Entertainment
University faculty and staff who contract with performers or performance-related professionals must follow certain guidelines to ensure compliance with state and University procurement procedures. Students may not obligate University funds and, therefore, may not sign contracts that will be paid using University funds either directly or through reimbursement. If you have any questions about the guidelines below, please contact the Procurement Services Department for assistance.
Definitions:
University’s Performer’s Contract Form – An official UMW contract and the preferred form of agreement for the performance of personal services of talent. This contract has been approved by the Virginia Attorney General’s Office and may not be modified. A University Performer’s Contract may be signed by any Faculty or Staff member with Delegated Purchasing Authority up to the $5,000 single transaction limit or alternate limits as defined in the Signature Card.
Individual’s/Vendor’s Performer’s Contract – A contract furnished by the individual/vendor being contracted to perform a service. Individual/vendor Performer’s Contracts should only be used when the vendor declines to sign the University Performer’s Contract and must be accompanied by a copy of the University Contractor’s Form Addendum. Regardless of dollar value, Vendor’s Performer’s Contracts and the University Contractor’s Form Addendum may be signed only by the Director of Procurement Services. Vendor’s Contracts should be sent to the Director of Procurement Services for review prior to being signed by the vendor.
Invoice for Direct Pay Request – An Accounts Payable form used when requesting payment for honoraria, non-employee cash awards (including cash awards to students), university refunds, or any one of these three direct pay requests that are split-coded to FOAPALs outside your security. Direct Pay policies and procedures are found on the Accounts Payable website.
Vendor Registration Information Form AND Commonwealth of Virginia Substitute W-9 Form (for US entities) OR applicable IRS Withholding Form (for foreign entities) – Accounts Payable forms that must be completed by all first-time vendors before payment can be processed.
Entertainment Tables
Follow the procedures outlined within the table for proper procurement and payment of vendors (use UMW charge card if accepted).
- Artists/Entertainment (including miscellaneous performance-type vendors, such as non-classroom speakers/public lecturers)
- UMW Student Orchestra Member/UMW Student Performer/UMW Student Stage Assistant
- UMW Student CLUB
- Student Composition (juried)
- Ticket or Entry fees for Student attendance at entertainment-related events
- Master Class Instructor/Non-employee Guest Speaker
- Royalties
- Entertainment Provisions (includes services such as fireworks displays, carnival set-up and management, etc.)
Artists/Entertainment (including miscellaneous performance-type vendors, such as non-classroom speakers/public lecturers)
Title/Vendor: Artists/Entertainment (including miscellaneous performance-type vendors, such as non-classroom speakers/public lecturers)
Description of Service: Individual(s) or groups involved in the creation, design, or presentation of music, dance, drama, or general performance for the ultimate purpose of entertainment.
Procurement Services Requirements: Category C (scroll down to the document called Exemptions to Competitive Requirements Tables at this Procurement Services site). Use either the UMW Performer’s Contract OR the individual’s contract along with the UMW Contractor’s Form Addendum. Contracts must be reviewed by the Procurement Services Department and can be signed as indicated on the Signature Card (see “FYxx Signature Card” found at this link).
Accounts Payable (AP) Requirements: See Skilled Services.
Coding & Miscellaneous: Use Account code 71268E. Include scope of services and payment requirements. Progress payments are acceptable only if payment terms are included in the contract.
UMW Student Orchestra Member/ UMW Student Performer/UMW Student Stage Assistant
Title/Vendor: UMW Student Orchestra Member – UMW Student Performer – UMW Student Stage Assistant
Description of Service: UMW students who deliver a product or perform a service for the orchestra or stage, including performance members, or who are involved in stage set-up before or during a performance.
Procurement Services Requirements: Contact Student Employment for information to begin the student payment process.
Accounts Payable (AP) Requirements: Contact Student Employment for information to begin the student payment process.
Coding & Miscellaneous: Contact Student Employment.
UMW Student CLUB
Title/Vendor: UMW Student CLUB
Description of Service: UMW Student CLUB performance – To support UMW’s mission of equitable access to opportunities and resources necessary for success, departments are encouraged to engage with UMW student clubs for event performances. The student club must be recognized by Student Activities, Campus Recreation, Athletics or by an Academic department. The Student Club Performance and Transfer Approval form must be completed PRIOR to the event and signed by a club officer, department budget manager or Designated Signer, and the Associate Vice President for Finance. AFTER the event has happened, the department will email the form to Accounting for the transfer of funds payment to the student club. Please contact accounting@umw.edu or payables@umw.edu if you have any questions.
