PantherExpress

Contractual Agreements Guide

 

 

Guest Speaker Agreements - No Longer Required

Effective August 27, 2014 you are no longer required to complete a speaker agreement for guest speakers/honorarium recipients.

Although [Guest] Speaker Agreements have been discontinued, if you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. In this case, please use the new streamlined "Speaker/Participation Content Recording Agreement" available from the Office of the Provost website.

If you need to pay an honorarium recipient, honorarium payments for visitors are now processed through PRISM IExpense. See the original announcement for details and instructions.

How to Pay Guest Speakers/Visitors:

Guest speakers can now be paid (as honorarium recipients) through PRISM Internet Expenses "Hororarium Payments to Visitors". This enhanced functionality was activated on Monday, November 17, 2014.

The University often pays honorariums to visitors. Examples of visitors include members of Boards of Visitors, guest speakers, panel members, judges, peer or program review members, and symposium speakers. The University may agree to either reimburse visitors’ travel & business (T&B) expenses or only pay an honorarium. In some cases, the University may also agree to both (reimbursement and honorarium payment).

Streamlined one-stop payment functionality

In order to simplify the request to pay honorariums and expense reimbursements to U.S. visitors, we have expanded the PRISM Internet Expenses application for online T&B processing to include honorariums. This enhanced functionality was implemented on November 17, 2014 and will allow users to enter both the expense reimbursement and honorarium payment on one expense report in one system, and will replace using the PantherExpress System for guest speaker payments.

Although substantiated expenses are not tax-reportable according to IRS regulations, honorarium payments are tax-reportable. The IRS requires that all tax-reportable payments totaling more than $600 in a calendar year must be reported to the IRS and U.S. payees on IRS form 1099. In order to separately report the honorarium as tax-reportable, the following new “Expense Types” have been added to the “Non-Employee, Payment” process within PRISM Internet Expenses so that you may enter the amount of the honorarium:

  • Honorarium – Board of Visitors
  • Honorarium – Guest Speakers
  • Honorarium – Judge
  • Honorarium – Other
  • Honorarium – Panel Members
  • Honorarium – Peer/Program Review
  • Honorarium – Symposium

Payments to visitors – information that is required

In addition to identifying the type of honoree, you also must provide an IRS form W9 if the honoree has not been paid within the last 24 months.

Payments to visitors - information that is NOT required

In accordance with the Provost’s email dated August 27, 2014 to Deans and Department Chairs titled “Visitors to Campus”, payment requests for visitors do not require a Speaker or Visitor Agreement. Consistent with previous practices, a Directed or Sole Source Justification form will not be required, nor will a certificate of insurance. Although the Guest Speaker Agreements have been discontinued, if you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. A new streamlined “Speaker/Participation Content Recording Agreement” is available from the Office of the Provost website.

Other types of payments to visitors that may not be processed through PRISM Internet Expenses

It should be noted that this process may not be used for professional speakers who would like to execute a contract with the University. Unlike guest speakers, whose primary reason to visit is to share knowledge and expertise, professional speakers conduct lectures as their primary trade or business and are frequently represented by speakers’ bureaus. While the University does not require a contract for professional speakers, the professional speakers themselves may require that the University sign a contract. If that is the case, please submit the contract provided by the speaker to Purchasing Services through the Supplier Provided Agreement specialty form in the PantherExpress System.

On occasion, University departments require entertainers, musicians, artists or other similar performers. There may be special contract requirements and documents for these presenters. Please contact the procurement specialist assigned to your area to discuss contracts for these services.

How to use the new honorarium functionality

You must be granted access to the “Non-Employee, Payment” process. Detailed instructions are located on this page. If you are a current Internet Expenses user and do not yet have access to the “Non-Employee, Payment” process, please contact Heather Lego.

How to pay foreign national visitors

We are currently working on automating the process of requesting payments for foreign national honorariums and associated expenses. Until the automated process is available, please continue to submit as you have in the past. If you have questions about paying foreign nationals, please contact PantherExpress Customer Service by submitting an online inquiry or by calling 412-624-3578.

Guest speakers from outside the United States

You can have guest speakers from outside of the US. However, they do need to have the proper travel documents if there are to be any payments (honoraria). See the Foreign National section for payment requirements.

Honorarium Agreements - No Longer Required

Effective August 27, 2014 you are no longer required to complete a speaker agreement for guest speakers/honorarium recipients.

Although [Guest] Speaker Agreements have been discontinued, if you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. In this case, please use the new streamlined "Speaker/Participation Content Recording Agreement" available from the Office of the Provost website.

If you need to pay an honorarium recipient, honorarium payments for visitors are now processed through PRISM IExpense. See the original announcement for details and instructions.

