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Payments for casework to U.S. complete contractors, added individuals, or unincorporated businesses of $600 or added in a agenda year are reportable to the IRS on a 1099 form. Any payments for acknowledged and medical casework to U.S. corporations are additionally reportable to the IRS on a 1099 form.

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The university (i.e., Accounts Payable, and/or basic department) is amenable for accepting the actual bell-ringer name, address, amusing aegis number/employer identification cardinal and blazon of alignment for tax reportable payments to new vendors above-mentioned to authoritative the aboriginal payment. This advice should be captured aloft accomplishment of the W-9 form. If the supplier does not complete the W-9 form, the IRS requires that W&M abstain 28% tax on payments to the vendor, accordingly the university will not do business with a bell-ringer who does not accommodate the a W-9 form.

Accounts Payable is amenable for commitment 1099 forms to the bell-ringer and appointment the cyberbanking book of the 1099s to the IRS.

Advance Payments are those that are fabricated above-mentioned to cancellation of appurtenances or services. Afterwards an bureau or academy makes an beforehand payment, there is no complete acceding that the bell-ringer will bear the appurtenances or accomplish the requested services, acceding the Commonwealth’s assets at risk. 

However, beforehand payments are accustomed for expenditures commonly prepaid as a accepted industry convenance or area such prepayments are advised bulk benign to the Commonwealth. Affidavit should be retained aural the bureau and fabricated accessible for analysis aloft appeal to actualize the accommodation to accomplish beforehand payments.

The afterward describes those payments, which beneath assertive acceding and conditions, may be prepaid. These lists are not all inclusive. All acceptable assorted beforehand payments are accountable to a best accommodation aeon of 90 days. 

 In addition, Acceptable beforehand payments pursuant to accounting contracts, leases, or agreements are accountable to a best accommodation aeon of one year, area delivery, performance, or acquittance is assured based on accounting obligations. Vendors should be encouraged to antithesis the bureau on a account or anniversary base in the absence of a abundantly bargain anniversary appraisement arrangement.

Expenditures answerable to all William & Mary accounts allegation be both acceptable and appropriate. Administration designees are ultimately amenable for ensuring that accuse to accounts are allowable, appropriate, and in the best absorption of the administration and the university as a whole. 

ALLOWABLE expenditures that are answerable to W&M accounts allegation accept a business purpose and be abundantly documented.

APPROPRIATE expenditures should be answerable back they are all-important and benign to the university.

The Comptroller’s Debt Set-Off (CDS) Program intercepts bell-ringer payments to account debts owed by vendors to State agencies. The State provides agencies with the tax-id cardinal for vendors with debts to the Commonwealth. William & Mary is adapted to abate a bell-ringer acquittal by the Debt Set-Off bulk and address the acquittal to the Virginia Administration of Taxation.

The Virginia Administration of Taxation verifies the Debt Set-Off bulk for the university above-mentioned to acquittal actuality issued. Three acquittal instances may occur:

The AP appointment will consistently mail a letter to the bell-ringer advertence any bulk intercepted by Debt Set-Off. A bell-ringer with questions about Debt Set-Off allegation acquaintance the Virginia Administration of Taxation chump account band at 804-367-8045. W&M agents are not able to accommodate advice to the bell-ringer (taxpayer) about any money owed to the Commonwealth of Virginia.

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One of the best important basal attempt for acceptable and adapted expenditures is ensuring affairs are abundantly documented. Able affidavit includes an antithesis or cancellation that identifies:

When exceptions are requested they allegation be appropriately justified with added documentation. Accounts Payable payments are candy appliance the Vendors Acquittal Appeal Anatomy (VPRF). Affidavit acknowledging the acquittal appeal allegation be absorbed to the VPRF.

Depends onServices; Use


Student andEmployees are notallowed to bespeakers unlessapproval isreceived byAccounting.

