University Guest Presenter Agreement

Table of Contents

• Purpose
• General Information
• Adobe Sign Electronic Form
• Student Affairs and Recognized Student Organizations
• Payment Methods
• Exhibit and Instructions
• Form Requirements
  • Adobe Sign
• Number of Copies and Ultimate Distribution
• Where to Send Completed Forms
• Contact Information
• Cross References

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Purpose

The University Guest Presenter Agreement has been recommended for use by the Office of General Counsel to formalize arrangements with Artists, Speakers, or Lecturers (hereafter "Guest") who will be speaking or presenting 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, photograph, 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 Guest Presenter Agreement is an agreement between a third-party external to the University and the University. The agreement is:

• REQUIRED if a fee or reimbursement for travel expenses are paid to the Guest AND/OR if the Guest is being recorded, photographed, or broadcast.
• NOT REQUIRED if there is no fee being paid AND the presentation will not be recorded, photographed, or broadcast.

All non-employee individuals receiving payment from the University must complete a Non-Employee Information form and to provide any supporting residency status documentation all of which is to be included as backup documentation to the transaction. The Non-Employee Information form is associated with a single transactions and must be completed each time a Guest presents at a University event or facility.

If there is no fee associated with a guest speaker presentation but the University will be reimbursing travel expenses, a 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, PaymentWorks 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 must be upload to PaymentWorks as part of the registration process. If the Guest Presenter is a Non-Resident Foreign National, additional documentation will be required. See the Non-US Citizen Payment Guidelines for additional information. If the Guest previously registered in PaymentWorks and any of their information (i.e., address, residency status) has changed, the Guest is required to update the information in PaymentWorks and upload updated documentation.

NOTE: There is a different University Guest Presenter Recording Agreement which is used as an alternative to 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 Guest. See the University Guest Presenter Recording Agreement for complete details.

Adobe Sign Electronic Form

The electronic form is completed and sent by the business area.

Please complete the E-Signature - Service Now Request to request access to Adobe Sign.

Once access to Adobe Sign has been granted, access Adobe Sign using Adobe Sign Login.

When completing the form in Adobe Sign, the end-user will be required to update the name of the form to include the Guest's name and the presentation date (i.e., University Guest Presenter Agreement Joe Smith 9/25/2050). This naming convention is to ensure that previous requests are not written over. Every recipient (and cc'd recipients) on the agreement will receive an auto-generated email at the completion of the agreement. This email will include a link to View/Download the completed agreement. This document will need to be "print to PDF" to become a document to be uploaded into SIMBA or SAP Concur.

NOTE: If the Guest will be selling merchandise, the Adobe Sign version of the University Guest Presenter Agreement CANNOT be used. The PDF version of the University Guest Presenter Agreement and the University Guest Presenter Merchandising Addendum must be completed. The Procurement Contract Request Intake Form must be completed and submitted along with the University Guest Presenter Agreement and the University Guest Presenter Merchandising Addendum. An Adobe Sign version of the University Guest Presenter Merchandising Addendum is currently in development. A GURU News Announcement will be published when the Adobe Sign University Guest Presenter Merchandising Addendum launches.

Questions pertaining to the Adobe Sign process should be directed to esignature@psu.edu.

Student Affairs and Recognized Student Organizations

Student Affairs and Recognized Student Organizations are not permitted to complete the University Guest Presenter Agreement. Student Affairs and Recognized Student Organizations are required to complete the Speaker Agreement. See the Procurement Entertainment Agreement Guide for complete details.

Payment Methods

The University Guest Presenter 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. GLs 52609900 Services External - Other or 52609901 Services External - Other UFA may be used for guest speaker payments if no other GL in the 5260xxxx series is applicable. See the Procurement Search Tool for the payment options available with the associated general ledger account
• The budget administrator or the budget assistant roles are authorized to sign the form up to $15,000. Agreements over $15,000 requires the agreement to be sent for review and signature by the Office of Central Procurement by submitting a contract request form in PSUcontracts.
• Any changes to the University Guest Presenter Agreement or any addendum/riders attached by the Guest, including the University Guest Presenter Merchandising Addendum, requires that the entire Agreement along with addendum/riders be submitted for review and approval before the Non-PO Invoice is paid. See the New Contracts Training and Support page for detailed information
• 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 and the event will be photographed, recorded, or broadcast, the University Guest Presenter Agreement must be completed to document the Guest authorizes the University photographing, recording and/or broadcasting rights.
• If a Guest is gratuitously speaking at the University and the event will not be photographed, recorded, or broadcast, the University Guest Presenter Agreement does not need to be completed.
• 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 along with the University Guest Presenter Agreement. The fully executed (approved) merchandising addendum must be submitted in conjunction with the University Guest Presenter Agreement

Exhibit and Instructions

There is no exhibit associated with this document.

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 Budget and Finance Policy and Procedure Office (designated representative of the Associate Vice President For Budget and Finance). 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. See Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for complete details.

Adobe Sign

The Adobe Sign version of the University Guest Presenter Agreement is the vetted and approved form. The Adobe Sign website must be accessed and a new electronic form submitted for each request. This allows for an electronic audit trail and record retention.

Number of Copies and Ultimate Distribution

Transitory copies, created during the signature process, 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 Non-PO Invoice in SIMBA or the expense report in SAP Concur.

Contact Information

For questions related to the Adobe Sign process, please contact the Adobe Sign team by emailing esignature@psu.edu.

For questions or additional details pertaining to when the form is to be used, please contact the Office of Central Procurement by submitting a Procurement Assistance Request.

To request changes to the form, please contact the Budget and Finance Policy and Procedure Office by submitting a GURU 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
• Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website
• Non-Employee Information Form
• Non-Employee Travel Reimbursement Form
• Non-U. S. Citizen Payment Guidelines

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