Contractor Invoice

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2008 Policy and Procedure for Contractors Submitting Invoices to the Berkman Center:

Invoices should be submitted either mid-month or at month’s end after the work has been completed. More than one month can be submitted at one time on the same invoice. For contractors with an ongoing relationship with the Berkman Center and/or one of its projects, or in situations where an individual will be paid more than $600, a contract will need to be signed before work commences or any invoices are processed. You should speak with Catherine Bracy (cbracy@cyber.law.harvard.edu) and/or your project lead about a contract before you start working.

Information necessary on first invoice:

1. Individuals, please provide full legal name, US Social Security number (if US citizen, permanent resident, or otherwise eligible to work in the US), permanent tax reporting address and mailing address, if different.
2. Vendors, please provide full legal company name with US Federal Tax ID/EIN (if US company), permanent tax reporting address and mailing address if different, phone and fax numbers, and Legal Entity.

Information that must be included on every invoice:

1. Attention: Catherine Bracy, Administrative Manager, Berkman Center for Internet & Society at Harvard Law School, 23 Everett Street, 2nd Floor, Cambridge, MA 02138
2. Project name
3. Payee details including your name, your permanent address, your mailing address, your phone, fax and email address
4. Date submitted
5. Invoice number (must be sequential and can never repeat)
6. Brief description of work performed
7. Dates work performed
8. Invoice total to be paid

The first invoice may take longer to process because all new payees must be entered into the Harvard Financial System before being paid. Invoices missing any of the above information may also be held up from being processed immediately.

Invoices may take up to 30 days to fully process through the Harvard Financial System.

Form of Payment: You will be paid by check in US dollars. If you live outside of the US, you may also be paid through PayPal.com in US dollars. If needed, you may be paid by check in local currency. Harvard will issue wire transfers in lieu of checks in special situations only. Wire transfers can be made if payment is over $1,000. Where payment is being made to foreign individuals or vendors in countries with inadequate postal and/or bank systems or where check theft is a serious problem, wire transfers are permitted. PayPal is the easiest, fastest form of payment for contractors living and working outside the US. We strongly encourage setting up a PayPal account to receive payment if possible.