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[]
[null,"School of Education and School of Public Policy"]
[null,"Reference Guide on How to Pay People"]
[]
[]
[null,"Overview:","This document is designed to help explain the different ways to pay people you collaborate with on projects and in research. "]
[null,null,"This document does not discuss in detail the hiring process. Please consult our SOE/SPP LEAP Team if you need to hire and pay personnel. "]
[]
[null,"Who Would You Like to Pay Tab:","Start here if you know who you would like to pay, but are not sure of the options available. "]
[null,null,"Once you have determined the payment you would like to pursue, please review that Request Type column on the What Would You Like to Pay tab."]
[]
[null,"What Would You Like to Pay Tab: ","Start here if you know the service you would like to pay for and review that Request Type column. "]
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[null,"Next Steps: ","Please submit official request in Workfront to initiate the payment process. "]
[null,null,"Workfront: https://ucriverside.my.workfront.com/requests/"]
[]
[null,"Questions? ","SOE - email soebusops@ucr.edu"]
[null,null,"SPP - email sppbusops@ucr.edu"]
[null,null,"SOE/SPP LEAP Team (for hiring or payroll) - email leap@ucr.edu"]

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[]
[null,null,"School of Education and School of Public Policy"]
[null,null,"Reference Guide on How to Pay People"]
[]
[null,null,"Payee Categories At-a-Glance"]
[]
[null,null,"Please note that honoraria payments to UCR and/or UC employees will be processed through UCPath/Payroll and subject to payroll tax deductions. \nIf honoraria payment is to a UCR or UC employee, please first consult the SOE/SPP LEAP Team at leap@ucr.edu. \n\nIf a UCR student has on-campus employment (TA, Associate Instructor, GSR, Student Assistant, etc.), they fall under UC employment regulations."]
[]
[null,null,"↓","↓","↓","↓","↓","↓"]
[null,null,"UCR or UC Systemwide Student \n(currently on payroll)","UCR or UC Systemwide Student \n(not currently on payroll)","UCR Faculty or Staff","UC Faculty or Staff","Contractors, Consultants, Suppliers, Individual Payees","Guest Speaker or Traveler"]
[null,"Eligible Payment Options","Human Subject Payment","Human Subject Payment","Honoraria (via UCPath/Payroll)","Honoraria (via UCPath/Payroll)","Stipend","Honoraria"]
[null,null,"Gift Card (not to exceed $75)","Gift Card (not to exceed $600)","Human Subject Payment","Human Subject Payment","Independent Contractor Purchase Order (PO)","Independent Contractor Purchase Order (if issuing payment to an LLC)"]
[null,null,"Travel Reimbursement","Travel Reimbursement","Gift Card (not to exceed $75)","Gift Card (not to exceed $75)","Human Subject Payment ","Gift Card"]
[null,null,"Student Stipend**","Student Stipend","Travel Reimbursement","Travel Reimbursement","Travel Reimbursement","Travel Reimbursement"]
[null,"Notes","*Students are regularly shifting in and out of UCR employment. \n\n**For Stipends: If student is from another UC campus, we must facilitate with the student's home department.","*Students are regularly shifting in and out of UCR employment. \n\n**For Stipends: If student is from another UC campus, we must facilitate with the student's home department.","*If you would like to pay a UC Faculty or Staff member for consultant work or professional services, please consult the SOE/SPP LEAP Team. ","*If you would like to pay a UC Faculty or Staff member for consultant work or professional services, please consult the SOE/SPP LEAP Team. ","*A contractor or supplier can include approved travel costs as a line item on their quote/purchase order."]

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[]
[null,"School of Education and School of Public Policy"]
[null,"Reference Guide on How to Pay People"]
[]
[null,"What would you like to pay for?"]
[]
[null,"Please note that honoraria payments to UCR and/or UC employees will be processed through UCPath/Payroll and subject to payroll tax deductions. \nIf honoraria payment is to a UCR or UC employee, please first consult the SOE/SPP LEAP Team at leap@ucr.edu. \n\nIf a UCR student has on-campus employment (TA, Associate Instructor, GSR, Student Assistant, etc.), they fall under UC employment regulations."]