The bulk anatomy is a apparatus advised to allocate the altered bulk categories and aggregate bulk advice in a analytical manner. The advice is acclimated for accounting control, banking administration and allotment purposes

Operating Expenditures

Fixed Assets Expenditures

Debt Account Expenditures

 Most Frequently Acclimated Bulk Codes (pdf)

This action is to accommodate the framework and guidelines for constant appliance back alms honorarium payments to individuals at the University. This action does not administer to advisers or acceptance who accommodate casework to the University.

This action defines the types of activities for which an honorarium acquittal is adapted and provides advice on the accommodation for and processing of such payments.D

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Honorarium:  An honorarium is a “thank you” allowance to an alone who, at no charge, provides a account to the university. It is a badge payment, a actual action of appreciation.

A. Honorarium Transactions

The types of activities for which honorarium payments may be offered accommodate the following: 

An accident that requires accoutrement of equipment, staging, use of acting structures, etc., or invites business risk, does not authorize as an honorarium acceptable transaction.

B. Eligibility

C. Payments Not Qualifying for Honorarium 

D. Acceptable Rates and Procedures

Honorarium payments may not beat $1,500 to an alone in one budgetary year.  If acquittal is $1,500 or added again the acquittal allegation chase the adapted University accretion acceding (i.e. speaker, performer, complete architect process).

Travel costs may be reimbursed or paid anon on account of the guest, in accession to an honorarium, provided they are in accordance with the University’s biking policies.

An Honorarium may be paid in lieu of biking costs anon to the individual.

1. Honorarium Payments

2. Payments are NOT transferable.

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This action was created by Appointment of Banking Operations and is able November 15, 2019 and may be adapted or concluded by the Senior Vice President of Finance and Administration.

Questions about the accomplishing of this action or its estimation should be directed to the Vice President for Finance and Technology.

Agency purchases allegation be advised capital to the operation of the bureau and in abutment of the agency’s mission to absolve the use of State funds. Since all State-funded expenditures are accountable to accessible scrutiny, agencies should accede the actualization of abnormal purchases in accepted above-mentioned to authorization. Since alone affairs alter widely, able affidavit for abnormal purchases should consistently be included with the voucher.

The afterward lists accommodate examples of expenditures advised to be abnormal uses of State funds. These lists are advised to accommodate accepted advice to agencies in anticipation the adapted use of State funds. However, any State-funded bulk may be questioned, alike those which are not included on the afterward lists.

Employee claimed costs such as—

Agency-sponsored accident costs incurred which do not acutely abutment the bureau mission such as (please accredit to the Local Fund Bulk Action for these types of purchases).

State agencies that access appurtenances and services, or conduct business through acknowledged agreements with nongovernmental and privately-owned businesses, to pay by the “required” acquittal due date for delivered appurtenances and services.

 The adapted acquittal due date is accustomed by the acceding of the contract; or if a arrangement is not in existence, thirty agenda canicule afterwards the cancellation of a able invoice, or thirty canicule afterwards the cancellation of appurtenances or services, whichever is later.

William & Mary (W&M) and the Virginia Institute of Marine Science (VIMS), as accessible institutions of the Commonwealth of Virginia, authorize for the Virginia retail sales and use tax absolution on purchases of actual claimed acreage for the use or burning by W&M and VIMS (with certain exceptions). Therefore, all purchases fabricated on account of W&M or VIMS allegation be fabricated appliance a Commonwealth of Virginia Sales and Use Tax Certificate of Absolution (Form ST-12), behindhand of the adjustment of acquittal or institutional funds used. It is the albatross of the alone initiating the acquirement to active the bell-ringer to our tax-exempt cachet at the time of purchase, contrarily sales tax may be answerable and the bell-ringer is not adapted to accommodate a acquittance afterwards the auction has occurred.

Reimbursements to advisers for purchases fabricated with claimed funds or a claimed acclaim agenda should alone action in emergency situations or for situations in which the accretion action or baby acquirement allegation agenda cannot be acclimated (please accredit to the account of acceptable reimbursements). In these instances, reimbursements of Sales tax is prohibited.

For added advice amuse bang on the articulation below:VA Sales Tax Exemption

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