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 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.
There are two (2) methods for completing these written agreements:
For step-by-step instructions for completing the University Guest Presenter Agreement, click on link below:
University Guest Presenter Agreement Exhibit
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.
Complete all fill-and-print form fields before completing the signature process:
The University Guest Presenter Agreement requires multiple signatures. Please complete the following process for obtaining those signatures:
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 | - - - - - | - - - - - |
Copy created during the signature process | Originating department | Upon verification of payment +1 month | 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.