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/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.
The University Guest Presenter Agreement is used to formalize arrangements with Artists, Speakers, or Lecturers who will be speaking or presenting (hereafter "Artist" or "Guest") at The Pennsylvania State University ("University") - whether in person or virtually in the classroom, seminars or conferences. It is used to ensure that the Agreement is binding on both parties, regardless of the dollar amount, or lack there of, to be paid to the Guest and explicitly indicates permission, or not, to record or broadcast a presentation. For purposes of this Guest Presenter Agreement, presentations conducted via Zoom or any other e-conferencing service (e.g., WebEx, Skype, etc.) are not considered "broadcasts" for which authorization to broadcast may be withheld.
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 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 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 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.
All non-U.S. citizen, non-employee individuals receiving payments from the University must have a completed Non-Employee Information form included with the backup documentation.
If there is no fee associated with a guest speaker presentation but the University will be reimbursing travel expenses, the University Guest Presenter Agreement is required. The completed form authorizes, or denies, the University the right to broadcast or record the presentation. The Non-Employee Travel Reimbursement Form must be completed to document the travel expenses.
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 W-9 Form and a W-9 Attachment (if appropriate) must be upload to PaymentWorks as part of the Payment Works registration process. If the Guest Presenter is a Non-Resident Alien, additional documentation will be required. See the Non-US Citizen Payment Guidelines for additional information.
There are three (3) methods for completing these written agreements:
For step-by-step instructions for completing the University Guest Presenter Agreement, 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). 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.
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.
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.
There are two (2) options available to download forms:
Option 1 - To create a PDF for this document (and only this document):
Option 2 - To change system settings to always open documents with Adobe:
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:
Repeat this process for each document that will be combined (each file name must be different from the previous (i.e.university-guest-presenter-agreement-smith-mary1, university-guest-presenter-agreement-smith-mary2)
This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:
If you encounter any difficulties with any of these processes, contact the GURU support staff by submitting a Technical Support Form request.
|Document:||Ultimate Distribution:||Retention Periods:||Disposition Method:|
|Original (Electronic Document)||Payment involved: uploaded as supporting documentation to Non-PO Invoice in SIMBA or expense report in SAP Concur
Gratuitous: Retained by originating department
|General Funds - End of fiscal year +7 years
Restricted Funds - End of contract/agreement (close date) +7 years
|Paper document - disposed of via Secure Bin disposal or shredded
Electronic document/data - delete and empty recycle bin
|1st Copy||Presenter||- - - - -||- - - - -|
|*Transitory Copy||Originating department||Upon verification of successful upload to Lion Marketplace or SIMBA - End of Fiscal Year +1 year||Paper document - disposed of via Secure Bin disposal or shredded
Electronic document/data - delete and empty recycle bin
*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.
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.
For questions or additional details, contact Office of Central Procurement.
To request changes to the form, contact the Office of Systems & Procedures by submitting a GURU Technical Support Form.