Budget and Finance Policy and Procedure Office
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
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 collect 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.
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 System 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.
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-2050Apr1). 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.
Questions pertaining to the Adobe Sign process should be directed to esignature@psu.edu.
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.
There are no associated exhibits.
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 Budget and Finance Policy and Procedure Offices (designated representative of the Associate Vice President for 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.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Adobe Sign | Business Area initiating the Adobe Sign electronic form | Cloud retention | As defined by Adobe Sign platform |
| Original | Business Area - Attach in ServiceNow when submitting the request to the Central Procurement Accounts Payable Shared-Services team | General Funds = End of fiscal year +7 years Contract/Grant = End of fiscal year in which the contract/grant closed +7 years |
Paper Document = Secure Bin disposal or shred Electronic Document and Data = delete and empty computer recycle bin |
| Transitory Copy* | Business Area | Upon verification of successful upload into financial system, immediate disposal | Paper Document = Secure Bin disposal or shred Electronic Document and Data = delete and empty computer recycle bin |
*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.
See distribution table above.
Questions pertaining to the Adobe Sign process should be directed to esignature@psu.edu.
For questions or additional details, please contact Central Procurement Accounts Payable Shared-Services team by submitting a Procurement Assistance Request.
To request changes to this form, please contact the Budget and Finance Policy and Procedure Office by submitting a GURU Technical Support Request form.