¶¶Òõ̽̽

• Speaker engagement letter is required if:
  • An honorarium is greater than $500 or
  • Travel Expenses total greater than $500 or
  • A speaker is recorded or photographed, regardless of the dollar amount
• Visual Media and Technology Services Agreements are required if:
  • Services are being retained, regardless of dollar amount, and even when there is no dollar value to the services
• Technology Services Agreements, along with Footprint review, are required if:
  • Services are being retained, regardless of dollar amount, and even when there is no dollar value to the services
• Services Agreements are required if:
  • A specialized services template does not apply and
  • Fees and expenses combined are greater than $1,000

No, because neither of the totals is greater than $500. 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 ¶¶Òõ̽̽ directly (car rentals, hotel rooms, airfare, etc.) and reimbursed to the supplier should be included in the total expense dollar amount.

No, there can only be one controlling document. ¶¶Òõ̽̽ will review the vendor’s agreement with a 2-4 week lead time. However, if you have the opportunity to use ¶¶Òõ̽̽’s templates instead, it will be a much quicker turn around.

• Any services or visual media agreement up to $10,000.00 that simply completes the highlighted sections in the template does not require Purchasing Services' review.   If you or the vendor change or add additional terms other than filling in the fields in the template, review is required prior to obtaining supplier signature.
• For Technology Services Agreements, a review in our Footprints system for any dollar value is always required.

No. Templates and procedures are updated regularly as needed. Best practice is to always start a draft agreement from the applicable template on the Purchasing website. Agreements on outdated templates will be returned for re-drafting on the current template.

No, the method for payment is to send a  and all required signed documentation in one document to ¶¶Òõ̽̽’s Tax Services via secure File Transfer Service. 

Send the speaker-signed letter or supplier-signed services agreement to purchasing@uvm.edu in advance of the event or services for signature. Confirm in your email that you have a completed Employee vs Independent Contractor Determination form (EIC), if one is needed.

Yes, each new requisition or needs a new signed EIC matching the event details.

Two to four weeks for a vendor-supplied contract but much quicker for a contract on one of ¶¶Òõ̽̽'s Services Agreement templates. Factors affecting the turn-around time for review include:

• Complexity
• Need for additional review by General Counsel, Risk Management, or ISO
• The 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 dollar 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 dollar value being spent in the current fiscal year.
You can set up multiple lines if different chartstrings are being used.

Yes - If the contract term crosses fiscal years, the PO should only be set up for the dollar value being spent in the current fiscal year unless the chartstring being charged is a grant or project that will cross fiscal years.

Yes.

Email purchasing@uvm.edu with your questions.