UNIVERSITY GUEST PRESENTER AGREEMENT

Table of Contents:

• Purpose:
• General Information:
• Payment Methods
• Exhibit and Instructions
• Form Requirements
  • Applying Digital ID's
  • Applying Digital ID's When Document Contains Multiple Signatures
• 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 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 external to the University and the University to provide a service for an agreed upon fee. It is the responsibility of the University employee sending the agreement to the Artist to complete the agreement fully before sending it. It is important to note that the agreement should not be signed by the University official until AFTER the Artist has signed the form.

NOTE: Recognized Student Organizations are required to complete the Speaker Agreement. See the Procurement Entertainment Agreement Guide for complete details.

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 Foreign National, additional documentation will be required. See the Non-US Citizen Payment Guidelines for additional information.

PAYMENT METHODS:

There are two (2) methods for completing these written agreements:

1. 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 (but not 52609900 or 52609901). 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.
• The fully executed (approved) University Guest Presenter Agreement and Non-Employee Information Form (if speaker is not a U.S. Citizen), 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 (if speaker is not a U.S. Citizen), 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
  
  
2. The University Guest Presenter Recording Agreement - 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 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. See Procedure FN2017 Use of Forms Appearing on the GURU Website for complete details.

APPLYING DIGITAL IDS

Complete all fill-and-print form fields before completing the signature process:

1. Download the University Guest Presenter Agreement Form
2. Complete all fill-and-print fields
3. You will be required to save a copy of the document. A pop-up window opens with the file name containing "university-guest-presenter-agreement" in the File name field. Add the guest's last name, a dash, first name, a dash, and date of visit (i.e., university-guest-presenter-agreement-smith-mary-01012023)
4. Select a location where you will be able to retrieve the document
5. Click Save
6. Close the form version appearing on your screen

Applying Digital ID's When Document Contains Multiple Signatures:

The University Guest Presenter Agreement requires multiple signatures. Please complete the following process for obtaining those signatures:

• The Business Area completes and saves the form using the naming convention defined above
• The Business Area sends an email, with the above referenced document as an attachment, to the guest presenter. Please provide the guest presenter with instructions in the email on returning the form, to include any supporting documentation, and the email address of the Business Area Financial Officer
• The guest presenter opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 3, 4, and 5 above and saves the document again (do not change the file name)
• The guest presenter sends an email, with the signed form and any supporting documentation as attachments, to the Business Area Financial Officer
• The Business Area Financial Officer opens the document(s), reviews the form, and applies their digital ID (if approving) as defined in steps 3. 4, and 5 above and save the document again (do not change the file name)
• The fully executed (approved) form is uploaded as supporting documentation to the transaction in SIMBA.

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:

*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.

Where to Send Completed Forms:

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.

Contact Information:

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.

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
• Non-Employee Information Form
• Non-Employee Travel Reimbursement Form
• Non-U.S. Citizen Payment Guidelines

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