Office of
Procurement Services

Institutional Purchasing Policies

Policies » Paying for Services Guidelines

Paying for Services Guidelines

These guidelines also cover speakers and lecturers.

If the total amount being paid is under $1,000

A DV may still be used.

Travel may be over and above this $1,000 threshold.

If the total amount being paid is over $1,000

Requisition must be executed in EPIC for the speaking fees or honorarium, additionally:

• If you have a W9, please forward it to Purchasing.
• If you don not have a W9, enter the name, address, and phone number of the speaker in EPIC. Purchasing will obtain the W9.
• If the cost exceeds $5,000 or there are risk factors involved, an agreement is required in addition to the PO (see below).
• Travel may be paid one of two ways:
  1. If paying travel on the PO, it must be charged to the same object code you are using for the Honorarium. Object code 4089 is no longer to be used on PO's.
  2. On a DV as a separate transaction through University Travel.

For speakers who are non-US citizens, Purchasing will obtain the W8-BEN paperwork, which is the substitute for a W9. The department is responsible for all other paperwork for non-US citizens.

Procedures for an Agreement

1. If Purchasing determines an agreement is required, you will be asked to complete the following:
   1. Create and route the requisition as described above.
   2. Navigate to the eDoc Contracts tab in EPIC, and click the Consultant Form link.
   3. Complete the consultant form. In the “Services” section of the document, provide a detailed description (3-5 paragraphs) of the service to be provided. This description is key to a successful agreement, as it will be used to negotiate a settlement if the vendor fails to satisfy the expectations listed.
   4. Save and submit the eDoc.
2. Purchasing will prepare the agreement and send it to the speaker or service provider for signing.
3. When a signed agreement is received, Purchasing will send you a copy of the agreement by email and release the associated Purchase Order Contact purchasing right away if you have any questions regarding the agreement.

Procedures for Making Payment

After the event, if there is an invoice, you will approve the PREQ when it comes to the department. If there is no invoice, and the performer/speaker is an individual (not a company), send Purchasing an e-mail with the following information:

1. Subject Line: “Performer/Speaker Payment – Payee Name”
2. Please include in the e-mail:
   1. P.O. #
   2. Payee/vendor name
   3. Total payment amount
   4. Pay date – this would be the date the check is to be printed. It needs to allow consideration for pick-up, campus mail, or mailing to vendor.
   5. Delivery instructions – mail to vendor, who to call to pick up the check, or campus address for campus mail.
3. Purchasing will forward your e-mail to accounts payable, and they will issue the check.

In cases where a deposit is required, you should indicate this clearly on the Requisition. The Purchase Order will then be processed as a check enclosed order to deliver the deposit.