How to Pay Honorarium Recipients:

Honorarium recipients can now be paid through PRISM Internet Expenses. This enhanced functionality was activated on Monday, November 17, 2014.

The University often pays honorariums to visitors. Examples of visitors include members of Boards of Visitors, guest speakers, panel members, judges, peer or program review members, and symposium speakers. The University may agree to either reimburse visitors’ travel & business (T&B) expenses or only pay an honorarium. In some cases, the University may also agree to both (reimbursement and honorarium payment).

Streamlined one-stop payment functionality

In order to simplify the request to pay honorariums and expense reimbursements to U.S. visitors, we have expanded the PRISM Internet Expenses application for online T&B processing to include honorariums. This enhanced functionality was implemented on November 17, 2014 and will allow users to enter both the expense reimbursement and honorarium payment on one expense report in one system, and will replace using the PantherExpress System for guest speaker payments.

Although substantiated expenses are not tax-reportable according to IRS regulations, honorarium payments are tax-reportable. The IRS requires that all tax-reportable payments totaling more than $600 in a calendar year must be reported to the IRS and U.S. payees on IRS form 1099. In order to separately report the honorarium as tax-reportable, the following new “Expense Types” have been added to the “Non-Employee, Payment” process within PRISM Internet Expenses so that you may enter the amount of the honorarium:

  • Honorarium – Board of Visitors
  • Honorarium – Guest Speakers
  • Honorarium – Judge
  • Honorarium – Other
  • Honorarium – Panel Members
  • Honorarium – Peer/Program Review
  • Honorarium – Symposium

Payments to visitors – information that is required

In addition to identifying the type of honoree, you also must provide an IRS form W9 if the honoree has not been paid within the last 24 months.

Payments to visitors - information that is NOT required

In accordance with the Provost’s email dated August 27, 2014 to Deans and Department Chairs titled “Visitors to Campus”, payment requests for visitors do not require a Speaker or Visitor Agreement. Consistent with previous practices, a Directed or Sole Source Justification form will not be required, nor will a certificate of insurance. Although the Guest Speaker Agreements have been discontinued, if you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing. A new streamlined “Speaker/Participation Content Recording Agreement” is available from the Office of the Provost website.

Other types of payments to visitors that may not be processed through PRISM Internet Expenses

It should be noted that this process may not be used for professional speakers who would like to execute a contract with the University. Unlike guest speakers, whose primary reason to visit is to share knowledge and expertise, professional speakers conduct lectures as their primary trade or business and are frequently represented by speakers’ bureaus. While the University does not require a contract for professional speakers, the professional speakers themselves may require that the University sign a contract. If that is the case, please submit the contract provided by the speaker to Purchasing Services through the Supplier Provided Agreement specialty form in the PantherExpress System.

On occasion, University departments require entertainers, musicians, artists or other similar performers. There may be special contract requirements and documents for these presenters. Please contact the procurement specialist assigned to your area to discuss contracts for these services.

How to use the new honorarium functionality

You must be granted access to the “Non-Employee, Payment” process. Detailed instructions are located on this page. If you are a current Internet Expenses user and do not yet have access to the “Non-Employee, Payment” process, please contact Heather Lego.

How to pay foreign national visitors

We are currently working on automating the process of requesting payments for foreign national honorariums and associated expenses. Until the automated process is available, please continue to submit as you have in the past. If you have questions about paying foreign nationals, please contact PantherExpress Customer Service by submitting an online inquiry or by calling 412-624-3578.

Guest speakers from outside the United States

You can have guest speakers from outside of the US. However, they do need to have the proper travel documents if there are to be any payments (honoraria). See the Foreign National section for payment requirements.

Events & Conference Agreements


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bullet Review the purchasing guidelines below, or go directly to a listing of local venues


Purchasing Guidelines for Events and Conferences


Purchasing Services' signature requirements:

Event agreements required by hotels and other non-university venues contain non-standard terms and conditions that must be reviewed and approved by Purchasing Services prior to the event. Therefore, in accordance with University policy 05-02-05, departmental event planners must obtain a signed agreement from Purchasing Services for all event agreements with hotels and other non-university venues regardless of cost.

Requirements for agreements valued greater than $10,000:

For agreements valued greater than $10,000, a Directed or Sole Source Justification form is required. Complete this form and send it to eventagreements@cfo.pitt.edu along with the agreement.

Liquor liability requirements:

The University requires a certificate of insurance evidencing liquor liability insurance or host liquor liability insurance when alcohol is being served, including cash bars (i.e. the University is not paying for the drinks, but alcohol is still being served in connection with a University-sponsored event).

