UNIVERSITY GUEST PRESENTER RECORDING AGREEMENT

Table of Contents:

• Purpose:
• General Information:
• Payment Methods:
• Exhibit and Instructions
• Form Requirements
  • Accessing GURU Forms
    • Web-based Documents:
    • Converting Web-based Documents to PDF Documents:
  • Exceptions:
  • Combining PDF Documents:
  • Clearing Fill-and-Print Form Fields
• 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 for speaking engagements 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 Artist.

The University Guest Presenter Recording Agreement is an agreement between a third-party and the University to provide a service for an agreed upon fee and as such, requires "legal signatures." The Adobe version of the forms 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 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 fully executed (signed) University Guest Presenter Recording Agreement.

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, Payment Works 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 and a W9 Attachment (if appropriate) must be upload to PaymentWorks as part of the Payment Works registration process.

Payment Methods:

There are four (4) methods for completing these written agreements:

1. The Speaker Agreement (Preferred Method) - The Speaker Agreement is recommended for use by the Office of General Counsel
• 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 (but not 52600901). See the Procurement Search Tool for the payment options available with the associated general ledger account
• Any changes to the Speaker Agreement or any addendum/riders attached by the Artist requires that the entire Agreement along with addendum/riders be submitted for review and approval before the Non-PO Invoice is paid. The Procurement Contract Request Intake Form, must be completed and submitted along with the Speaker Agreement and any addendum/riders. One of the Assistant Treasurers must also approve any changes or addendum/riders to the Speaker Agreement in advance of payment
• The completed Speaker Agreement and the Non-Employee Information Form, as well as any additional documentation, must be uploaded as supporting documentation to the Non-PO Invoice in the System for Integrated Management, Budget, and Accounting (SIMBA)
• Reimbursement of Travel Expenses
• Travel expenses must be reimbursed using a GL Account in the 5278xxxx series which correlates with the type of travel. See the Procurement Search Tool for the payment options available with the associated general ledger account
• The Non-Employee Travel Reimbursement Form must be completed along with the Speaker Agreement and the Non-Employee Information Form, with any additional documentation, and uploaded as supporting documentation to the expense report in SAP Concur
• Gratuitous
• If a Guest is gratuitously speaking at the University, the Speaker Agreement must still be completed to document whether the Guest authorizes or denies the University photographing, recording and/or broadcasting rights.
• The Business Area must retain the completed and approved Speaker Agreement, and any approved addendum/riders, in accordance with the Financial Records Retention Schedule within Policy AD35 University Archives and Records Management


2. The University Guest Presenter Agreement is used as an alternative to the Speaker Agreement. The University Guest Presenter Agreement is used to issue a payment to an individual, a corporation, a company, an organization, or an association. See the University Guest Presenter Agreement for complete details.


3. The University Guest Presenter Recording Agreement is used as an alternative to the Speaker Agreement and the University Guest Presenter Agreement. The University Guest Presenter Recording Agreement is used to issue a payment to an individual, a corporation, a company, an organization, or an association when Guest will be providing a Recording to the University, for use by the University, to ensure that the Agreement is binding on both parties, regardless of the dollar amount, or lack thereof, to be paid to the Artist. Payments exceeding $1,000 must be pre-approved by the budget executive.
• 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 (but not 52600901). See the Procurement Search Tool for the payment options available with the associated general ledger account
• The completed and approved University Guest Presenter Recording Agreement, as well as any additional documentation, must be uploaded as supporting documentation to the transaction in SIMBA
• Reimbursement of Travel Expenses
• Travel expenses must be reimbursed using a GL Account in the 5278xxxx series which correlates with the type of travel. See the Procurement Search tool for the payment options available with the associated general ledger account
• The Non-Employee Travel Reimbursement Form must be completed along with the University Guest Presenter Recording Agreement and the Non-Employee Information Form, with any additional documentation, and uploaded as supporting documentation to the expense report in SAP Concur
• 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 photographing, recording and/or broadcasting rights to the Presentation.
• 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.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document (and only this document):

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
• Click the "Always open with system viewer" option
• The form now opens as a PDF and can be completed
• All PDF files will now open in a separate window in Adobe

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple PDF documents into a single document for submission. In those instances, complete the following steps:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window (i.e. university-guest-presenter-recording-agreement-smith-joseph) and be sure to select a location where you will be able to relocate the document
• Click Save

Repeat this process for each document that will be combined (each file name must be different from the previous (i.e. university-guest-presenter-recording-agreement-smith-joseph1, university-guest-presenter-recording-agreement-smith-joseph2)

• Now, open one of the completed PDF documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine

Clearing Fill-and-Print Form Fields:

This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:

• If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of the screen to reveal the column
• Click "Bookmarks" (looks like a ribbon)
• Click "Clear Form"

If you encounter any difficulties with any of these processes, contact the GURU support staff by submitting a Technical Support Form request.

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:

Completed forms are uploaded as an attachment to the Shopping Cart in Lion Marketplace, the Non-PO Invoice in SIMBA, or the expense report in SAP Concur.

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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