An independent contractor who is an individual or business that receives money or reimbursement for the exchange of goods or services.

We have placed all of the sign now secure links to vendor and invoice forms in the Vendor Portal on our website. This method protects our vendors from fraudulent email hackers who could potentially send out fake emails pretending to be an employee asking you to click on an unsafe link or provide sensitive information to a stranger. Please only click on and use the secure links and forms found within the official USPA website (www.uspolo.org). If you suspect that you have received an email from someone pretending to be with the USPA, please do not reply, open, or click on any links. Contact information for our staff can be found on our website.

The USPA uses a risk management company and follows strict PCI compliance data security standards across all networks and platforms with the help of one of the top industry leaders in managed security services. I.T. Solutions of South Florida provides next generation endpoint security on every USPA computer, which includes cybersecurity training and full data security management. We evaluate new and innovative ways to do business using technology more efficiently but most important safely. Our approach to data security is never after the fact, it is always how can we conduct business in a way that prevents any security risk and protects our vendor data. The reason we chose Sign Now as the software to submit our vendor forms is because of their full package enterprise security features, which include FDA 21 CFR Part 11 compliance and covers the identity verification of both the sender and signer, e-signature session length, and a time-stamped audit trail. The Sign Now REST API uses standard OAuth 2.0 implementation with 2048-bit security and ssl encryption on all traffic.

If you need to update your mailing address, email or phone number please use the Vendor Info link within the Vendor Forms.

If you need to update your ach direct deposit information please use the link to do so within the Vendor Forms.

Technology sometimes struggles, especially when we have hundreds of vendors trying to access the same forms at the same time. Most problems can be resolved by closing out and trying again later. If that does not work and you are still unable to submit the completed form, you can download the pdf versions of the form to complete offline or even screen shot what you have completed.

The USPA does its best to process weekly vendor payments throughout most of the year, with the exception of holidays and annual staff meetings. Please complete or submit your invoice as soon as possible to allow time to approve and process your payment. The USPA cannot guarantee your invoice will be paid within the same week it was submitted, additional time may be required depending on the quantity of invoices and when approvals were received. If you have not received payment for your invoice within 15 days of submitting please reach out to the person you sent your invoice to.

The USPA is currently processing all vendor payments by ACH direct deposit or international wire for the safety of the staff and vendors.

It is an automated process, so if you were able to click “Done,” then we definitely received it.

If you have a U.S. Social Security Number or U.S. Taxpayer ID/EIN, then you need to complete a W-9 form, if you do not then please complete a W-8 form.

If you received $600 or more in total payments for the year (Jan 1-Dec 31) from the USPA for any rental, service, or other income/stipend/grant then you will receive a 1099-Misc form. Keep in mind that the amounts included on the 1099 are for payments dated Jan 1-Dec 31. If you provided a service at the end of the year, it is possible that your invoice was paid at the beginning of the following year, so that amount would not be on your 1099. The only items not subject to 1099 are business travel related reimbursement expenses that have receipts. The USPA is a 501(C)6 non-profit Association that has to complete the IRS form 990 listing the Grants and Other Assistance to Organizations and Individuals. Reimbursement Grants are subject to 1099 even though receipts are provided. The USPA is unable to give tax advice, please reach out to a professional tax advisor for any tax related questions.

In most cases we reach out to vendors that we already have a professional relationship with or used previously, but we are always willing to look at new opportunities and ways to improve. If you are interested in becoming a Vendor for the USPA, please go to https://www.uspolo.org/contact-us and let us know what services or products you offer. (Opportunities are not always available and some circumstances require very specific skills within polo so you may not receive an immediate response, your contact information will be saved for future opportunities as the needs arise).