Contracts

Contracts are necessary for professional and technical services provided as well as for speakers and entertainment. The contract process may take two-four weeks.

Keep in mind that an Independent Contractor Employee Status Form may need to be completed. Work cannot start until a contract is fully signed and executed by the Business Office.

Depending on the perceived risk of the type of work being done, a contract may be needed regardless of dollar amount. Consult with Purchasing if you are unsure of the risk.

Are you paying an individual (not a business) $600 or more? If yes, complete the Independent Contractor Employee Status Form.

If the individual is determined to be an employee, work with Human Resources regarding the hiring process.

If the individual is solely speaking, entertaining, or determined to be an independent contractor create a Blanket Order requisition in Marketplace for services or reimbursable expenses if necessary. If the contractor has never done work for the State of Minnesota, you will need to obtain a W-9 and give it to the Business Office before you can create a requisition. You are obligated to create a requisition and set aside the funds when you agree that the contractor will be doing the work. Work cannot start until this is done.

After the work has concluded, obtain an invoice from the individual or vendor and email it to accountspayable@winona.edu If the individual or vendor does not have a formal invoice, a Services Performed Form (PDF) can be used instead. Have the individual complete a Contractor’s Expense Form (PDF) if applicable.

All payments for services over $1,000 require a contract.

Are you paying an individual or a business? If an individual, complete the Independent Contractor Employee Status Form.

If the individual is determined to be an employee, work with Human Resources regarding the hiring process.

If the individual is determined to be an independent contractor, create a blanket order requisition in Marketplace for services or reimbursable expenses if necessary. If the contractor has never done work for the State of Minnesota, you will need to obtain a W-9 and give it to the Business Office before you can create a requisition. You are obligated to create a requisition and set aside the funds when you agree that the contractor will be doing the work. Work cannot start until this is done.

After the work has concluded, obtain an invoice from the individual or vendor and email it to accountspayable@winona.edu If the individual or vendor does not have a formal invoice, a Services Performed Form (PDF) can be used instead. Have the individual complete a Contractor’s Expense Form (PDF) if applicable.

A Request for Proposal (RFP) may need to be completed. Consult with the Business Office in Somsen Hall Room 106 or purchasing@winona.edu

Create a Blanket Order requisition in Marketplace. If the vendor has never done business with the State of Minnesota, you will need to obtain a W-9 and give it to the Business Office before you can create a requisition.

Complete a 1400 Form For Student Club Account Purchases (PDF).

After the work has concluded, obtain an invoice from the vendor and turn it in to the Business Office.