UNIVERSITY SCHOLAR AGREEMENT
Systems and Procedures
A Division of The Corporate Controller's Office
IN

UNIVERSITY SCHOLAR AGREEMENT

Table of Contents:


Purpose:

The purpose of the University Scholar Agreement is to formalize arrangements with individuals who will be speaking or presenting at Penn State - whether in the classroom, seminars or conferences. It provides protections for the University and the individual and also explicitly indicates permission or not to record or broadcast a presentation.

General Information:

Penn State should have written agreements with individuals who are speaking or presenting at a University event - including seminars, courses and public forums. The University Scholar Agreement is the primary agreement to be used for speaking engagements, although it is not required for every event and has been recommended by University General Counsel to protect both the individual speaking and the University. The Financial Officers will be authorized to sign this form on behalf of the University.

Honorarium payments are now limited to $1000 or less. If payment to a visiting faculty member or other individual for speaking will exceed $1000, payment can still be made, but must be coded as a Personal/Professional Service, and the University Scholar Agreement must be completed.

The University Scholar Agreement is always required when a University-sponsored event will be recorded or broadcast, or if the individual wishes to sell merchandise as part of the event, even if the individual will not be remunerated for their service. If the guest desires to sell merchandise (books, CDs, T-shirts, etc.) while at the University, a merchandising addendum will be required to be signed as well. Contact Risk Management for information pertaining to the merchandising addendum.

Following are the detailed rules on use of the University Scholar Agreement depending on the amount of remuneration being provided to the individual:

There is also a Speaker Agreement that is part of the University Standardized Entertainment Agreement templates, which is much more detailed and generally used for extracurricular speaking engagements arranged through Student Affairs. This agreement should still be used for Student Affairs events, or events sponsored by the registered student organizations, per University Guideline FNG02 - Limited Delegation of Contract Approvals.

There is a services matrix available on GURU to help determine how to pay INDIVIDUALS for services provided to the University.

If a Guest Presenter, Lecturer, and/or Speaker is being paid directly, residency status (for tax purposes only) must be declared by Guest and proper documentation provided. If the Guest is a Permanent Resident, a Non-Employee Information Form must also be submitted with this agreement. If the Guest is neither a United States Citizen nor a Permanent Resident, a Non-Employee Information Form as well as all required documentation to authorize payment, is required. See the Non-U.S. Citizen Payment Guidelines on GURU for details.

Exhibit and Instructions:

To view document exhibits, click on link below:

University Scholar 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). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, 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 example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

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.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the University Scholar Agreement
Ultimate Distribution: Retention Periods:
Original Held by the Unit Refer to Financial Record Retention Schedule
1st Copy Presenter - - - - -
2nd Copy Sent as back up to SRFC Refer to Financial Record Retention Schedule

Where to Send Completed Forms:

The Financial Officers are authorized to sign the form, then the form is to be distributed per the table above.

Contact Information:

For questions, additional detail, or to request changes to this form, contact your Financial Officer.

Cross References:


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