PAYMENTS FOR GUESTS AND SERVICE PROVIDERS
Guests (speakers, workshops leaders, etc.) and vendors (service providers from translators to videomakers) are required to become suppliers in the MSU system before being paid. Once they become suppliers, all guests and service providers can be compensated after the submission of an invoice (see special instructions for foreign guests and vendors below).
Please send forms and inquiries to Joanne Caruso at carusoj@montclair.edu and cc’ fiorete@montclair.edu
U.S. SUPPLIERS/SERVICE PROVIDERS
Before the service (this process can be initiated well in advance of the service provided since it can take up to 2-3 weeks).
Note: Those who have provided a service to MSU in the past do not need to be re-entered in the system (it’s important to write to Joanne Caruso to make sure that address and bank info is updated to receive the compensation).
A. Complete the SUPPLIER FORM to be entered in the supplier system. The form is the same for both individuals and companies.
Instructions:
1. On Page 1, complete CONTACT INFORMATION
2. Enter social security number or Federal Tax ID No.
3. Select PAYMENT TYPE (check or ACH)
4. On Page 2, complete SETTLEMENT BANK ACCOUNT section if opting to be paid via ACH (direct deposit)
5. PAYMENT TERMS select ‘Net 30’
6. Sign and date the form
B. Complete the W9 form if you are a US citizen.
After the service
C. Submit an INVOICE (see template here as an option)
INTERNATIONAL SUPPLIERS/SERVICE PROVIDERS
Before the service (this process can be initiated well in advance of the service provided since it can take up to 2-3 weeks).
A. Complete the SUPPLIER FORM to be entered in the supplier system. The form is the same for both individuals and companies.
Instructions:
1. Page 1: Add contact info and check off “wire transfer” as “PAYMENT TYPE”
2. Page 1: No need to complete the section “REMIT TO INFORMATION”
3. Page 2: Check off ‘Net 30’ under PAYMENT TERMS and then sign and date the bottom of the page.
B. Complete the WIRE TRANSFER FORM
C. Complete the W8-BEN FORM (note that this step is not necessary if you are registering via Sprintax – see below)
After the service
D. Submit an INVOICE (see template here as an option)
FOR SUPPLIERS REQUIRED TO COMPLETE THE SPRINTAX PROCESS, see below.
- Sign up on Sprintax (registrati su Sprintax)
- Have these docs and data ready in advance (prepara questi documenti e dati in anticipo)
- Pdf/image of Passport
- Pdf/image of US Visa (this includes ESTA if you came as visitor) – the system may call this I-94 but it is now ESTA (immagine dell’ESTA che il sistema chiama I-94). Note that the expiration of your ESTA needs to be added on the first page (la data di scadenza dell’ESTA va aggiunta nella prima pagina)
- Date of entry of your very first visit ever to the US, even if it was decades ago (data di ingresso negli USA per la prima volta nella propria vita, anche se si tratta di decenni fa)
- All dates of entry into and exit from the US since then (include type of visa – note: ESTA is a visa). (tutte le date di ingresso negli USA e uscita dagli USA da allora).
- A system of dual verification/authentication on your phone (un sistema di doppia verifica e autentica legata al cellulare): download the app BEFORE starting the process (scarica l’app PRIMA di iniziare la procedura)
- A system of e-signature on Acrobat (un sistema di firma elettronica attraverso Acrobat).
IMPORTANT: Most likely as an Italian, you do not have a SSN or TIN (the equivalent of a codice fiscale) in the US. If this is the case, when asked for one say NO. (generalmente gli ospiti straniere non hanno un codice fiscale USA, pertanto alla domanda su SSN o TIN risponderanno NO).
Note that after the final submission of signed forms, it may take a few minutes before the system confirms that you are done with the Sprintax registration. (Nota: dopo l’invio finale dei documenti, il sistema ha bisogno di alcuni minuti prima di caricare tutte le informazioni e inviare conferma del completamento della procedura).