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Reporting for Employee Friend Assistance

A B's Profile

What is the best way to handle this? One of our employees will be traveling to do an exhibit set up and will be taking a friend to help him (we don't have any available employees to help). He wants to pay this friend for his assistance although the friend is not expecting payment. I agree that this person should be compensated. What is the best way to go about it? The payment will be about $400. Can the employee just submit an expense report and then pay his friend from that? Or do we need to have the friend complete a W-9 as if he were a contract employee?

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