Five College Consortium

Guide to Processing Payments

Five College programs and projects make a variety of different types of payments using their allocated funds. Different types of payments require different procedures. Please find below a guide to the most frequent types of payments made by Five College programs and projects, including links to necessary forms required. Please contact Brian Acevedo or Toby Hall for further information.

The Guide to Processing Payments

This section also provides links to forms and documents required for processing different types of payments.


For Payments to a Program or Department at a Five College Campus

When requesting payments be made to a campus, please include specific contact and address information. All payments to campuses will be made payable to the institution (e.g. Trustees of Amherst College, University of Massachusetts) not the department. However, checks may be addressed to a specified department as requested.

Required documents:

  1. FCI Check request form submitted by the faculty or staff member managing the corresponding Five College program, or collaborative project.
  2. Invoice from the campus program or department.
  3. Supporting documentation (e.g. poster, flyer, letter awarding funds receipts.*)

Please submit these documents to your program or project liaison or directly to the Business Office (Toby Hall).

*Please note that when submitting receipts for dining, you must list ALL diners and separate a sub-total of any alcohol costs. For on-campus catering, you may simply note the title of the Five College program or project.

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For payments to vendors (not individuals or sole proprietors)


Required documents:

  1. FCI Check request form submitted by the faculty or staff member managing the corresponding Five College program, or collaborative project.
  2. W-9 Form (if one is not already on file with the FCI business office). Please request that the payee return completed and signed W-9 forms to the FCI business office via fax or snail mail, not email.
  3. Invoice from the vendor and any appropriate receipts*

*Please note that when submitting receipts for dining, you must list ALL diners and separate a sub-total of any alcohol costs. For on-campus catering, you may simply note the title of the Five College program or project.

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For Payments to Foreign Individuals (Not Students)


If feasible, we recommend processing payments to foreign individuals through one of the campuses and ask the campus to submit a reimbursement of payment request to FCI (see instructions for payments to a Program or department at a Five College campus). If this method is not an option, complete the Five College Foreign National Visitor Information form and obtain copies of the requested information, such as I-9 form, Visa, and Passport to start the process of processing payments.  Submit all documentation to the FCI business office for review before promising any payments. Payments made to Foreign Nationals require additional paperwork and ample processing time. In some instances, FCI may not be able to make payments to Foreign Nationals because of visa restrictions. See below for links to forms and documents.

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For payments to individuals (not students) EMPLOYED by one of the five campuses or Five Colleges, Incorporated

These types of payments vary by circumstance. Academic programs and projects that are planning to make this type of payment should consult with the FCI staff liaison to the program well in advance.

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For Payments to Other Individuals (Not Students)

Required documents:

  1. FCI Check request form signed or e-mailed by the faculty or staff member managing the corresponding Five College program, or collaborative project.
  2. W-9 Form (if one is not already on file with the FCI business office). Please return completed and signed W-9 forms to the FCI business office via fax or postal mail, not email.
  3. Contract with detailed scope of work (if payments total more than $1500). See our contract template with instructions and scope of work guidelines
  4. Supporting documents(e.g. contractor invoice, poster, flyer, letter awarding funds, receipts*)

*Please note that when submitting receipts for dining, you must list ALL diners and separate a sub-total of any alcohol costs. For on-campus catering, you may simply note the title of the Five College program or project.

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For payments to a graduate student hired with a contract of the University of Massachusetts Amherst


See the Guide to Planning Use of Funds about arranging to hire a graduate student via a University of Massachusetts Graduate School contract. Once such a contract is confirmed, the University will bill FCI directly to arrange reimbursement for payments to the graduate student and other fees. The Coordinator for Academic Programs can assist you with providing expense reports from FCI regarding such payments made from your program or project budget.

 
For payments to undergraduate students matriculated at a five college campus

  • Federal Work Study Student:
    See the Guide to Planning Use of Funds regarding arrangements for a contract with the student’s home campus employment office. The contract will require the supervisor submit time-sheets to the student’s home campus according to the home campus guidelines. Copies of these timesheets should also be submitted to the FCI program or project liaison.
  • Undergraduate Student Stipend:

            Required documents:

    1. FCI Student Stipend Agreement (prepared separately for each project and available from the program or project liaison), to be signed by the student.
    2. FCI Student Program Participation Agreement (prepared separately for each project and available from the program or project liaison), to be signed by the student.
    3. FCI Student Emergency Contact Information Sheet (available from the program or project liaison).
    4. For non-foreign-national students, W-9 Form (if one is not already on file with the FCI business office). Please return completed and signed W-9 forms to the FCI business office via fax or postal mail, not email.
    5. Stipend payments to foreign students will require special arrangements, please contact Nate Therien for more information.
    6. FCI Check Request Form signed or e-mailed by the faculty or staff member managing the corresponding five college program, project or grant budget.
  • Hourly employee (if the student does not qualify for work study)

            Required documents, to be submitted to the program or project liaison at FCI:

  1. Job description - see example
  2. Offer letter - see example
  3. I-9 Form (See page 5 of the I-9 document for acceptable forms of ID). Please request that the payee return completed and signed I-9 forms to the FCI business office via fax or postal mail, not email.
  4. W-4 Form Please request that the payee return completed and signed W-4 forms to the FCI business office via fax or postal mail, not email.
  5. Students who perform activates for the benefit of FCI or FCI funded projects are considered part-time, temporary, non-benefited hourly employees and therefore payment must be processed via our Payroll system so the proper taxes can be withheld. Student wages are reported on Form W-2.

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Forms and documents for processing payments:

Form I-9

Form W8BEN

Form W-4

Form W-9

FCI Foreign National Visitor Information

FCI Check Request Form

FCI Template Consultant Contract

Scope of Services Guidelines

FCI Student Stipend Agreement

FCI Student Program Participation Agreement

FCI Student Emergency Contact Information

Sample Summer Appointment Letter

Sample Summer Job Description

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