FAQs for Speaker Engagement and Services Agreement Templates
(click on the questions below to read the responses)
Can you clarify the threshold
limits for each template?
- Speaker agreement is required if:
- An honorarium is $500 or greater OR
- Travel Expenses total $500 or greater
- Services agreement is required if:
- Fees and expenses combined equal $1000 or greater
What if a speaker is being paid a
$450 honorarium and $450 for travel expenses, am I required to
complete a speaker agreement?
No, because neither one of the totals
is $500 or greater, however, the department may choose to complete
an agreement anyway.
How did this new services agreement
template requirement come about?
The requirement is in response to an
internal audit recommendation to lower the risk of exposure to the
When calculating the expense $
threshold for either agreement, should the total include
expenses the department is paying via purchasing card or just
the receipts the vendor would be submitting for reimbursement?
Both, all expenses provided by UVM
directly (car rentals, hotel rooms, airfare, etc.) and reimbursed
to the vendor should be included in the total expense $ amount.
If a vendor provides its own services
agreement for review, do we also need to complete UVM’s services
No, there can only be one controlling
document. UVM will review the vendor’s agreement with a 2-4 week
lead time, however if you have the opportunity to use UVM’s
template instead, it could be a much quicker turn around.
For clarification, if I complete a
UVM template services agreement for $4000, I do not need
Purchasing Services to review prior to vendor signature on
Correct, any agreement up to $4999.99
that simply completes the highlighted sections in the template
does not require Purchasing Services' review.
Can I use a template I have on file
in my department?
Templates change periodically. Best
practice is to always start a draft agreement from the Template on
the Purchasing website.
If I am paying a foreign individual
or company, do I still process a requisition?
No, the proper method is via a check
request form and attaching the fully signed agreement as backup
How do I get Purchasing Service’s
signature on an agreement for a foreign individual or company
prior to the event?
Send the agreement to
email@example.com well in advance for signature.
If I am completing a speaker or
services agreement for an individual, do I still have to
complete an Employee vs. Independent Contractor form?
How much lead time does Purchasing
Services need to review my contract?
2-4 weeks, depending on various
factors, such as
- Need for additional review by General Counsel, Risk
Management, or ISO
- The large volume of pending contracts already in Purchasing
Does the $ value of the PO need to
match the $ value of the agreement?
The PO dollar amount should be
supported by the contract terms. (i.e., PO cannot be more than the
not-to-exceed $ amount of the contract.) However, if the contract
term crosses fiscal years, the PO should only be set up for the $
value being spent in the current fiscal year.
A blanket PO should be set up for the amount of the agreement
being spent in the current fiscal year. You can set up multiple
lines if different chartstrings are being used.
Can an agreement cross fiscal years?
Yes - However, if the contract term
crosses fiscal years, the PO should only be set up for the $ value
being spent in the current fiscal year.
Do we need to provide documents that
are referenced in the contract?
I have more questions. Whom do I contact?
with your question to receive an answer.
Last modified November 03 2016 12:09 PM