[]
[null,"Description of Service","Participating in a school-hosted program (non-UCR employee or student)","Providing a talk or presentation","Providing professional services ","Participating in an approved research study","Gift cards","Traveling on behalf of the university","UCR Graduate student support","UCR Undergraduate student support"]
[null,"Examples","Teacher Stipends (TEP DCTs, School Psychology Practicum Supervisors, etc.) \n\nParticipant Stipends (Program or Research Participants)","Workshop or Conference Speakers ","Transcription, translation, editing, and other professional services \n\nGrant Advisory Board Members, Substitute Teacher Payments to School Districts\n\nPerformance Agreements","Human subjects","Human subject payment\n\nIncentive or raffle payment\n\nAppreciation or thank you ","Business travel (guests/visitors, students, and employees)","Stipend or DGIA (Department Grant in Aid)","Stipend or DGIA (Department Grant in Aid)"]
[null,null,"↓","↓","↓","↓","↓","↓","↓","↓"]
[null,"Request Type","Stipend","Honoraria","Independent Contractor Purchase Order (PO) ","Human Subject Payment","Gift Cards","Travel Reimbursement","UCR Student Stipends (Graduate Students)","UCR Student Stipends (Undergraduate Students)"]
[null,"Eligible Payees","Contractors, Consultants, Suppliers, Individual Payees","UCR or UC Faculty/Staff\nGuest Speaker or Traveler","Contractors, Consultants, Suppliers, Individual Payees\nGuest Speaker or Traveler (if payment to an LLC)","UCR or UC Student\nUCR or UC Faculty/Staff\nSupplier","UCR or UC Student\nUCR or UC Faculty/Staff\nGuest Speaker or Traveler","UCR or UC Student\nUCR or UC Faculty/Staff\nContractors, Consultants, Suppliers, Individual Payees\nGuest Speaker or Traveler","UCR Graduate Student","UCR Undergraduate Student"]
[null,"Pros & Cons Summary","Pros: Stipend payments can be processed quickly in ePay.\n\nCons: Delays can be encountered with the supplier registration process.","Pros: Guest Speaker or panelist payments can be processed quickly in ePay.\n\n Cons: Delays can be encountered with the supplier registration process.\n\n*maximum $2,500 per event","Pros: The contractor can invoice against the PO as items are completed. \n\nCons: Sufficient lead time is needed to complete paperwork and obtain approvals.  Work cannot start until the PO is completed.\n\n*PO's are set up for one year at a time.\n\n*New project/new scope of work = New Forms & New PO.\n\n*Past UC employees must be separated from UC for two years to be hired as an independent contractor. ","Pros: We have two ways to pay human subjects - a stipend or a gift card. Gift cards can be purchased out-of-pocket & reimbursed OR can be purchased with the department Pcard if an e-Gift card. Gift cards cannot exceed $200. If human subject payment is greater than $200, a check is required (reference Stipend column).\n\n*Please reference the Stipend or Gift Card column.","Only e-Gift cards can be purchased with the PCard for human research subject payments and program specific events (e.g., incentive to complete a survey, a raffle for a student event).\n\nAll other gift cards must be purchased out-of-pocket and reimbursed.\n\nAllowable funding source required.\n\n*Employees:  An employee should not receive more than three such awards in a calendar year.","Pros: Travel reimbursement for non-employee travelers does not require the payee to complete tax forms and complete the supplier registration setup. ","Pros: Stipends can be submitted quickly to Graduate Division by departmental staff. \n\nCons: Timeline for processing can be hard to plan for. \n\n*Funding will first go toward any unpaid balance on the student's account.","Pros: Stipends can be submitted quickly to the Financial Aid Office by departmental staff. \n\nCons: Financial Aid Office is highly impacted and timeline can be hard to plan for. Please submit request to Workfront as far in advance as possible. \n\n*Funding will first go toward any unpaid balance on the student's account."]
