Entertainer and Lecturer Templates

*Important Note: No member or group of members is empowered to enter into a contract, promise to pay or in any other way obligate their club, the SGAF, or the University without following proper procedures. All credit purchases, contracts, and other forms of purchase agreements must have the approval of the Student Activities Office and SABO.

* * All forms and guidelines related to the purchase of services can be found under the Personal Service Agreements and Honorariums link on the Purchasing web site at

http://www1.easternct.edu/fiscalaffairs/purchasing/ * *

An Entertainer Template and a Lecturer Template are a binding contract between the club/organization and a person or group providing a service. The Templates are used if the amount to be paid is between $3,000.00 and $15,000 and is for an entertainer or lecturer. The Vice President of Student Affairs needs to sign all Templates.

Templates must be submitted 30 days prior to the event with the payee's signature. The Attorney General's review and signature is required, before payment will be made to the vendor or agent. No photocopies of the form will be accepted. Under no circumstances are any services to be performed without prior approval.

The Template form is submitted along with the club's minutes with the resolution that authorized the expense, the appropriate non-discrimination form, a W-9 for the person/company whose name is to appear on the check, and a corporate resolution, if dealing with a corporation. All of the documents should have the same name on them (the PSA, the non-discrimination, the W-9, the corporate resolution and the club's minutes). Clubs submitting a Template should plan to meet with a member of the Student Activities Staff to discuss their event. At the conclusion of the event, an e-mail needs to be sent to a member of the SABO office verifying that services were rendered so that a check can be mailed.

If the vendor is a state employee a Dual Employment Form is required. The individual service provider will be paid through the University's Personnel/Payroll system. Payroll Office will apply the charges to the club account for the service including fringe benefits.

Sales of advertising and sponsorships by the Campus Lantern and radio station respectively, and lifeguard services for the pool, have already been determined that an employer/employee relationship exists and will be paid through the University's Personnel/Payroll System.

Student clubs and organizations may hire ECSU students using the PSA/Honorarium/Template process, however, student employees already on the payroll may not be hired by a club or organization for any purpose, even if it is for a one time DJ, it is not allowed.

Out of State Entertainer Withholding Tax is withheld for out-of-state vendor contracts totaling $1,000.00 or more. The vendor will receive a 1099 form at the end of the calendar year.

Due to IRS rules and penalties concerning the failure to secure social security or taxpayer identification numbers from service vendors (contractors), all PSA's, Templates, or Honorariums cannot be considered "complete" until either a social security number or taxpayer identification number and a mailing address for the vendor appear. If a vendor returns a PSA or Honorarium with this block incomplete, no payment will be made. There are no exceptions to this policy as the IRS penalties are substantial. Under no circumstances will payment be made until we have this information and the contract is fully executed by the University.

Once the Template is reviewed and finalized by the University, a copy is returned to the contractor (vendor) and to the agreement monitor of the club/organization.

After the engagement takes place, an authorized signature authority must verify that services have been rendered and approve payment, before SABO will mail payment to the contractor. If payment is required on or before an event, it must be noted. (NOTE: It is the responsibility of the requesting club or organization to notify SABO if the scheduled contract is not completed, and return the check if necessary).

Students should be extremely careful when verbally agreeing to the provision of services on behalf of their club. Students do not have the authority to enter into any agreement that might be binding on the organization, the SGA, or the University, only an authorized University administrator may do this. Students who enter into an agreement without going through these steps for approval could be held personally liable and possibly be sued for any debt and collection fees.