Barrett Processes
Speaker/Artist/Performer Payments
Employees inviting a speaker, artist or performer to present in front of Barrett's students, staff or faculty are responsible for submitting all necessary documentation and understanding all related policies. This information is provided to support staff in complying with the policies of the institution.
Forms
View all forms on our Forms page.
- Speaker/Artist/Performer Information Form
- Purchases, Reimbursement and Payables Request Form
Quick Tips
- If a Speaker/Artist/Performer is the REASON for the event, the SAP process must be followed
- Contact the Business Office 6 weeks before your event (8 weeks if a foreign speaker)
- Paid or unpaid speakers must follow SAP process (unless they are ASU employees)
- If a fully executed SAP agreement is not in place at least three (3) days before the event, the speaker will not be permitted to present.
Quick Reference Guide
| Speaker, artist, or performer | Volunteer | Service Provider | |
|---|---|---|---|
| Description | A company or individual who provides a presentation, performance, or speech in front of an audience or group. They are the reason for the event. | An unpaid individual who is providing some service or benefit to ASU on a one-time or recurring basis under the direction and control of ASU (not the reason for the event) | A company or individual who provides services to ASU for payment. |
Required Documents |
|
| Purchase order through workday-reference Purchases and Reimbursement section of the Barrett Intranet |
| Insurance requirements | SAP agreement states liability insurance requirements. Does not apply to all speakers. | ASU will provide liability insurance coverage during the volunteer’s activities if the volunteer form is completed. | Included in the purchase order. |
| Fees paid by ASU | Paid (honorarium/fee) or unpaid, travel reimbursements, in accordance ASU travel policy. | Paid (honorarium/fee) or unpaid, travel reimbursements, in accordance ASU travel policy. | Invoice must be submitted. |
| Examples | Community Dialogues, Life Prep, Alumni, key note speakers, ASU students, Inn of Court, panels, cultural dancers, musicians, foreign speakers (additional documentation required-see below) **one-time class speakers are exempt unless payment needed | Alumni - communicating with students and parents at an event, reoccurring class speakers - unpaid | Musicians providing background music, DJs, face painters, food providers, bouncy houses, massage therapists |
*If you reference the ASU Speaker Artist Performer agreements website, this information will differ slightly due to Barrett’s internal processes.
Speaker / Artist / Performer (SAP) Process
When planning to bring a speaker to Barrett due diligence is essential to ensure the speaker aligns with the Barrett’s values and objectives while mitigating potential risks
Topic and Content: Ensure the speaker's message aligns with the mission and values of Barrett.
Relevance to Audience: The speaker's topic should be engaging and relevant to the intended audience (students, faculty, staff, or the community) and contribute positively to the campus discourse.
Risks: Evaluate risks for bringing the speaker to campus
Range of Perspectives: Strive to ensure that a broad range of perspectives are represented on campus over time.
Sponsor’s Responsibilities (employee bringing speaker to Barrett):
Step 1
Use the quick reference guide above to determine if the speaker, artist, performer process applies. If yes, continue to step 2. If no, follow volunteer steps or contact the Barrett Business Office for further assistance.
Step 2
At least 6 weeks before the event (8 weeks if a foreign speaker)
- Enter event into the Barrett Event System .
- Obtain Dean Approval (within the Barrett Event System.)
- Submit the following to Barrett Business Office:
Speaker/Artist/Performer Information form for each speaker - accurately and fully completed.
The information on the form is used to set up the official contract and the registration in ASU’s financial management system. Inaccurate or conflicting information (incorrect legal name, misspelled names, incorrect addresses) will slow down the process.
Itemized invoice (if paying company.)
Approved Special Event Registry – PDF copy - not needed if Zoom only.
Event flyer, advisement (if applicable.)
4. Foreign Visitor Information:
Payments to foreign individuals have different guidelines and restrictions than those for domestic individuals. If you are paying an honorarium to a foreign individual, please review FIN 425-02: Immigration Status—Eligibility to Receive Payment policy and the Foreign Visitor Tax Guide. We must know which visa the guest is travelling on at the time of your request so that we can confirm eligibility for payment. Foreign payments may be subject to foreign tax withholding. The guest is responsible for knowing and understanding their country’s tax laws regarding foreign payments.
Business Office Responsibilities:
- Reach out to each speaker through email to provide information and next steps regarding the payment process and set up the SAP agreement. Before the event the SAP agreement will need to be signed by all parties (speaker, Erika Ladewig and Dean Williams.)
- Assist the speaker with registration in ASU’s financial management system, if needed.
- Keep sponsor cc’d on emails to the speaker.
- Request Foreign Visitor forms, if applicable.
- Upon completion of the event, Business Office will contact the sponsor to confirm that the guest is eligible for payment. i.e. the event took place and all went as planned.
- Will process payment, and the guest should receive an ACH, check or wire transfer within two weeks of the event. Once the payment has been submitted for processing by the Barrett Business Office, please allow time for the payment to be fully approved by various ASU departments. i.e. accounts payable, wire transfer team, etc.
Volunteer Process
Reference ASU Volunteer Website for more information
Step 1
Sponsor/supervisor to complete the Volunteer Activity/Event Registry
NOTE: Minors on Campus (to be replaced with Youth Protection Program in FY26) process is required when there are minors present. Review the
Youth Protection Program policy to determine whether your activities fall in this category
- Complete the Volunteer form and waiver so it is clear what types of activities the alumni is engaging in the form can be sent as an AdobeSign, or it can be signed with a pen/ink signature or a jpeg.
- The volunteer completes the first portion of the form and the waiver and returns to you.
- Review the answers and trouble shoot as needed.
- Complete page 2 and be sure to list volunteer duties
Step 2
The sponsor or supervisor must complete/submit the Special Event Registry
The Volunteer process is managed entirely by the unit holding the event that involves volunteers. It is recommended that the unit have a shared drop box available to all employees within the unit in the event of an audit.
- Forms are good for one year from the time they are completed; a spreadsheet can help you keep track of the volunteers you use and when they may need to renew. Forms are not held/managed by the Business Office and must be kept on file according to the records retention policy.
Service Providers
If your provider falls into this category, refer to the quick reference guide above, follow the Purchase Request process.
Consultants and Independent Contractors
Barrett Business Office will review ASU’s Independent Contractor Information and determine if your potential consultant/contractor meets the specific criteria. If so, the Barrett Business Office to complete the Independent Contractor Determination Checklist on your behalf.
References
- Barrett Intranet
- Barrett Business Office email address
- SPP 210: Consultants/Independent Contractors - new link coming soon
- PUR 202: Contract Signature Authority - new link coming soon
- Courtesy Affiliate Standard (Information Security) - new link coming soon
- Financial Services Manual
- Foreign Visitor Tax Guide
- FIN 421-01: Guest Lecturers, Consultants, and Other Independent Contractors
- FIN 425-02: Immigration Status—Eligibility to Receive Payment
- Independent Contractor Information
- Independent Contractor Determination Checklist, Tax Tab
- Independent Contractor FAQ's
- Procurement Guide (refer to Quick Guides in this link for specific guest speaker information)
- Purchases not requiring a Purchase Order
- Volunteers - Insurance Services website
- Barrett Processes: Contracts and Procurement
- Barrett Processes: Purchases and Reimbursements
Barrett Processes: ASU Branded Merchandise