[null,"Tax Implications\n\n\n*Out of State Recipients = 7% withholding\n*Foreign Recipients = Withholdings dependent on location","Initial payment is not taxed. \n\nIf total payments received from UCR in a tax year exceed $600, receipient will receive a 1099 Form.","Initial payment is not taxed. \n\nIf total payments received from UCR in a tax year exceed $600, receipient will receive a 1099 Form.","Initial payment is not taxed. \n\nPayments are considered taxable income. UCR will issue a 1099 Form. ","Initial payment is not taxed. \n\nIf total payments received from UCR in a tax year exceed $600, receipient will receive a 1099 Form.","Gift card limit $600 for non-employees, $75 for employees and $200 for human subjects.\n\nConsidered taxable if over $600 in a year.","Not taxable","Initial payment is not taxed.","Initial payment is not taxed."]
[null,"Workfront Request Path","Financial Services > Participant Stipends/Honoraria","Financial Services > Participant Stipends/Honoraria","Financial Services > Services/Consultants (Independent Contractors)","Financial Services > \nGeneral Purchasing Requests","Financial Services > General Purchasing Requests","Financial Services > \nTravel Request for Faculty, Staff & Guests","Financial Services > Scholarships / Student Stipends","Financial Services > Scholarships / Student Stipends"]
[null,"Required Documents from Department Requestor","Signed Stipend Letter\n\nMultiple Payee Spreadsheet (if paying multiple recipients)","Signed Honoraria Letter\n\nMultiple Payee Spreadsheet (if paying multiple recipients)","Completed Independent Contractor Classification Form (ICF) \n\nScope of Work and/or Quote for Services","IRB Approval \n\nHuman Subject Tracking Log\n\n Itemized Receipts (if submitting reimbursement)"," Itemized Receipts (if submitting reimbursement)","Itemized Required Receipts","N/A","Disbursement Spreadsheet (if paying multiple recipients)"]
[null,"Required Documents from Payee","W-9 Form or Form W-8BEN and CA FTB Form (590 or 587). Payee uploads tax forms to the supplier portal.","W-9 Form or Form W-8BEN and CA FTB Form (590 or 587). Payee uploads tax forms to the supplier portal.","W-9 Form or Form W-8BEN, CA FTB Form (590 or 587) and Certificate of Liability Insurance or a signed No Insurance Acknowledgement Form if no insurance.","*Please reference the Stipend or Gift Card column depending on preferred payment route.","Gift Card Acknowledgement Form signed via DocuSign after the payee receives the e-gift card paid on PCard.","New Payee Setup (Individuals Only) for Reimbursements or Refunds Only form and Itemized Required Receipts","N/A","N/A"]
[null,"Payment Distribution","Payment made after participation, services, or work has been completed. If applicable, multiple payments can be made after each deliverable is completed.",{"$nulls":5},"Stipend distributed during selected term (Summer, Fall, Winter or Spring)."]
[null,"Process","1) Supplier completes the supplier registration process in the Oracle Supplier Portal.\n\n 2) When supplier profile updates are approved and the supplier is spend authorized, the Bus Ops Team submits the payment request in ePay. \n\n*Bus Ops Team monitors supplier status on a weekly basis.","1) Supplier completes the supplier registration process in the Oracle Supplier Portal. \n\n 2) When supplier profile updates are approved and the supplier is spend authorized the Bus Ops Team submits the payment request in ePay.","1) Supplier completes the supplier registration process in the Oracle Supplier Portal. \n\n 2) IC Form routed to Department Head for approval. \n\n3) Approved IC Form sent to central HR for approval. \n\n4) if no insurance, Bus Ops submits an Exception Request to Risk. \n\n5) Submit requisition to Procurement.","*Please reference the Stipend or Gift Card column depending on preferred payment route.","1) Obtain pre-approval from PCard admin to purchase e-gift cards with the PCard. \n\n2) Submit a PCard requisition.\n\n 3) Order e-gift cards (e.g., Amazon e-gift cards) from Amazon Business. \n\n3) Send Gift Card Acknowledgement Form to recipient. \n\n4) Upload documentation to PCard requisition.","1) Supplier/Payee completes the form: New Payee Setup (Individuals Only) for Reimbursements or Refunds Only.  The form is returned to Bus Ops and attached to the supplier registration request.\n\n2) Once payee is approved, Bus Ops can process reimbursement in Concur. ","1) Workfront request is assigned to Graduate Program Administrator for processing in GradESS.\n\n2) GradESS file is routed to Graduate Division for awarding funds to student's financial aid account.","1) Online request is submitted to Financial Aid Office, including transferring funding from our school to Financial Aid Office. \n\n2) Financial Aid Office processes request and awards funds to student's financial aid account."]
