• Speaker engagement letter 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
• Photography/Videography/Web Design services agreement is required if:
  • Services are being retained, regardless of dollar value, and even when there is no dollar value to the services

No, because neither of the totals is $500 or greater, however, the department may choose to complete a speaker engagement letter anyway.

The requirement is in response to an internal audit recommendation to lower the risk of exposure to the University.

Both, all expenses provided by UVM directly (car rentals, hotel rooms, airfare, etc.) and reimbursed to the supplier should be included in the total expense $ amount.

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.

Correct, any agreement up to $5000.00 that simply completes the highlighted sections in the template does not require Purchasing Services' review.

Templates and procedures change periodically. Best practice is to always start a draft agreement from the applicable template on the Purchasing website.

No, the proper method for payment is to send a check request form (Excel) and all required signed documentation in one document to UVM’s Tax Services via File Transfer. 

Send the speaker-signed letter along with your signed Employee vs. Independent Contractor determination to purchasing@uvm.edu in advance of the event for signature.

Yes, each new requisition or check request needs a new signed EIC determination form matching the event details.

2-4 weeks, depending on various factors, such as:

• Complexity
• Need for additional review by General Counsel, Risk Management, or ISO
• The large volume of pending contracts already in Purchasing queue

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, and the chartstring being charged is not a grant or project, the PO should only be set up for the $ value being spent in the current fiscal year.
You can set up multiple lines if different chartstrings are being used.

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 unless the chartstring being charged is a grant or project.

Yes

Email purchasing@uvm.edu with your question.