Vendor Current W-9 Forms
The Research Institute’s Accounting Department has been working with current vendors (excluding employees, study participants and graduate students) to secure proper tax forms (Form W-9). Letters have been sent to applicable vendors the institute has paid in the last 18 months. Starting October 15, payment to vendors without a current W-9 form on file will be delayed. New vendors will be required to complete a W-9 form before payment can be made.
Consultant Agreements and Purchase Orders Required
All payments to vendors for consulting work (experts that provide advice or services but do not make key decisions for the direction of research) should have an agreement signed by someone with signature authority at The Research Institute. Once the agreement is in place, a purchase order can be created. Both an agreement and purchase order need to be in place before an invoice for consulting work can be paid.
Please keep in mind that year-end (December 31) is fast approaching and all goods for 2013 must be received by December 31, 2013. If you know you will need to order an item from an internal cost center that ends on December 31, please work with your buyer as early as possible to ensure the product is ordered in time to arrive before the end of the year. Additional information will follow in a future issue of Research Now.
Allison Zang, CPA, MBA
Director of Accounting