Independent Contractor Payment Request

Do not use this request if the individual is under 18 or if they are a current or former KU/state employee. If the Finance Service Portal (FSP) form directs you to treat individual as employee, please contact KU HR.

Payment exceeds $5,000 without approval, payment may require a contract. Contact KU General Counsel or KUCR

• Legal name and address of individual Service details and dates
• Payment amount
• Business justification – description of the payment, why it is necessary and how it benefits the mission of the unit or grant
• Funding source and approval
• W-9 (US) or W-8BEN (non-US) – required if the individual has never been paid by KU or if more than one year has passed since most recent payment
• SPRINTAX or GLACIER for non-US individuals
• Visa type (J1, H1-b, etc)- for non-US citizens
• Hospitality form if food/beverage included

1. Create a new Independent Contractor Payment Request in FSP.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Select individual or group payment.
4. Complete supplier details and questionnaire.
5. If the questionnaire says to contact HR, STOP and do not submit ticket.
6. If you have received an HR exception, select “Yes-HR Exception” on the relevant question and attach the HR confirmation email.
7. Enter funding source and attach documentation.
8. Food & Beverage (Official Hospitality) Requirements: If the receipt includes food or beverage, select “Yes” on the Food & Beverage question. Complete and attach the KU Hospitality Form OR Provide attendee counts for KU employees, KU students and non-KU attendees. If no food/beverage is involved, select “No.”

Funding sources must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions.

If funding information is provided by someone else in your unit, they should be included as a ticket contact. Written authorization, such as an email from a department chair or principal investigator, should be attached when applicable.

Minimum funding information includes a project number for grants, a cost center and fund for non-grant funding, or a KUEA account number for endowment funding.

For transactions with multiple funding sources, explain how expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.