FAQs for Contracting Individuals

If they are not already in Workday, you need to create a supplier request in Workday. When Accounts Payable informs you that the supplier record is set up, you may create a supplier invoice request to pay the artist as an LLC.

When you receive the W-9, if the tax ID number is listed on the W-9 as an employer indentication number, that means the artist has a company or LLC.

These are valid for two years.

Yes. Stipends and honoraria are all treated the same way when it comes to payment. You still need to complete the contract, and if you used the short-term visitor letter, Human Resources processes the review quickly.

Yes. You still need to complete the visiting artist process with Human Resources, and once they are approved, then create the supplier invoice request for the deposit.

You can submit multiple supplier invoices, e.g., one for performance/services (taxable), one for reimbursements for items such as airfare, hotel, meals, and local transportation (non-taxable), with receipts attached as backup. 

No. All expenses are reimburseable only. Visiting artists must pay for their expenses, and Berklee will reimburse them.

Per diems are only for students, faculty, and staff; outside performers and/or pre-hire candidates cannot get per diems. They need to submit receipts for reimbursement, and once they are hired as an employee and set up in the system, they can be paid per diems for Berklee-related travel via an expense report. Anything before that needs to be handled by a supplier invoice request.

All faculty and staff are paid through payroll, even if they do work that is outside the scope of their daily job. Staff and faculty are paid through Accounts Payable only for out-of-pocket expense reimbursements, mileage reimbursments, and per diems. So in this case, you would create an expense report for out-of-pocket expenses or create a per-diem reimbursement (expense report).

Once a W-9 or W8BEN is submitted and Human Resources has informed Accounts Payable to set up a supplier record for the visiting artist, you will receive an email from Human Resources letting you know that you can create a supplier invoice request. You can see when a supplier is already in the system by typing the supplier's name (e.g., Timberlake, Justin) in the search bar.

The artist's name with the (C) at the end of the name is the Human Resources record. This lets you know that Human Resources has approved them as a visiting artist. Do not process any payments using this record. Process all payments using the record with the last name first. This is the supplier record from which Accounts Payable processes all payments.

Anyone with Workday employee access can send the supplier invoice request. For approval, it is sent to the cost center manager(s).

For example, an invoice with multiple lines for different cost centers gets sent to each cost center manager. The check won’t be sent until they all approve each of their lines, so please remind them to delegate this job if they are on PTO. Also, note that sometimes confusion arises because cost center managers see the whole invoice when they only need to approve the line item for their cost center.

It takes between one and five business days for a check to be processed and mailed. If your visiting artist would like to sign up for direct deposit, please ask them to set that up submitting this form to Accounts Payable.

If the supplier is inactive, you can ask to have the supplier reactivated through completing the visiting artist process with Human Resources. Human resources and supplier records are only active for 90 days past the end date of the most recent contract.