UNIVERSITY SCHOLAR AGREEMENT
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
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.
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:
- REIMBURSEMENT OF TRAVEL EXPENSES: If the individual who will be speaking is only reimbursed travel expenses, then the agreement is not required. The individual should be reimbursed through the Employee Reimbursement System. If the individual will be given a flat travel allowance, this can be paid by SRFC, but must use a travel object code.
- HONORARIUM: Honorarium payments may only be made to individuals and cannot exceed $1,000. A University Scholar Agreement is not required for speakers receiving honorarium payments and/or for whom travel expenses are being paid or reimbursed.
- PERSONAL/PROFESSIONAL SERVICE: Individuals being paid more than $1,000 must be paid as a personal/professional service and a University Scholar Agreement must be completed and signed before the event, and must be attached as back-up documentation for payment by SRFC. The Guest Presenter, Lecturer, and/or Speaker is also required to complete a W9 form to be included with this agreement.
- A non-employee speaker has the right to request the completion of a University Scholar Agreement, even if no payment or honorarium is being received. If the speaker has their own agreement, this can be used in place of the University Scholar Agreement, but must be forwarded to Risk Management for appropriate review and signature.
- EMPLOYEES: Any individual who is already an employee must be paid through the payroll system. No University Scholar Agreement is required for University employee, but might be appropriate especially if the presentation will be recorded or broadcast.
- PENN STATE RETIREES: All payments to retirees, beyond legitimate University business expense reimbursements, must be approved by the Vice President for Human Resources (or designee). Honorarium and payments for personal/professional services do not require an emergency rehire, but must still be approved by the Vice President for Human Resources (or designee).
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.
To view document exhibits, click on link below:
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.
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|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|
The Financial Officers are authorized to sign the form, then the form is to be distributed per the table above.
For questions, additional detail, or to request changes to this form, contact your Financial Officer.
- Policy AD35 - University Archives and Records Management
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility
- Policy Guideline FNG02 - Limited Delegation of Contract Approvals