UNIVERSITY GUEST PRESENTER AGREEMENT

Use of Google Chrome Required:

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.

Purpose:

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.

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 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.

PAYMENT METHODS:

There are three (3) methods for completing these written agreements:

The Speaker Agreement (Preferred Method) - The Speaker Agreement is recommended for use by the Office of General Counsel

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 (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 fully executed (approved) 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 fully executed (approved) Speaker Agreement, and any approved addendum/riders, in accordance with the Financial Records Retention Schedule within Policy AD35 University Archives and Records Management

The University Guest Presenter Agreement - 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:

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 (but not 52600901). See the Procurement Search Tool for the payment options available with the associated general ledger account
Any changes to the University Guest Presenter 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 University Guest Presenter 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 fully executed (approved) University Guest Presenter Agreement and Non-Employee Information Form, with 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 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 University Guest Presenter 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 fully executed (approved) University Guest Presenter Agreement, and any approved addendum/riders, in accordance with the Financial Records Retention Schedule within Policy AD35 University Archives and Records Management

If the guest desires to sell merchandise (books, CDs, T-shirts, etc.) while at the University, a University Guest Presenter Merchandising Addendum is required to be signed as well. The fully executed (approved) merchandising addendum must be submitted in conjunction with the University Guest Presenter Agreement

The University Guest Presenter Recording Agreement - 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. See the University Guest Presenter Recording Agreement for complete details.

Exhibit and Instructions:

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

University Guest Presenter 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-agreement-smith-mary) 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-agreement-smith-mary1, university-guest-presenter-agreement-smith-mary2)

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:

Table of distribution and retention of the University Guest Presenter Agreement
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.