The certificate of insurance must:

  • Name the University as the certificate holder

  • Show evidence of $1 million in liquor or host liquor liability insurance either separately or
    within the general liability policy

The most efficient method for a department to obtain the certificate is to request it at the same time the actual contract is requested, thereby getting the facility in question to initiate the process of contacting their insurance carrier to obtain the certificate. This process is the same methodology utilized by departments when initiating a Services Agreement with a service provider.

Requests from venues to obtain a Certificate of Insurance from the University:

Occasionally a venue where the University will be holding an event will require that the University evidence a certificate of insurance. If there is such a requirement it must be stated in the fully executed agreement with the University. (Please note that the University prefers not to name a venue as an additional insured.) It is the responsibility of the University department holding the event to request a certificate of insurance in accordance with the fully executed agreement from the Office of Risk Management through its website. Please be sure to note the Office of Risk Management’s lead time and contract requirements.

Examples of agreements that must be forwarded to Purchasing Services:

Agreements that must be forwarded to eventagreements@cfo.pitt.edu for approval include, but are not limited to the following:

  • Meeting space

  • Blocks (10 or more rooms) of sleeping rooms

  • Conference facilities and event centers (domestic and international)

Direct-bill payment options:

Hotels normally provide agreements for room blocks of 10 or more rooms and for meeting space.

Some hotels offer a direct bill payment option for meeting space and lodging. The hotel will provide you with a credit application.

  • If the credit application does not contain terms-and-conditions, the departmental event planner may complete the credit application and sign it.

    Note: the credit application may require University credit information. To obtain this information, submit a University/Business Profile Request, and a copy of the University of Pittsburgh's Business Profile will be forwarded to you.

  • If the credit application does contain terms and conditions, forward it to eventagreements@cfo.pitt.edu.

Deposits:

If the supplier requires an immediate deposit, you must submit 1) a copy of the agreement signed by the Purchasing Services Director; and 2) a Disbursement Request to the Payment Processing Department to initiate payment of the deposit to:

Payment Processing Department

University of Pittsburgh

116 Atwood Street

Pittsburgh, PA 15260

Disbursements:

A copy of all signed agreements must be sent with the disbursement paperwork to the Payment Processing Department at the address shown above.

Other types of agreements

For information regarding other types of agreements, contact your assigned Procurement Specialist

bullet View local venues and booking instructions

 

Photography & Videography

Use this Photographer Agreement Form when contracting with a photographer or videographer. If the value of the agreement is $10,000 or less, it may be signed and executed by the supplier and an authorized individual in the department. Agreements valued at greater than $10,000 must be executed by Purchasing Services. Regardless of dollar value, all photographer and videographer agreements must be submitted through the Services Agreement Specialty Form in the PantherExpress System.

Services Agreements

Update Effective May 2, 2016: Process and Name Changes for PantherExpress System Professional Services Agreements

Please review this announcement for process updates related to Services Agreements (formerly Professional Services Agreements or PSAs). Or skip to directly to the updated instructions found on the Services Agreement Checklist.


Determine which office to approach (Office of Research or Purchasing Services): View this page for an overview and historical background of Services Agreement guidelines in terms of which office to approach.

Services Agreement Guidance: View the Services Agreement Checklist for instructions on how to handle general Services Agreements.

Contracting for Services outside the US:

Every country has its own contracting, employment, tax, social insurance and other laws that may increase contracting complexity and affect the operations of your international project, or result in hidden costs to your department.  In addition, the University's standard services agreements and other standard agreements, which generally work well when contracting inside the United States, often do not work well with international service providers.

We are here to help you sort through those complexities and to create an agreement that works well for your international project or program.

Please contact your procurement specialist as soon as you believe there is a possibility that you may need to contract for services outside the U.S. The PantherExpress-Purchasing Services department will facilitate all international services agreements.


Tips:

  • Contact us as early as possible.
  • If possible, an international partner, such as another local (destination country) university, museum or hospital, may be able to assist you in navigating local laws and culture.
  • Contracting for services with international corporations versus individuals generally presents fewer local compliance risks, but we understand that this may not always be possible.
  • The University’s insurance requirements are not always appropriate for international contracting and thus may be waived or changed in order not to hinder your international contracting needs.  Please be sure to discuss with your procurement specialist.
  • Payment to non-US individuals may require special handling, again, please be sure to discuss your payment plans with your procurement specialist.

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Loaner & Trial Agreement

Use the Loan for Use agreement when suppliers are loaning equipment to the University on a short-term (not greater than six months), trial basis for evaluative purposes.

 


Copyright © | Financial Information Systems | Revised: 02-May-2016