New Vendors
To ensure that all vendors are set up properly, we collect pertinent information on the New Vendor Request/Substitute W-9 Form. This form is applicable to both individuals and businesses. No checks will be issued until this form has been fully completed and returned to Davidson College.

Construction Vendors
Davidson College is required to pay North Carolina sales tax. Accordingly, all construction vendors must separately identify any sales tax paid on their invoices to the College. Omitting this information will result in a delay in payment.

Non-U.S. Citizens
Since some non-residents are prohibited from working in the U.S. and/or being paid compensation, it is imperative that our office be involved in the payment as quickly as possible.  We require all non-U.S. citizens to complete a Foreign National Information Form to assist our office in researching the payment. The information on this form will help us to determine whether payment is legal, and if so, which IRS forms must be completed (in general, Form W-8BEN, Form 8233 - if applicable - and Form W-7 (pdf), if you do not yet have a U.S. Individual Taxpayer Identification Number.)  We must have a social security number or a U.S. Individual Taxpayer Identification Number before a check can be issued.

In general, we must withhold tax of 30% unless a tax treaty exists between the United States and your country of residence. (This 30% tax is in addition to the North Carolina 4% personal services tax, discussed below.) To take advantage of a tax treaty, complete a Form 8233 and provide it to us in order to avoid withholding. Davidson College must mail this form to the IRS no later than 10 days prior to payment.

Please contact Latoya Jackson, Accounts Payable Coordinator, at 704-894-2206 to obtain the forms, and/or to determine the tax consequences to you prior to making payment arrangements with the College.

If you would like more information on payments to non-U.S. Citizens, please go to Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Corporations.

Out-of-state Vendors
Payments for services (i.e., speakers, entertainers, etc.) rendered by most non-North Carolina individuals and companies are subject to a 4 percent withholding under North Carolina law.

This requirement is applicable to vendors who receive more than $1,500 from us in a calendar year.  Please note that reimbursement for expenses is not subject to this withholding.

Additional information about this withholding may be found at the NCDOR website, including:

Frequently Asked Questions About Withholding From Nonresidents for Personal Services Performed in North Carolina

and Individual Income Tax Forms and Instructions.

Payment Inquiry
If you have a question regarding payment of your invoice, please email Latoya Jackson. When possible, include your Taxpayer ID and invoice number If your question is about a check that we issued to you, please provide the check number.

Payment Schedule
Business Services processes vendor invoices on a weekly basis, with direct deposit available on Friday and checks ready after 2 pm on Fridays. All properly completed and approved invoices received in our office by Tuesday at 5 pm will be paid that week.

Please note that all invoices should be sent to the department that incurred the charge. That department will authorize payment and submit the invoice to Business Services for processing. Business Services can not process invoices without approval from the appropriate department.

Our preference is to pay via direct deposit.  When at all possible, please include your ACH/PPD information on the New Vendor/Substitute W-9 form so that we may pay you via electronic transfer rather than via check.

If you are an existing vendor and wish to be paid via ACH, please contact Latoya Jackson.

**Please also note that new vendors will not be paid until Business Services has received a completed New Vendor/Substitute W-9 Form.**

Sales Tax
Although Davidson is exempt from Federal and State income taxes, we are required to pay North Carolina sales tax on all purchases. If you are a North Carolina vendor, you must charge us sales tax.

Davidson College is located in Mecklenburg County.

For additional information please contact Debbie Barnette at 704-894-2067 or Latoya Jackson at 704-894-2206.