Frequently Asked Questions

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Shipping & Receiving

Frequently Asked Questions

Whenever you want to hire a person (other than an employee) or organization to perform services. The contract process must be followed before the person or organization can commence providing services.

Each time you intend to hire an individual or organization to perform services equal or greater than $1,000 during a fiscal year.

The person responsible for reviewing the services provided by the independent contractor.

The Office of Purchasing

For Honoraria less than $1,000, you submit the following forms to Accounts Payable:

  1. Consulting/Honorarium Payment Request form
  2. W-9

Honoraria over $1,000 require contracts and recipients of the honoraria are treated as independent contractors.

If the payment during a fiscal year is less than $1,000, you submit the following document to Accounts Payable:

  1. Check request form
  2. Itemized invoice
  3. W-9 form

If payment during a fiscal year is between $1,000 and $2,999, you must submit the following documents to the Office of Purchasing:

  1. RICA form
  2. Requisition form
  3. W-9 form

Once a Purchase Order is created and a contract number is assigned the Office of Purchasing will notify you and you can commence submitting itemized invoices to Accounts Payable for payment.

If payment during a fiscal year is equal or greater than $3,000, you must submit the following documents to the Office of Purchasing:

  1. RICA form
  2. Requisition form
  3. W-9 form
  4. Scope of Work
  5. Single Source Justification or Bids

The best way is to ask the Contractor or check BANNER.

Either in person or by mail submit an itemized invoice to Accounts Payable. Accounts Payable will issue check in accordance with the Payment Process.

If a purchase order or an executed contract is required, then once it is in place, the Office of Purchasing or the Office of the General Counsel will notify you and you can commence submitting invoices to Accounts Payable. Once a proper itemized invoice is received by Accounts Payable, it will generally pay the invoice in approximately 14 days.

A PAF is for the College’s employees only – NOT independent contractors. To pay an independent contractor see answers to questions 6 and 7 above.

A Purchase is used for the both goods and services. Purchase Orders for services area assigned a “PA” number. Purchase Orders for good are assigned a “PO” number.

The individual designated by the department is authorized to approve consulting/honorarium payment request forms, invoices check request, RICA forms and requisition forms for services up to $2,999. Individuals designated by the President, Vice President or Provost (see Appendix 3) are authorized to approve contracts, RICA forms and Requisition forms for services up to $20,000. The President, Vice President and Provost are authorized to approve contracts, RICA forms and Requisition forms for services between $20,000 and $100,000. The Vice President for Finance and Administration and the President, Provost or Vice President must approve contracts, RICA forms, and Requisition forms for services over $100,000.

Yes. Regardless of the amount of payment, before any payment can be made to an independent contractor, an itemized invoice with the Purchase Order number must be submitted to Accounts Payable.

The required insurance coverage depends on the level of risk or liability exposure of the College. A determination will be made on a case by case basis by the Office of the General Counsel. 

The forms are available at RICA and hard copies can be picked up from the Offices of the Vice Provost (113 Zankel), Office of Purchasing (29 Zankel) or the Office of the General Counsel (331 Horace Mann).

For assistance contact the office of the General Counsel at (212) 678-6637 or the Office of Purchasing at (212) 678-3138.