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Getting Paid as an INDEPENDENT CONTRACTOR

You may Register with us an Independent Contractors under your personal or business tax information.

While most ICs elect to sign up in Square Payroll under their personal information, others prefer to get paid through their legal business entities. You can still be an independent contractor but be paid via your business. Below are the steps, as outlined by Square:

When adding your information as a contractor to Square Payroll, you’ll be prompted to enter a first name, last name, and a SSN (Social Security Number). 

We understand that contractors could have an EIN (Employer Identification Number) instead and that the Form 1099-NEC supports entering an EIN or SSN for the 9-digit Payer’s TIN (Taxpayer Identification Number) field. However, our current contractor profile does not have fields to enter a business name and EIN.

You may still pay contractors with EINs by entering their EIN in the SSN field. If you need to enter a business name instead of their personal name, you could enter one like “XYZ Photography LLC” as “XYZ” first name and “Photography LLC” last name. If you opt to have Square Payroll file a 1099-NEC on your behalf, the contractor’s full name or business name and EIN will populate on the “Payer’s Name” and “Payer’s TIN” fields on the 1099-NEC.

There are a few additional things to note if you opt to enter an EIN instead of a SSN for the contractor:

• The [Team tab] and and contractor profile will show First Name and Last Name fields. You may enter the business name into these fields.

• The last four digits of the contractor’s EIN will appear on their paystub next to the SSN field as: xxx xx xxxx.

• Please send us your W-9 if you have yet to do so (and any other outstanding forms).

• You will be emailed an invitation from Square Payroll. Please accept the invite from Square Payroll (one you receive it) and input your direct deposit and tax information. We will only be using the direct deposit feature through Square, so when you set up your accounts (if you have yet to do so) please make sure to select that option. https://squareup.com/help/us/en/article/5336-square-payroll-employee-and-contractor-sign-up

• If you have not yet received an email from Square Payroll inviting you to sign up as an independent contractor with San Francisco Intimacy and Sex Therapy CA Relationship Centers, please send an email to the CRC and they will be sure to resend it.

• We will need your completed IC billing log for the entire month before payments can be sent out.

• Please email (in PDF format) by the 21st of each month by 9pm in order to get paid in a timely manner. 

• Please be sure to put the total amount at the bottom of the IC payment log.

• Additionally all completed sessions need to be input into Acuity Calendar and should match your billing log.

  Payroll Log

• Keep the Independent Contractor Billing Log updated and turn it in to SFISTC Admin and Dr. Ori on or by the due date (the 21st of the month at 9pm)  to get paid.

• Please make sure that your payment log and the Acuity calendar match.  (See Blank IC Payment Log in the IC Shared Drive)

• Before submitting your log, sign into Acuity and click on each appointment listed on your payroll log to ensure it has been paid.

• Email the payroll log to californiarelationshipcenters@gmail.com and CC Dr. Nelsen at dr.ori.nelsen@gmail.com

  
  

  When Will I Be Paid?

• You will be paid between the 1st and 5th of the month after submitting your log and relevant documents for  the previous 30 day period, provided your payments and forms have been submitted to us by 21st of each month by 9pm unless otherwise noted. If you miss the deadline, please note that it may take 2-4 weeks for the payment to process and deposit into your bank account.

• Payments are typically sent out to your respective banks by the first of the month, but please keep in mind that banks may process the payments at different speeds so we cannot control when monies are actually deposited into your individual accounts. As stated in the contract, payment should arrive by the fifth of each month, although we aim for it to arrive closer to the first. We say this to allow for a buffer, should processing times be longer than we hope. We would rather you be pleasantly surprised to receive payment early than frustrated it is late.

Instructions for Submitting Payroll & Referral Logs:

Where to submit 

Please send your payroll and referral logs TO: Californiarelationshipcenters@gmail.com (note the “S” at the end of centers)

and please make sure to CC: dr.ori.nelsen@gmail.com

TEMPLATES:

If you need additional templates, please refer to the shared google drive:

https://drive.google.com/open?id=1SuzcpkTdhf2IugG9j9HiB7b9Pzq1nube

or contact our Administrative Specialist Victoria King, MFT at 

vkingmft@gmail.com  

Subject Line

Please be sure to include the year 20xx and current Month in your email subject line. IE: September 2024 payroll for (your name)

(please note: You may turn in payroll early as long as all sessions listed on your log have been billed and accounted for in acuity.)Use the appropriate subject line (exactly as described or it may get overlooked).

“(Current Month spelled out) (Current Year) payroll for (your first and last name)”

So for payroll in Current Month 2024 for Dr. Ori Nelsen it would read:

“September 2024 payroll for Dr. Ori Nelsen”

Due Date & Time

 In general (unless otherwise notified) please remember that we have a set day and time every single month that billing is due the 21st of each month by 9 PM Pacific Standard Time.

Be on time: It is crucial that you are on time and do not skip months please. 

You are welcome to turn in payroll early as long as all sessions listed on your log have been billed and accounted for in acuity.)

If for some reason you are not able to turn it in on time, you need to let Dr. Ori know right away or you may have to wait a complete month for payment. Please try not to forget payroll as this throws off our books and may significantly delay your payment.

Acuity Reminder:

It is your responsibility upon turning in your payroll billing sheet to make sure that all appointments that you listed on your log have already been paid in acuity.

Please double check to make sure your billing log and the acuity system match, as we will only be able to pay you for what has been billed and paid by the client.

Charging Clients: 

Please be sure to charge your client’s credit card on the same day of service so that charges are not later disputed.  You must get consent in writing to charge them.

Send an email to the client after you charge them that includes the following:

“I am writing to confirm that I have gone ahead and charged you (or if client paid, state that you received payment) for our therapy sessions on (date) at (time) with your consent.

It will be shown on you statement as “San Francisco Intimacy & Sex Therapy Center” or CA Relationship Centers.

Please send me back a quick reply stating that you agreed to this charge for services rendered..

Thank you!”

When you start working with a new client explain that you will send this email every time you have a session. This is very important as many times we get disputed charges when a client doesn’t recognize the charge.

Charging for No-shows/Cancellations

If you have a client that no-shows or cancels late and you plan to charge them for the session, here is an updated protocol to do so.

1) Email the client to notify them that they will be charged for the session. (to avoid having them dispute the charges)

2) Charge the client in acuity as you normally would but DO NOT CANCEL them in acuity. Just leave them on the calendar as a regular appointment. (Once you cancel them in acuity they disappear from the calendar, making it hard to track for billing purposes.) 

3) Make a note in the note section of acuity and on your billing log

If you have a client who you are cancelling but NOT charging for a session, simply use the cancel button as you normally would.

Tally Total:

Reminder: It is important that you list the tally of the total amount received from clients at the bottom of your billing log. 

Attachment Method:

Please make sure to add it as a PDF or Doc and not as a Google shared document that you can edit. 

Referral Log:

In addition to your billing log (which should have your total income listed at the bottom that was received, not that is due to you), please make sure to also turn in your completed referral log. (templates can be found in shared google drive)