Payment Information

  • Employees and Independent Contractors
  • Academic Support Services Agreements (ASSA)
  • Payment to Individual Reports (PIR)
  • Overload and Lump Sum Payments (Formerly EOP)

This guide is not intended to provide all details of payments policy. Please contact Accounts Payable at 608.785.8555 or if you have any questions or need more information.

Employees and Independent Contractors

UW-L secures personal services from individuals and business entities through one of two methods: an employer-employee relationship (hire) or an agreement with an independent contractor. Independent contractors may include speakers and guest lecturers in a nonpublic setting. Officials for athletic events and contest judges may also be considered independent contractors. Generally, an independent contractor situation exists if the service is provided regularly and continuously to the general public, and the service is the principal source of livelihood or profit. The institution may not control how the work must be done, only the result of the work. An independent contractor may be an individual, a group of individuals or a business entity. If the service desired is available from more than one source, competitive procurement rules apply and purchasing bid and waiver regulations must be followed.

Academic Support Services Agreements (ASSA)

Some services provided by independent contractors represent special talents needed by UW-L on a temporary basis to fulfill its missions of instruction, research and public service. If the service is from an independent contractor, not an employee, and is a unique, noncompetitive activity supporting instruction, research, or public service, it will be considered an Academic Support Service, and the ASSA form shall be used to contract for the service.

The ASSA must be fully filled out with the contractor's name, contact information, Social Security number (or Federal Employee ID number), dates of service, payment amount and payment terms. Unless otherwise specified, payment will only be made after the ending service date; if intermediate payments are desired, these must be specified explicitly. (Use the available space on the form or attach a separate payment schedule.) Also, the "scope of service" field must be filled out, in order to verify that the nature of the service being provided is appropriate to the ASSA form. After the form has been completed and the contractor has signed it, please send it to Contract Administration, 125 Graff Main Hall, where it will be reviewed and signed by the appropriate individual with contractual authority for the university.

Because the ASSA is a contract promising payment by the university in exchange for a service provided; a PIR form is required in order for the actual payment to be issued.

Please direct any questions to Scott Holzem, Contract Administrator, at 608.785.8569.

Payments to Individuals (PIR)

The Payment to Individual Report (PIR) form is used to request all payments to individuals except salaries, employee reimbursements, and payment to subcontractors and architects. All PIR requests must include documentation that clearly indicates the purpose of the payment, the benefit to UW-L, and, preferably, an agreement between the payee and UW-L. (When the payment is being made pursuant to an ASSA between the university and the individual, a copy of the ASSA should be submitted along with the PIR to satisfy this documentation requirement.)

Examples of payments that can be made using a PIR:

  • Payments relating to an Academic Support Services Agreement (ASSA) – see above.
  • Scholarship – An amount paid or allowed to, or for the benefit of, a student at an educational institution to aid in the pursuit of studies.
  • Grant Participation Support – Payments to students for the purchase of materials related to their research or scholarship while participating in approved grant activities under faculty supervision.
  • Human Subject Payments.

The PIR form requires dean's office or division director approval. Please contact Accounts Payable at 608.785.8555 or if you have any questions or need more information.

Overload and Lump Sum Payments (Formerly Known as EOP)

On April 1st, 2014. The payments known as Extraordinary Payments, or EOPs, have been changed to Overload/Lump Sum Payments.

Type of payments are:

  • Faculty/Academic Staff Overload, 9-month pay basis
  • Faculty/Academic Staff Overload, 12-month pay basis
  • Summer Salary, 9-month pay basis
  • Non-Contract Employee Lump Sum (NCE hire form required)
  • Graduate/Teaching Assistant Overload

The Overload and Lump Sum Payments request form, instructions, and polices can be found on HR website.