For Contracted Service Providers
The College is required to properly classify individuals that provide services as independent contractors or employees in accordance with Internal Revenue Service and Maine Department of Labor regulations. To assist in this determination, please read the Colby Contracting Workflow, which provides guidance on completing the appropriate documentation. See links to various required Colby forms below:
The Independent Contractor Questionnaire form is required and needs to be completed and submitted along with the Colby Independent Contract Form.
If you have questions about the checklist or questionnaire please contact Will Saxe x4632.
Adobe PDF (Form Fill-in Documents)
The Accounts Payable office processes checks on Thursdays. All invoices and requests for payments must be received by Tuesday 12:00 p.m. These must have an approval signature along with the complete account number.
For all new vendors: please download IRS Form W-9 to be completed by the vendor. We must have this completed form before payment can be processed.
Faculty and Staff Reimbursements
- Reimbursements under $75.00 will be given in cash at the cashiers window. A check will not be processed. Please download the Reimbursement under $75 form (see below), complete it and bring to the cashiers window with the appropriate documentation (if necessary). Make sure the form is filled out with a detailed description of the reimbursement and full account number.
- Reimbursements totaling $75.00 or more are normally processed through ACH direct deposit.
- ACH Direct Deposits are processed on Monday’s and Wednesday’s. A confirmation email will be sent from the Accounts Payable Office once the ACH Direct Deposit has been initiated.
Reimbursements must have a check requisition (see below) or a Travel and Entertainment Voucher (see below) attached with all hotel receipts and all other receipts over $75.00, detailed description of reimbursement (Colby business purpose) along with approval signature and full account number (fund, center, object code and project code – if necessary).
Enrollment form for ACH Direct Deposit Form – please download the form and send to Accounts Payable.
***Note – ACH Direct Deposit is different than Payroll Direct Deposit**
COLBY COLLEGE CASH REIMBURSEMENT FORM UNDER $75.00 (3 forms per page)
Employee Recognition Award Policy
On occasion, departments may issue gift cards to employees in recognition of special events. The value of any gift an employee receives above $25 must be reported on an employee’s W-2. The Recognition Award Form will need to be completed in full and approved before a gift card can be issued. The completed form must accompany any request for reimbursement to Accounts Payable and be submitted to Payroll (if gift is >$25).
Employee Spouse Reimbursement Information
Expenses incurred for any accompanying spouse are generally considered personal in nature except on those occasions when the attendance of a spouse at an event furthers the business interests of the College. In these cases, the travel is to be authorized, in advance by completing the Spouse reimbursement form and approved by the President or the appropriate Vice President prior to the travel date.
Current IRS regulations require that amounts paid by an employer for spousal travel expenses be included in the employee’s taxable income and reported on Form W-2 unless the spouse’s presence on the trip serves a bona fide business purpose. Departments should consult with the Office of Financial Services prior to making commitments to reimburse for spousal travel as the reimbursement may be taxable to the employee. Expenses incurred for other individuals or dependents (such as children) that accompany a traveler will be included on the employees Form W-2.