Process for Inviting a Speaker

Before you invite the speaker

• Select a date.
• Make sure you have a venue! Search for an available space in 25Live. Your Division or Department Administrative Assistant can help you reserve a room once you have found one.

How to Secure Funding

• Do not promise an honorarium before you have approval from the Board of Trustees, even if you have secured funding.
• If you need funds to pay a speaker:
  • First check with your Division or Department
  • If the Division or Department is unable to secure funds, please submit the Proposal for a Guest Speaker/Workshop/Event/Training form. This form can be used to request funds from the EEO Subcommittee for Professional Development (this subcommitee only approves funding for Professional Development related to hiring and recruitment) or Professional Development funds approved by the Professional Development Advisory Committee.

Once Funding is Secured

You will need to gather the following paperwork:

• Contract – PSA – Filled out by the vendor. This is an internal form. Please contact your division/department admin assistant or the Purchasing department.
• W-9 Tax Form – Filled out by the vendor. This is an external form. Please visit www.irs.gov and search for the form.
• Form 590 – Filled out by the vendor. This is an external form. Please visit https://www.ftb.ca.gov/ and search for the form for the taxable year.
• Invoice – Filled out by vendor. Although not necessarily needed at the moment, this is to help expedite payment. This can be submitted AFTER services have been completed.
• Certificate of Liability Insurance (COI) – Filled out by vendor. Insured amount will vary depending on services provided. If the vendor does not have a COI, you will need to reach out the Office of Risk Management for an insurance waiver.
• Independent Contractor Checklist – Filled out internally (ECC). This is an internal form. Please contact your division/department admin assistant or the Purchasing department.
• Independent Contractor or Employee Internal Revenue Service (IRS) Checklist – Filled out internally (ECC). This is an internal form. Please contact your division/department admin assistant or the Purchasing department.
• Food Service Exemption Form – Pacific Dining is our current caterer. If you decide to use an outside food vendor, this form needs to be filled out.

General Steps for Approval

• Contact contractor/vendor for pricing and services. If satisfactory, check that funds and account codes are readily available.
• Send contractor/vendor to fill out and submit the necessary paperwork:
  • Contract- PSA
  • W-9 Tax Form
  • Form 590
  • Certificate of Liability Insurance (COI)
  • Invoice
  • In addition, the Independent Contractor Checklist, Independent Contractor or Employee Internal Revenue Service, Food Service Exemption Form (if food is provided by outside vendor) paperwork is needed, filled out internally by ECC.
• Once all paperwork has been collected, work with the funds (where the money is coming from) admin assistant to create a requisition, submit paperwork to Purchasing, and create a Board Agenda item (if needed).
  • Reminder: Do not promise a stipend until you have received approval from the Board of Trustees.
• Once everything has been submitted and officially approve, your contractor/vendor can provide their services.
• After services has been completed, please submit invoice to Accounts Payable for payment. Please note that payment can take 2-3 weeks.

Questions

• For questions regarding contractor paperwork or procedures, please contact your division/department admin assistant or the Purchasing department ([email protected]).
• For questions regarding Certificate of Liability Insurance (COI), please contact Leobardo Barrera ([email protected]).
• For questions regarding payment, please contact Accounts Payable ([email protected]).
• For questions regarding BoardDocs, please contact Rose Mahowald ([email protected]).