Procurement Services Requirements: N/A
Accounts Payable (AP) Requirements: N/A
Coding & Miscellaneous: Account Code 71268E is pre-populated on the Form
Student Composition (juried)
Title/Vendor: Student Composition (juried)
Description of Service: UMW students who compete in musical, theatrical, writing, or related competitions for cash prizes.
Procurement Services Requirements: N/A
Accounts Payable (AP) Requirements: See Non-Employee Cash Awards. NOTE: Student employees may receive cash awards without contacting Financial Aid.
Coding & Miscellaneous: Use Account code 71412.
Ticket or Entry fees for Student attendance at entertainment-related events
Title/Vendor: Ticket or Entry fees for Student attendance at entertainment-related events
Description of Service: UMW students (including summer program attendees) who attend stage performances, bowling, rope climbing, sporting events, or other activities that provide entertainment value by student participation or attendance.
Procurement Services Requirements: Category C (scroll down to the document called Exemptions to Competitive Requirements Tables at this Procurement Services site).
Accounts Payable (AP) Requirements: IF credit cards are not accepted for payment, enter a Direct Pay (FAAINVE) in Banner.* Paper invoice or document showing ticket price from vendor. Vendor Registration Information Form AND the Commonwealth of Virginia Substitute W-9 (for US entities) OR the applicable IRS withholding form (for foreign entities) may be required.
Coding & Miscellaneous: Progress payments are acceptable only if payment terms are included in the contract. Payment is due 30 days from date of service or invoice, whichever is later, unless otherwise stated in contract. Use Account code 71268E.
Master Class Instructor/Non-employee Guest Speaker
Title/Vendor: Master Class Instructor – Non-employee Guest Speaker**
Description of Service: Teaches a class or provides to a class a lecture, speech, or discussion for one to two hours.
Procurement Services Requirements: Category C (scroll down to the document called Exemptions to Competitive Requirements Tables at this Procurement Services site). Depending upon arrangement, UMW Contracts might be required. If the speaker requires a payment for the service, use code 71268E and provide contracts as indicated at Skilled Services. If the speaker does NOT require payment, use code 71413 and follow instructions at Honorarium.
Accounts Payable (AP) Requirements: See Honorarium for Account code 71413 OR Skilled Services for Account code 71268E.
Coding & Miscellaneous: Use Account code 71413 for Honorarium (payment is NOT required for service, there is no invoice, and the Invoice for Direct Pay Form is used) OR use account code 71268E for Skilled Services (payment IS REQUIRED for the service and there might be an invoice from the vendor OR payment is made based upon contract terms). For Skilled Services, payment is due 30 days from date of service or invoice, whichever is later OR based upon contract. For Honorarium, payment is due 30 days from the date of service unless otherwise stated on the Invoice for Direct Pay Request Form.
Royalties
Title/Vendor: Royalties
Description of Service: Required payment as permission to perform a song, production, etc.
Procurement Services Requirements: Category B (scroll down to the document called Exemptions to Competitive Requirements Tables at this Procurement Services site). If vendor accepts the Purchasing Card, enter order into eVA as a PCO order and reconcile in WORKS. If vendor does not accept the Purchasing Card, enter order into eVA as an EP and complete Receiving form in Banner when services are complete. University Performer’s Contract or the Vendor’s Performance Contract and University Addendum may be required. Contact the Procurement Services Department for assistance.
Accounts Payable (AP) Requirements: Paper invoice from vendor containing EP number for contract reference. See Skilled Services for other details.
Coding & Miscellaneous: Use Account code 71268E. Progress payments are acceptable only if payment terms are included in the contract. Payment is due 30 days from date of service or invoice, whichever is later, unless otherwise stated in the contract.
Entertainment Provisions
Title/Vendor: Entertainment Provisions (Includes services such as fireworks displays, carnival set-up, and management, such as “Casino Night” set-up and management, etc.)
Description of Service: Companies or individuals providing the services supporting the entertainment– not the entertainment itself
Procurement Services Requirements: In addition to procurement requirements, special liability coverage may be required for fireworks displays, carnivals, and similar types of events for entertainment. Contact Procurement Services before contracting with any entity.
Accounts Payable (AP) Requirements: Paper invoice from vendor containing EP number for contract reference. See Skilled Services for other details.
Coding & Miscellaneous: Include scope of services and payment requirements in eVA order. Progress payments are acceptable only if payment terms are included in the contract.
*Only enter Direct Pays if vendor does not accept the Purchasing Card.
**Payments for employee speakers must be completed through a special payment process based upon the job classification of the employee through Human Resources.