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. You will need to provide the Business Office with the dates, times, place, duties, compensation breakdown, etc. before a contract can be drafted.
Vendor Paid Less Than $1,000
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 vs. Employee 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.
Vendor Paid Between $1,000 and $49,999
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 vs. Employee 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.
Vendor Paid $50,000 or More
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.
