Hiring Procedures for Non-State Employees

Please read the information on this page before originating a contract.

1400 Form Directions

Procedures:
    Contractor paid less than $500
    Contractor paid $500 or more
    Performer, Entertainer or Speaker

The following individuals may NOT be paid with a non-state employee contract:

• Winona State University employees  
• Current state employees who are employed elsewhere (excluding University of Minnesota employees)
• Winona State University students

If you wish to hire an individual in any of the above categories, contact Human Resources or, in the case of a student, contact Student Payroll.  

A non-state employee (Contractor) can be hired on a short-term basis in any one of the following categories:

Instructional Contract

• Instructional contracts are used to pay an individual for any services/activities that are related to, or in support of, classes or training.

Consultant/Professional Technical Contract

• This type of contract is issued for services that are primarily intellectual in nature and which result in the completion of a task.

Performers/Entertainers/Speakers

• If a non-state employee is contracted through any of the above options, the person will receive a check not to exceed the total contracted amount.  Payments are reported to the Internal Revenue Service on Form 1099, Miscellaneous Income.

All contract requests must have funds encumbered and the contract must be fully executed prior to the obligation in order to avoid an M.S. 16A Violation.  If work begins under a contract before it is fully executed, you are in violation of 16A.  The 1400 form must be submitted to the Business Office at least three (3) weeks* prior to the date of the event.   After the 1400 form is received, the following steps are required:

1. All required information on the 1400 form is verified; if anything is missing, follow-up is required.
2. A vendor number is ordered (two-day turnaround).
3. The amount is encumbered.
4. The contract is prepared.
5. The contract is sent to the Contractor for review and signature and must be returned.  It is then signed by a designated authority at WSU before it is considered fully executed. 
6. In some cases the contract is sent to the MnSCU Vice Chancellor of Finance for review and approval (e.g., if contract amount is $50,000 or more, if changes have been made to the original contract by the Contractor, etc.).