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Departments and Administrators
Understanding the Process
Accounting and Financial Management (AFM) supports departments and administrators in processing payments to individual suppliers who provide specialized services to the University. These may include guest speakers, research participants, workshop attendees, and other non-employee individuals. The guidance below outlines how to determine payment type, complete documentation, and follow University policies for compliance and efficiency.
Before initiating any payment, determine the type of individual you are working with:
- Independent contractors providing services such as consulting, speaking, or performing
- Licensed professionals such as CPAs, attorneys, or physicians
- Research participants or non-service trainees
- Royalty recipients
- Former employees offering services not previously performed in their employee role
This classification impacts both the payment process and required documentation.
Depending on the supplier category, you may need one or more of the following:
- Employee/Independent Contractor Classification Checklist (EICCC)
- Exempt Services Authorization Form
- Contract or Purchase Order
- FRMS SS1 for scholarships, prizes, or stipends
These documents should be completed before services begin.
Submit the payment using the appropriate voucher type (VP1, VP2, or VP3), ensuring that:
- The correct object code is used
- All supporting documentation is attached
- The voucher is routed through the correct approval workflow
AFM reviews these submissions for accuracy, compliance, and timely processing
Once the voucher is submitted, departments can track payment status using UT’s financial systems. If issues arise, contact AFM to resolve documentation discrepancies, returned vouchers, or payment delays.
Policies / Handbook of Business Procedures
All processes involving payments to individuals must follow institutional policy. The Handbook of Business Procedures outlines the standards for vouchers, forms, classification, and documentation.
Independent Contractor Payments
When and how to use the EICCC and object code 1341.
Voucher Requirements
Learn what documentation is needed for payment approval.
Exempt Services
Authorization Use cases for training participants and non-service payments.
Existing Department Training
Learn how to properly classify suppliers and complete the checklist.
Select the correct code based on payment type and supplier category.
Process stipends, prizes, and workshop participant payments.
I Want to...
Existing Department Resources
EICCC Form & Instructions
Voucher Submission Guide
Object Code Reference Table
Exempt Services Authorization Form
FRMS SS1 Processing
Vendor Portal
Access AFM resources, forms, and process documentation for supplier payments.
How Can We Help?
EICCC Guidance
Need help deciding whether to complete the checklist?
Voucher Processing Support
Questions about documentation or object codes?
FRMS and SS1 Help
Support for scholarships, awards, and participant payments.
Departmental Process Questions
Clarification on policies or exception handling.
Existing Department News
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Existing Department Events
Upcoming Department Opportunities
Upcoming Bidding Opportunities
Explore current and future opportunities to contract individual services.
Upcoming Bid Opportunities
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Upcoming Bid Opportunities
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