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
No, because neither one of the totals is $500
or greater, however, the department may choose to complete an agreement
How did this new services agreement template
requirement come about?
The services agreement template was created in
order to lower the risk exposure to the University by defining the scope
of work, establishing payment terms, identifying responsibilities for
protecting personal, confidential and/or sensitive data, and defining
specific terms and conditions related to the service provided.
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 agreement?
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
Templates change periodically. Best practice
is to always start a draft agreement from the Template on the Purchasing
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 documentation.
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 firstname.lastname@example.org 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
- Need for additional review by General Counsel, Risk Management, or
- The large volume of pending contracts already in Purchasing queue
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 August 23 2018 04:32 PM