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Independent Contractor Authorization (ICA) Form Frequently Asked Questions (FAQ)

The ICA form is UTEP's required process to obtain prior approval before engaging an independent contractor for services.  It ensured proper worker classification under IRS Publication 15-A and collects the approvals and information required by Texas Government Codes §§2254, 2155, and 2251.

Non-employees: Any individual providing services with SSN as Tax ID when payments exceed $250.

UTEP employees: Any payment during the calendar year requires an ICA.

Payments for goods only;

Payments to partnerships (EIN);

Payments to corporations (EIN);

Payments to individuals for research participation

The ICA replaces the Authorization of Personal Services (APS) form and is now in BP Logix with required fields, workflow, and notifications.

Contractors are paid on a fee basis only; no tax-free reimbursements.  Reasonable expenses must be built into the fee.  UTEP may pay some travel expenses such as lodging and airfare directly to a vendor on behalf of a contractor.

Yes-but only in rare and specific circumstances.  Employees are generally not paid on an ICA Form because the work they perform is usually part of their standard job duties and therefore must be paid through regular payroll processes.

However, an ICA may be allowed only if the work is completely separate and unrelated to the employee's normal job duties.

Step 1: ICA Checklist;

Step 2: ICA Form;

Step 3: Contractor Terms & Conditions;

Step 4: Non-PO Voucher Submission.

Contractor resume, qualification documents such as licenses or certifications, statements of work or quotes, and any additional required attachments.

The DTN is the ICA tracking number automatically generated/assigned by BP Logix.  Departments must use the DTN as the voucher invoice number.

Yes.  US persons: reported on Form 1099 for payments $2,000+.

Non-US persons: reported on Form 1042 with possible 30% withholding; Sprintax may determine treaty eligibility.

Initiator is informed and must contact HR.  ICA is terminated.

Funding approvers, next-level approver, and Grants Management Accounting when applicable.

Unlike the Authorization of Personal Services (APS) form, Disbursement and Travel Services will not provide approval of the ICA form.  Disbursement and Travel Services will review and approve the non-PO vouchers submitted associated with the ICA forms.

After services have been completed.  Attach all ICA documentation and use DTN as invoice number.

For questions on the ICA Checklist, contact the Payroll Office:

E: payroll@utep.edu

P: (915) 747-5109

For questions on the ICA Form or non-PO vouchers related to the form, contact the Disbursement and Travel Services office:

E: accountspayable@utep.edu

P: (915) 747-5171

Connect With Us

500 W. University Avenue
University Towers Suite 602
El Paso, Texas 79968

Physical Address:
University Towers 1900 Oregon Street Suite 602 El Paso, Texas 79902

Disbursement Services/Travel Services:
(915) 747-5171

PO/Miner Mall Vouchers:
billing@utep.edu

Non-PO Vouchers:
accountspayable@utep.edu

Travel:
travel@utep.edu

Fax:
(915) 747-6620