Barrett Processes

Professional Service Payments

Rev.

October 2, 2024

Purpose

This Process Guidance is to assist in determining the type of payment needed for paying a person or company for services. Note that although links to instructional information are provided for general edification on the processes, the Barrett Business Office will coordinate with you to facilitate all steps necessary to register and obtain payments for all individuals and suppliers. Contracts may not be signed by any Faculty or Staff.

References

Forms

View all forms on our Forms page.

AdobeSign - Independent Contractor Checklist and Instructions
Courtesy Affiliation ID Request Form
Guest Speaker/Artist/Performer Information Form
Independent Contractors Expense Reimbursement Form
Speaker/Artist/Performer Agreement

Speaker Due Diligence

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. The expectation is that the senior staff for a unit has reviewed speakers prior to the request being submitted to the dean for approval. This step will be built into the new Airtable event system. Here are some guidelines for the due diligence process:

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

Diversity of Thought: Strive to ensure that a broad range of perspectives are represented on campus over time.

Barrett’s goal is to promote vibrant and meaningful academic conversations with the different speakers we bring to campus. Your role in reviewing speakers will help us meet this goal. If you have any questions, please contact Erika Ladewig.

Payment Type Determination

These payment types are a complex process with many policies and if/then scenarios. Engage the Business Office as soon as you become aware that you have a situation where a person/supplier will need to be paid for services. We will help to guide you through the process. The information below is provided as an outline of what information you will need to have, and what you need to know about your particular payment situation. Working with the Barrett Business Office contacts to begin the process and guide you through the required steps will help to maintain compliance with all ASU and Barrett policies and procedures:

Understanding the type of payment to be made begins with understanding the request. The Business Office needs to know:

Who is being paid, an individual, or a supplier?
- An Individual is a person who will be paid directly; they have no ownership or affiliation with a business that is providing the service.
- A Supplier is a person who owns their own business or is providing services through a business to whom the payment will be made.
What is the payment for?
- Goods / Services, Honorarium, Reimbursement, Honorarium + Reimbursement
What is the length of the commitment?
- Number of days/weeks involved
Who determined the amount to be paid?
- Barrett set the amount and invited the guest
- Barrett invited the guest and the guest indicated what their cost would be
What is the quoted payment amount?

Use this grid to determine what information is needed:

Speaker Type (In-Person or Zoom)	Dean Approval	Speaker/Artist/Performer Info Form	Speaker/Artist/Performer Agreement (SAP)	Special Event Registry (If Zoom only - NOT needed)	Flyer/ Advertisement	Volunteer Process	Foreign Paperwork
ASU Employee-paid	X	X		X	X
ASU Employee-unpaid	X	X		X	X
Alumni-paid	X	X	X	X	X
Alumni-unpaid	X	X	X	X	X
Panels-treat as a speaker	X	X	X	X	X
Speaker-paid	X	X	X	X	X
Speaker-unpaid	X	X	X	X	X
Volunteer	X					X
Foreign	X	X	X	X	X		X

Professional Services

Professional Services include the following:

Guest lecturers, Speakers, Artists, Performers
- If the Speaker/Artist/Performer is the reason for the event, you will use the Guest Speaker/Artist/Performer Information form to submit your request to the Business Office
Consultant services by individuals, partnerships, and corporations
Special purpose programs where the fee is based in part on attendance
Other professional services performed by non-employees

Payment Categories

Professional Services will fall under one of these categories for payment:

1. Honorariums

This process guidance and associated form are to facilitate Honorarium payments to guests who have been invited to speak or perform to the Barrett community for a variety of purposes. Every guest should have a “sponsor” which will be the key person helping them with dates, logistics, etc. and will also be the contact for the Business Office.

In order to treat our guests with respect and ensure they have a positive experience with Barrett and ASU, we ask that you contact the Business Office as soon as you confirm their participation, and - when possible - one month prior to the date (if international guest, no less than
6 weeks prior to the date). This allows us to guide you through the steps for a smoother outcome for everyone!

Please Note: ASU is prohibited from making donations to any organization. If you have questions or concerns about this, contact the Business Office.

Important Definitions:
Honorariums are defined as payments to speakers/lecturers who would not otherwise charge a fee for their services. ASU pays them a nominal fee as a gesture of appreciation. The amount paid is not contracted or negotiated, and is determined solely by ASU.

Guests
Guests are defined as someone who is visiting campus and requires no reimbursements and no payments. Parking can be validated.

Refer to Volunteer Information. A signed volunteer form is recommended.
Refer to Barrett Processes: ASU Branded Merchandise, Photos/Recordings for guidance if you are photographing or recording the event.

Volunteers
Volunteers are defined as guests who are only being reimbursed or their expenses are being covered but are NOT getting an honorarium.

Refer to Volunteer Information. A signed volunteer form is required
Refer to Barrett Processes: ASU Branded Merchandise, Photos/Recordings for guidance if you are photographing or recording the event.
Reimbursements: a signed Independent contractors expense reimbursement form is required
Covering Expenses: applicable paperwork depending on how the expenses are being covered (P-Card, transfers, etc.)

