NON-EMPLOYEE INFORMATION FORM

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
• ADOBE SIGN ELECTRONIC FORM
• PDF VERSION
• PAYMENT
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND THE COMPLETED FORM
• CONTACT INFORMATION
• CROSS REFERENCES

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PURPOSE

A non-employee is an individual providing services, performing assignments, or visiting The Pennsylvania State University (University) who is not directly employed by the University. The Non-Employee Information (NEI) form is used to collect the necessary residency status information (for tax purposes) required to issue payment by the University to a non-employee.

The NEI form is used to collected information from a party external to the University and requires a legal signature, as determined by the Office of General Counsel. A legal signature is a hand-written signature or an electronic signature obtained through an authorized document collection platform. The University utilizes Adobe Sign for the collection of legal signatures from parties external to the University.

GENERAL INFORMATION

All non-employees receiving payment from the University are required to complete a NEI form and provide the required supporting residency status documentation, all of which is to be included as supporting documentation to the transaction in the Systems for Integrated Management, Budget, and Accounting (SIMBA) or SAP Concur. The NEI form is associated with a single transactions and must be completed each time payment is to be issued to a non-employee.

ADOBE SIGN ELECTRONIC FORM

The electronic form is initiated by the business area who also determines the appropriate electronic workflow.

Please complete the e-Signature ServiceNow Request to request access to Adobe Sign.

Once access to Adobe Sign has been granted, access the Adobe Sign platform using Adobe Sign Login.

When completing the form in Adobe Sign, the end-user will be required to update the name of the form to include Non-Employee Information-[Business Area #]-[Non-Employee F/L Name]-[Payment Date] (i.e., Non-Employee-Information-1010-Joe Smith-4/30/2050). This naming convention is to ensure that previous requests are not written over. Every recipient (and cc'd recipients) on the agreement will receive an auto-generated email at the completion of the agreement. This email will include a link to View/Download the completed agreement. To save a copy of the document that is uploadable into SIMBA or SAP Concur, select the "print to PDF" option and save the document to a location where you can find it. Close the version appearing on your computer screen and open the document from the saved location. This is the uploadable version. Attempting to upload a version created using the "download document" method generates an error message in SAP Concur.

PDF VERSION

The "fill-and-print" PDF version of the form will continue to be available while end-users are receiving training and access to the Adobe Sign platform.

The business area is responsible for ensuring the non-employee completes the form and for uploading the completed form and all supporting residency status documentation into SIMBA or SAP Concur.

PAYMENT

Non-employees who will receive payment from the University must obtain a SIMBA Supplier number. All current and future suppliers need to register with the University's on-boarding partner, PaymentWorks to manage their profile and related information. SIMBA supplier numbers are generated for new suppliers after they complete their registration with PaymentWorks. Supplier invitations to register with PaymentWorks can be requested through the Office of Central Procurement (PSUsuppliers@psu.edu) or listed delegated authorities. A completed W9 Form must be upload to PaymentWorks as part of the registration process. If the non-employee is a Non-Resident Foreign National, additional documentation will be required. See the Non-U. S. Citizen Payment Guidelines for additional information. The W9 form contains personally identifiable information (PII) and should never be shared/sent to a business area. The non-employee is responsible for managing their information in PaymentWorks (i.e., address changes, residency status, etc.) and protecting the PII.

EXHIBITS AND INSTRUCTIONS

There are no associated exhibits.

FORM REQUIREMENTS

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Office of Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for complete details.

If you encounter any difficulties, contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

*Transitory Copy - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

WHERE TO SEND COMPLETED FORM

See distribution table above.

CONTACT INFORMATION

For questions or additional details, please contact Accounting Operations.

To request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.

CROSS REFERENCES

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website
• Non-U. S. Citizen Payment Guidelines

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