University Guest Presenter Merchandising Addendum

Table of Contents

• Purpose
• General Information
• Adobe Sign Electronic Form
• Fill-and-Print PDF
• Exhibit and Instructions
• Form Requirements
• Number of Copies and Ultimate Distribution
• Where to Send Completed Forms
• Contact Information
• Cross References

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Purpose

The University Guest Presenter Merchandising Addendum is for merchandise sales related to the rendering of personal services for a scholarly engagement on the property of The Pennsylvania State University or on property arranged for by the University. The University Guest Presenter Merchandising Addendum is an addendum to the University Guest Presenter Agreement. Both must be completed if the Guest Presenter is requesting permission to sell merchandise.

Solicitation or sale of merchandise by Guest Presenters, Lecturers, and/or Speakers is prohibited without the prior approval of the University.

General Information

The University Guest Presenter Merchandising Addendum is an agreement between a third-party and the University allowing the Guest Presenter to sell merchandise while appearing at a University event and as such, requires legal signatures. The Adobe fill-and-print version of the form will not have signature form fields. It is the responsibility of the University employee sending the agreement to the Artist to complete the agreement fully before sending it. It is permissible to complete the contact information within the signature section of the Agreement, but it is important to note that the agreement should not be signed by the University official until AFTER the Artist has signed the form.

The University Guest Presenter Merchandising Addendum must be submitted, along with the University Guest Presenter Agreement, using the Procurement Contract Request Intake Form before payment is processed.

Adobe Sign Electronic Form

The electronic form is completed and sent by the business area.

Please complete the Penn State e-Signature Request to request access to Adobe Sign.

Once access to Adobe Sign has been granted, access Adobe Sign using Adobe Sign Login.

When completing the form in Adobe Sign, the end-user will be required to update the name of the form to include the Guest's name and the presentation date (i.e., University Guest Presenter Agreement Joe Smith 2050Apr1). This naming convention is to ensure that previous requests are not written over. Every recipient (and cc'd recipients) on the agreement will receive an auto-generated email at the completion of the agreement. This email will include a link to View/Download the completed agreement. This document will need to be "print to PDF" to become a document to be uploaded into SIMBA or SAP Concur.

Questions pertaining to the Adobe Sign process should be directed to esignature@psu.edu.

Fill-and-Print PDF

In the rare circumstance that the guest presenter is unable to receive an email to sign the Guest Presenter Merchandising Addendum in Adobe Sign, the University Guest Presenter Merchandising Addendum form may be completed along with the University Guest Presenter Agreement.

Use of Google Chrome Required

NOTE: Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and Microsoft Edge browsers do not support all features required for fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned along with the request to use the Chrome version.

Exhibits and Instructions

This form has fill-and-print form fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions.

There is no exhibit associated with this document.

Form Requirements

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Budget and Finance Policy and Procedure Office (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website contains completed details.

Number of Copies and Ultimate Distribution

*Transitory Copy - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.

Where to Send Completed Forms

The fully executed (approved) University Guest Presenter Merchandising Addendum is uploaded to SIMBA or SAP Concur, along with the fully executed (approved) University Guest Presenter Agreement as supporting documentation to the transaction.

Contact Information

Questions pertaining to the Adobe Sign process should be directed to esignature@psu.edu.

For questions or additional details pertaining to when to use the University Guest Presenter Merchandising Addendum, please contact the Office of Central Procurement.

To request changes to the form, please contact the Budget and Finance Policy and Procedure Office by submitting a GURU Technical Support Form.

Cross References

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility

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