Speakers/Artists/Performers
Speakers/Artists/Performers for the purpose of this manual are defined as individuals who will receive an honorarium payment for their engagement. They may also be reimbursed other expenses associated with their engagement depending on the budget. Other Speaker/Artist/Performers who charge a fee and are paid via contract negotiations for their engagement follow a different process.

A signed Speaker/Artist/Performer Agreement is required. The Business Office facilitates completion of this agreement with the guest, based on event information provided by the ASU Sponsor.
A signed Independent contractors expense reimbursement form is required if other expenses are being reimbursed. i.e. airfare, lodging, per diem, etc. The sponsoring department facilitates completion of this form and provides to the Business Office.

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.

Please note: 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.

Honorarium Payment Steps:
The sponsor of the guest should know up front what costs will be incurred to bring the guest in for their engagement. Consider items such as the honorarium, airfare, mileage reimbursement, lodging, meals, and incidentals. This will help ensure there are no misunderstandings or last minute, un-budgeted payments.

Step One
As soon as there is a confirmed guest and as far in advance as possible, the sponsor completes the Guest Speaker/Artist/Performer Information Form. Sponsor submits completed form to Business Office

Step Two
Business Office will reach out to the guest through email to provide information and next steps regarding the payment process. The Business Office facilitates the Speaker/Artist/Performer agreement based on the information provided by the sponsor. The Sponsor will remain copied on all email communication with the guest

Step Three
Sponsor will provide the Business Office with a PDF copy of the advertisement used to promote the event (This may be an email, a web screenshot, or an actual copy of a poster). Contact the marketing department for assistance advertising event

Step Four
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.

Step Five
Business Office 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.

More information about Honorariums can be found on Purchases not requiring a Purchase Order.

2. Consultants and Independent Contractors

Independent Contractors can be determined by meeting the 4 specific criteria listed below, as stated in Consultants/Independent Contractors

The university does not control or direct the performance of the task; i.e., the individual is and will continue to be free to use whatever means he or she deems appropriate to accomplish the task.
The task or service being performed is outside the regular expertise, duties, and/or consulting independence of existing university employees.
The task is of short durations and is not indicative of an ongoing relationship (contractual relationships that are longer than 30 days, with very few exceptions, indicate that an employee/employer relationship rather than an independent contract relationship exists.
A written agreement exists with the university that spells out the task or service/s to be performed as required on the Employee/Independent Contractor Determination Checklist
More information can be found in the Independent Contractor Information

Begin the payment process

Work with the Business Office for all steps.
Depending on the status of the individual/company, the Business Office may guide you through the completion of the AdobeSign form for Independent Contractor Determination Checklist under the Tax tab. Use the AdobeSign Version only as protected information may be required

For Independent Contractor FAQs, scroll to the bottom of the webpage to view a list of questions

3. Other Professional Services

Other Professional Services include Service Providers who provide a service in support of an event or activity, ex:

Face painters, DJs, balloon artists, musicians (background). They are providing a service that supports the event or program and the audience is not there specifically to see them.
A service provider performing a service such as framing/hanging photos, providing copier service, etc.

The payment process depends on how the supplier registers in Workday, and what type of services they provide (see above for payment as IC). Payment by invoice would follow this process:

A quote/invoice is required in advance to start the process. This must be submitted to the Business Office.
- If the supplier is not registered in the Financial Management System, the Business Office will facilitate the process to get them registered.
- The Business Office will create a Requisition which will result in a Purchase Order with ASU’s Terms and Conditions sent to the supplier.
Upon completion of the services, the Business Office will verify with the requesting party (Barrett Faculty or Staff) to confirm that services were satisfactory and payment should be released.
Exceptions to requiring the Independent Contractor Determination Checklist include the list below (this info can be found on the form itself); additionally, if the supplier is already registered in the system and meets certain criteria, the ICDC may not be needed – starting with the Business Office can help to identify current status:
- Athletic officials
- Board members
- Corporations, partnerships, or other business entities not operating as a single-member LLC.
- Expense reimbursement only — no income or honorarium payment is included.
- Guest lecturers and speakers visiting for fewer than two weeks.
- Individuals performing external peer review consulting services as part of departmental or program accreditation or performance monitoring.
- Payments to a service provider that will not exceed $600 across the university in a single calendar year.
- Performers giving a limited number of performances, including DJs and artists.
- Photographers and short-term, project-based videographers.
- Service providers for construction or tenant improvement.
- Service providers for tangible goods or equipment rentals.
- Standardized patients.
- Writers — if the payment is for an article published in an ASU publication or website.

4. Courtesy Affiliates

All courtesy affiliate requests must be made through conversation with Erika Ladewig in the Barrett Business Office.

A Courtesy Affiliate is used:

For an individual who is neither a student nor an employee but requires an affiliation with ASU/Barrett in order to access specific software/programs in order to complete the work they are asked to do/volunteered to do, for example a Consultant / Advisor to students (ex: Mayo Clinic doctor advising medical students)
- Information that is required can be found on the Courtesy Affiliation ID Request Form – do not complete/submit the form yourself. This is for informational purposes only.
For an adjunct faculty to have access to teaching material, resources, for a specified period of time.
- This process is facilitated through ASU’s Human Resource system and will be facilitated as appropriate when advised by Erika Ladewig.
For a new employee in order to get set up in the ASU computer system