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The Independent Contractor Authorization (ICA) form is used as a basis for paying individuals providing consulting or specialized services to the University.

Purpose of the ICA Form

The ICA Form is used for entering a contract with an independent contractor to provide services in exchange for payment for The University of Texas at El Paso (91¹ú²úapp).

Procedures

• ICA Form is required for payments of over $250.00
• ICA checklist is the first step of the ICA form process
• The completed checklist will route to Payroll for review before the form can be submitted
• The Indpendent Contractor Authorization form is the second step of the process
• The completed form will route to the following 91¹ú²úapp offices for review and approval:
  • The funding source approver (cost center or grant)
  • The funding source approver's reports to per PeopleSoft HRMS
  • Grants Management Accounting, if a grant funding source is used

Employment Status

ICA forms should not be used for Active Employees.

In lieu of an ICA form an IAP (AAR Form or Additional Pay) must be processed to pay active employees, please contact Human Resources Transaction Center for further information.

Independent Contractor Status

If not currently employed, individual may qualify to be considered an independent contractor:

• To determine if the independent contractor has a vendor ID, search in PeopleSoft Accounts Payable.
• PS Navigation- VENDOR > VENDOR INFORMATION > REVIEW VENDORS
• If the independent contractor does not have a vendor ID established with the University, a PaymentWorks invitation must be sent by the requesting department. For information on how to send out a vendor invitation, please visit the PaymentWorks Campus Resources site at /purchasing-and-general-services/paymentworks/campus-resources.html.
• Payments to independent contractors will be processed through a Non P.O. Voucher and submitted to Disbursement Services.

Please note: If the independent contractor is a non-resident alien, Vendor Inquires will reach out to Payroll Tax staff  to obtain access to Sprintax Calculus for determination of tax treaty status.

Helpful Hints

• Make sure Vendor ID is included.
• Verify that the cost center or project being used to fund the ICA form being generated have sufficient funds available.
• Must verify that the account number being used for the transaction is correct and that the account that is being used is the proper fund for payment of consultant fees (A4000).
• Ensure that if the individual is classified as an employee, you will have to process an IAP (AAR Form or Additional Pay)