Regulation

All leases of real property regardless of amount and all professional and artistic contracts exceeding $5,000 require filing with the State Comptroller within fifteen (15) days of execution.

All contracts must be signed prior to any performance. The office of the State Comptroller will refuse to make payment of any contract not signed prior to performance. For a complete discussion of contract procedures, see Procedure No. 9-12.

 Departments must follow the Independent Contractor procedures established by Human Resources when applicable.  See Human Resources website at http://www.hr.niu.edu/resources/forms.cfm for details.  A completed W-9 form must accompany requests for services.

Professional and Artistic Contracts

A summary of the procedures for professional and artistic contracts follows:

Amount of Contract (Including fee, travel and all other expenses)

Less than $1,000

Prior to services being performed

·          The department will submit a Check Request Form to Accounting, along with an Honorarium Statement signed by the artist or consultant and by the department and a completed W-9 form.

After services have been performed

·          Accounting will write check.

$1,000 to $5,000, Inclusive

Prior to services being performed

·          The department will submit to Accounting a Purchase Requisition Form, a signed invoice or an Honorarium Statement signed by the artist or consultant and by the department and a completed W-9 form.

·          Procurement will generally issue a purchase order, copies of which will be sent to the artist or consultant and the department.

After services have been performed

·          Accounting will process for payment.

Greater than $5,000

Prior to services being performed

·          The department MUST submit to Accounting a Purchase Requisition Form and a completed W-9 form.  Note no payments can be made for services rendered prior to a contract being signed.

·          The Office of Legal Services will prepare a contract and obtain the necessary signatures.

·          The Office of Legal Services will transmit a fully signed agreement to Procurement which will issue a purchase order, copies of which will be sent to the artist or consultant and the department, along with the contract.

After services have been performed

·          The department will be required to sign a copy of the invoice using the Payment Authorization Stamp.  If Invoice is sent to department by vendor, this must be forwarded immediately to Accounting.

·          Accounting will process for payment.