Send Forms To

Middlebury: Accounts Payable, 2nd floor Service Building or ap@middlebury.edu
Monterey:   Business Office, Casa Fuente Building

Independent contractors are responsible for paying both the employee and employer portions of Social Security and Medicare taxes on payments for services (not on reimbursements) and are responsible for paying federal and applicable state income taxes. For international independent contractors, we might be required to withhold federal and if applicable state taxes depending on the individuals' tax status in the U.S.

Individuals Providing a Service that is Not Pre-Approved

Use this option for individuals providing a service whom you believe should be paid as a contractor.

Contact for more information: hr@middlebury.edu or hr@miis.edu 

If individual is neither a U.S. Citizen nor a Legal Permanent Resident contact the Tax Office at taxmanager@middlebury.edu (prior to engagement) and see go/Tax for more information.

Required Form Prior To Engagement

Independent Contractor Worksheet 

Send Form for Independent Contractor Approval To

Middlebury: hr@middlebury.edu
Monterey:   hr@miis.edu

For Payment

Human Resources approves Independent Contractor status: provide these forms
Human Resources determines employee status: follow procedures under the FAQ "Payments to individuals deemed employees"

Independent contractors are responsible for paying both the employee and employer portions of Social Security and Medicare taxes on payments for services (not on reimbursements) and are responsible for paying federal and applicable state income taxes. For international independent contractors, we might be required to withhold federal and if applicable state taxes depending on the individuals' tax status in the U.S.

Reimbursements to conference/workshop participants and other volunteers

Individuals who are not employees or independent contractors can only be reimbursed if there is a business reason for the reimbursement.  Reimbursements for volunteers are considered business expenses under the accountable plan rule. Volunteers are, for example, conference participants, panelists, class guests, volunteer coaches, alumni and parent event hosts, or prospective student interviewers. Students participating in conferences are not considered volunteers.

Contact for more information: hr@middlebury.edu or hr@miis.edu or go to the go/IC webpage

Required Forms

  1. Volunteer Form
  2. W-9 or if non-U.S. citizen or Legal Permanent Resident W-8BEN
  3. Voucher

Send Forms To

Middlebury: Accounts Payable, 2nd floor Service Building or ap@middlebury.edu
Monterey: Business Office, Casa Fuente Building

Payments for services provided outside the U.S.

Contracts for individuals working outside the U.S. may be country specific. 

Option 1:
If all three of the following criteria are met you may follow the International Independent Contractor instructions on the go/IC webpage:

  1. You are intending to engage a worker abroad in a country in which we DO NOT have an established presence*, AND
  2. The total engagement or project is less than $1,000 (meaning the entire amount of payments to individuals, for example, paying three individuals $500 each would be counted as $1,500 total and would require further evaluation), AND
  3. The engagement is for one-time or short-term services and is not expected to be repeated.

Option 2:
If you are intending to engage a worker abroad in a country in which Middlebury DOES have an established presence* AND/OR the total engagement or project is for $1,000 or more AND/OR the engagement is for on-going or multiple services then email global@middlebury.edu with specific information about the proposed payments.  A determination will be made as to whether the standard Independent Contractor contract and procedure can be used or if a country-specific contract is required.  Please allow several weeks for research, contract development, translation, etc.  Once an appropriate contract has been developed, follow the rest of the procedures on the go/IC webpage.

*Countries in which we have an established presence:  Argentina,  Austria, Brazil, Cameroon, Chile, China, Egypt, France, Germany, Israel, Italy, Japan, Jordan, Russia, Spain, Uruguay