Entertainers/Speakers/Instructors and Consultant Contracts

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Policy Number:
UW-3067
Old Policy Number:
PPP 30
Responsible Office:
Purchasing Services, Division of Business Services

University Policy

Policy:

Policy Statement

Entertainers, Speakers, Instructors and Consultants (“Provider”) events may require a written contract to define compensation, liability and tax responsibility.

Usages & Limits

For any non-payrolled individual who is Entertaining, Speaking, Lecturing or providing Consulting Services, for details, see the chart on website

Procedure:

  1. Best Judgement Purchases $5,000 Or Less:

    1. Departments may use either a Payment to Individuals Report (PIR) or requisition for transactions of $5,000 or less. The transaction amount is based on the total compensation, i.e., fee, lodging, meal, travel, etc., regardless of whether it is paid directly to the Provider or on their behalf.
    2. See UW-3042 Best Judgement Purchases ($5000 or less).
    3. A requisition must be used if the Provider requires a partial cash advance deposit, and is recommended if the event is several months in the future.
    4. Departments are encouraged to have the Provider sign an entertainment or public speaking services contract or, if appropriate, a speaker contract to protect the University from any liability issues or to spell out specific arrangements between the Provider and Department. All Contracts should be signed by the Provider and must be sent to Purchasing Services for signature prior to the event unless specific authority has been granted by a Purchasing Services Delegation agreement.

  2. Transactions for More Than $5,000:

    All transactions over $5,000 require a requisition unless the department has delegated authority to do Entertainment Contracts. PIRs will not be allowed unless the payee is a non-US Resident or unless a department has delegated authority to do so. The transaction amount is based on the total compensation, i.e., fee, lodging, meal, travel, etc., regardless whether it is paid directly to the Provider or on their behalf.

    1. Public Speakers or Entertainers: All transactions must have a signed entertainment or Public Services Speaking Services Contract PRIOR to the event taking place. If the Speaker or Entertainer provides his/her own contract, then he/she must sign the University Standard Rider before Purchasing will sign their contract. A Federal Employer Identification Number (FEIN)/Social Security Number (SSN) is required. The Speaker or Entertainer will receive a 1099. For contracts with a total value of $7000, a Wisconsin Department of Revenue WT-11 form is required except under specific conditions. For more information, see UW System Administrative Policy 235 (formerly F31).
    2. Speakers: All transactions must have a signed Speaker Contract PRIOR to the event taking place. If the Speaker provides his/her own contract, then he/she must sign the University Standard Rider before Purchasing will sign their contract. A Federal Employer Identification Number (FEIN)/Social Security Number (SSN) is required. The Speaker will receive a 1099.
    3. Instructors (Non-Payrolled): The Department must attach a Purchases for Services Justification form and Contract Details Form to their requisition. A Service Agreement will be prepared by Purchasing Services and sent to the Instructor for his/her signature prior to the event. A Federal Employer Identification Number (FEIN)/Social Security Number (SSN) is required. The Instructor will receive a 1099.
    4. Consultants: The Department should visit the following website to complete an assessment of the services needed using the Service Contracting Wizard. If the results of the assessment determine that the department requires Purchasing Services’ review, the department must attach a Purchases for Services Justification Form and Contract Details Form to a requisition which must be sent to the Dean’s/Divisional office for review and signature. Once the paperwork is received, reviewed, and if approved by Purchasing Services, a Service Agreement will be prepared by Purchasing Services and sent to the Consultant for his/her signature prior to the event. A Federal Employer Identification Number (FEIN)/Social Security Number (SSN) is required. The Instructor will receive a 1099.

    Departments should be aware that there are Mandatory State Department of Administration Contracts for Consulting Services. Call Purchasing Services for more information on these Contracts.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

Guidance for Contracting External Services on Sponsored Projects

IPP 31 – Academic Support Services Orders and Agreements- Contact Purchasing Services

Use of Requisition vs. PIR When Processing Payment of Fees

External References:

Policy Administration

Approval Authority:
Assistant Vice Chancellor & Controller
Policy Manager:
Director of Purchasing Services
Contact:
Purchasing Services -- Purchasing Services, purch@bussvc.wisc.edu, (608) 262-1526
Effective Date:
05-11-2016
Retrieved:
04-19-2024 22:10:51