UNIVERSITY GUEST PRESENTER RECORDING AGREEMENT

Table of Contents:

• PURPOSE
• GENERAL INFORMATION
• PAYMENT METHODS
• EXHIBITS 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 Recording Agreement is used to formalize arrangements with Artists, Speakers, or Lecturers (hereafter "Artist" or "Guest") who will be digitally recording themselves giving a presentation and the recording is provided to The Pennsylvania State University ("University") in a mutually agreed upon digital format.

GENERAL INFORMATION

The University must have written agreements with individuals who are speaking or presenting at a University event - whether in person or virtually including seminars, courses and public forums. The University Guest Presenter Recording Agreement is one agreement to be used to issue a payment to an individual, a corporation, a company, or an association when Guest will be providing a recording to the University, for use by the University, and has been recommended for use by the Office of General Counsel to ensure that the agreement is binding on both parities, regardless of the dollar amount, or lack thereof, to be paid to the Guest.

The University Guest Presenter Recording Agreement MUST be signed by the Office of Central Procurement and said authorization is obtained by submitting the Procurement Contract Request Intake Form and uploading the University Guest Presenter Recording Agreement which has been signed by the entity providing the recording.

Individuals who will receive payment from the University must obtain a SIMBA Supplier number. All current and future suppliers need to register with the University's on-boarding partner, PaymentWorks to manage their profile and related information. SIMBA supplier numbers are generated for new suppliers after they complete their registration with PaymentWorks. Supplier invitations to register with PaymentWorks can be requested through the Office of Central Procurement (PSUsuppliers@psu.edu) or listed delegated authorities. A completed W9 Form must be upload to PaymentWorks as part of the registration process.

PAYMENT METHODS

Payment by Non-PO Invoice

• Payment must be processed on a Non-PO Invoice, using a GL Account in the 5260xxxx series which correlates with the type of service provided. See the Procurement Search Tool for the payment options available with the associated general ledger account
• Any changes to the University Guest Presenter Recording Agreement or any addendum/riders attached by the Guest, requires that the entire Agreement along with addendum/riders be submitted for review and approval before payment may be processed. The Procurement Contract Request Intake Form must be completed and submitted along with the University Guest Presenter Recording Agreement and any addendum/riders.
• The fully executed (approved) University Guest Presenter Recording Agreement and Non-Employee Information Form, with any additional documentation, must be uploaded as supporting documentation to the Non-PO Invoice transaction in SIMBA. The Non-U.S. Citizen Payment Guidelines contains further information pertaining to additional documentation that may be required.

Gratuitous

• If a Guest is gratuitously providing a recording to the University, the University Guest Presenter Recording Agreement must still be completed to document the broadcasting rights of the presentation to the University.
• The Business Area must retain the completed and approved University Guest Presenter Recording Agreement, and any approved addendum/riders, in accordance with the Financial Records Retention Schedule within Policy AD35 University Archives and Records Management

EXHIBIT AND INSTRUCTIONS

For step-by-step instructions for completing the University Guest Presenter Agreement, click on link below:

University Guest Presenter Recording Agreement Exhibit

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 Office of Systems and Procedures (designated representative of the Corporate Controller). 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 complete details on creating and processing form templates.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

*Transitory copies are 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 Records as delineated on the Records Retention Schedule.

WHERE TO SEND COMPLETED FORMS

The University Guest Presenter Recording Agreement MUST be signed by the Office of Central Procurement and said authorization is obtained by submitting the Procurement Contract Request Intake Form and uploading the University Guest Presenter Recording Agreement which has been signed by the entity providing the recording. After review and approval by Central Procurement, the authorized form is returned to the submitter.

The fully executed (approved) University Guest Presenter Recording Agreement and Non-Employee Information Form, with any additional documentation, must be uploaded as supporting documentation to the Non-PO Invoice transaction in SIMBA.

CONTACT INFORMATION

For questions or additional detail, contact Office of Central Procurement.

To request changes to this form, contact the Office of Systems & Procedures by submitting a Technical Support Form.

CROSS REFERENCES

• Policy AD35 University Archives and Records Management
• Policy FNG02 Limited Delegation of Contract Approvals
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Non-Employee Information Form
• Non-U.S. Citizen Payment Guidelines

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