[null,"Timeline\n\n*Timeline is contingent on complete Workfront requests,  supplier/payee responsiveness to the registration process and team workload.","After supplier is approved:  7 business days for Bus Ops to complete the ePay request; 10 business days for Accounting to process payment once they receive the ePay request in their queue.","After supplier is approved: 7 business days for Bus Ops to complete the ePay request; 10 business days for Accounting to process payment once they receive the ePay request in their queue.","After the supplier is approved the timeline is approx. 45 business days to obtain approvals and submit the requisition to Procurement and allow sufficient time for the Buyer to complete the PO.","*Please reference the Stipend or Gift Card column depending on preferred payment route.","10 Business Day for Bus Ops to obtain approvals and order the e-Gift Cards.\n\n*If your business needs require a quicker turnaround, we recommend purchasing out-of-pocket and submitting reimbursement.","After the payee is approved and the Guest Travel Routing set up in Concur: 7 business days for Bus Ops to complete a Concur expense report and send it to the payee to sign via DocuSign. 10 business days for Accounting to process payment.","Department will process within 5 business days of receiving Workfront ticket. \n\nGraduate Division timeline is contingent on multiple factors.","Department will process within 5 business days of receiving Workfront ticket. \n\nFinancial Aid Office timeline is contingent on multiple factors. "]
[null,"Non-Standard Situations \n\n*Please consult Bus Ops Team*","School districts require MOU's. \n\nForeign nonresident payments require review by central HR to determine the withholding amount. A wire transfer request form is completed for payments sent to a foreign bank account.","If payment is made to an LLC, then please see the Independent Contractor/PO Route.\n\nIf payment is to a UCR/UC employee, it must be processed via UCPath/Payroll. Please consult LEAP Team.","Unauthorized Purchases: \nServices cannot begin until an approved purchase order is issued by Central Procurement. All other cases will require unauthorized purchase documentation and approvals. ","*Please reference the Stipend or Gift Card column depending on preferred payment route.","Gift Cards for human research subject payments can be charged to 19900 funds or grant funds per the IRB approval. \n\nGift Cards for program specific needs are charged to an unrestricted fund number (non-state funds). ","N/A","Stipend is being issued close to graduation term.","Stipend is being issued close to graduation term."]
[null,"For Bus Ops Team Reference:"]
[null,"Supplier Registration Information Type","Non-PO Supplier","Non-PO Supplier","PO Supplier","*Please reference the Stipend or Gift Card column depending on preferred payment route.","Supplier Registration Not Required. Pre-Approval from campus PCard administrator and a PCard requisition is required.","Reimbursement/Refund Only Supplier Registration (*No Tax Forms required)","N/A","N/A"]
[null,"System of Record","ePay","ePay ","Oracle Financials","*Please reference the Stipend or Gift Card column depending on preferred payment route.","Oracle Procure to Pay (PCard requsitions) and Concur","Concur","Graduate Division / GradESS","Financial Aid Office / Student Information System"]
[null,"Policy or Procedure Reference","UCR Business & Financial Services Accounts Payable Policies","Policy D-371-35 Disbursements: Honorarium Payments","Policy 750-27 Independent Contractor Agreements","*Please reference the Stipend or Gift Card column depending on preferred payment route.","Policy G-42 Gifts Presented to Non-Employees on Behalf of the University","G-28 Travel Regulations","Graduate Division Regulations and Procedures - Stipend Payments","Financial Aid Scholarship Stipend and Other Payment Policy and Procedures"]
[{"$nulls":6},"Policy G-41 Employee Non-Cash Awards and Other Gifts "]
[]
[null,"Workfront Link:","https://ucriverside.my.workfront.com/requests/"]
[]
[null,"Supplier Information:","Active suppliers are effective July 2023 when our current system started. This process is a one-time setup for suppliers ; only changes to address would be needed after initial setup. "]
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[null,"Payee Information: ","Payments must be made to the individual and/or business that provided the service."]