ENTERTAINERS & SPEAKERS
Entertainers include, but are not limited to, bands, DJs, musicians, balloon artists, caricaturists, comedians, face painters, hypnotists, magicians, dancers, and performers.
Speakers are individuals who are speaking during classes or events either for academic or entertainment purposes.
Insurance requirements are based on the type of speaker, the fee being charged, and number of attendees at the event.
Entertainers and Speakers are required to provide an insurance certificate evidencing the applicable insurance requirements and a completed and signed Agreement prior to providing services to the University. If the Entertainer or Speaker is a new vendor to the University, the Entertainer or Speaker will upload the insurance certificate and Agreement into PaymentWorks as part of the onboarding process. It is important to upload the completed, appropriate Agreement when completing the onboarding process in PaymentWorks to avoid delay in processing.
If the Entertainer or Speaker is a current ÄÌÌÇÖ±²¥ student being hired by ÄÌÌÇÖ±²¥, please see the Current ÄÌÌÇÖ±²¥ Students section.
INSURANCE REQUIREMENTS
Automobile Liability: $1,000,000 each accident. Only required if Entertainer will be driving on ÄÌÌÇÖ±²¥â€™s premises. If Entertainer does not carry a business automobile liability insurance policy, the declarations page(s) of the personal automobile insurance policy showing policy dates and limits covering the automobile(s) that will be on ÄÌÌÇÖ±²¥â€™s premises should be submitted.
Workers Compensation: Statutory*
Employers Liability: $100,000/ $500,000/ $100,000*
*If Entertainer is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as Entertainer attests in writing that those providing services to ÄÌÌÇÖ±²¥ carry health insurance.
Entertainers providing services at a third party venue may need to meet additional insurance requirements as required by the venue.
Entertainers providing services at a third party venue may need to meet additional insurance requirements as required by the venue.
Note: The above insurance requirements apply to the Entertainer, as well as all subcontractors hired by the Entertainer to provide services and/or products to ÄÌÌÇÖ±²¥ University.
ÄÌÌÇÖ±²¥ University listed as the certificate holder (ÄÌÌÇÖ±²¥ University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, ÄÌÌÇÖ±²¥, PA 19085)
ÄÌÌÇÖ±²¥ University named as additional insured
General Liability: $1,000,000 each occurrence
Automobile Liability: $1,000,000 each accident. Only required if Entertainer will be driving on ÄÌÌÇÖ±²¥â€™s premises. If Entertainer does not carry a business automobile liability insurance policy, the declarations page(s) of the personal automobile insurance policy showing policy dates and limits covering the automobile(s) that will be on ÄÌÌÇÖ±²¥â€™s premises should be submitted.
Workers Compensation: Statutory*
Employers Liability: $100,000/ $500,000/ $100,000*
*If Entertainer is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as Entertainer initials the provision on the Agreement/ Addendum.
Entertainers providing services at a third party venue may need to meet additional insurance requirements as required by the venue.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet ÄÌÌÇÖ±²¥ University’s standard insurance requirement limits. In these cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Entertainer, as well as all subcontractors hired by the Entertainer to provide services and/or products to ÄÌÌÇÖ±²¥ University.
ÄÌÌÇÖ±²¥ University listed as the certificate holder (ÄÌÌÇÖ±²¥ University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, ÄÌÌÇÖ±²¥, PA 19085)
ÄÌÌÇÖ±²¥ University named as additional insured
General Liability: $3,000,000 each occurrence
Automobile Liability: $1,000,000 each accident. Only required if Entertainer will be driving on ÄÌÌÇÖ±²¥â€™s premises. If Entertainer does not carry a business automobile liability insurance policy, the declarations page(s) of the personal automobile insurance policy showing policy dates and limits covering the automobile(s) that will be on ÄÌÌÇÖ±²¥â€™s premises should be submitted.
Workers Compensation: Statutory*
Employers Liability: $100,000/ $500,000/ $100,000*
*If Entertainer is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as Entertainer initials the provision on the Agreement/ Addendum.
Entertainers providing services at a third party venue may need to meet additional insurance requirements as required by the venue.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet ÄÌÌÇÖ±²¥ University’s standard insurance requirement limits. In these cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Entertainer, as well as all subcontractors hired by the Entertainer to provide services and/or products to ÄÌÌÇÖ±²¥ University.
Academic Speakers are required to carry the below insurance if being paid $10,000 or more and provide evidence via a certificate of insurance.
ÄÌÌÇÖ±²¥ University listed as the certificate holder (ÄÌÌÇÖ±²¥ University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, ÄÌÌÇÖ±²¥, PA 19085)
ÄÌÌÇÖ±²¥ University named as additional insured
General Liability: $1,000,000 each occurrence
Automobile Liability: $1,000,000 each accident. Only required if Academic Speaker will be driving on ÄÌÌÇÖ±²¥â€™s premises. If Academic Speaker does not carry a business automobile liability insurance policy, the declarations page(s) of the personal automobile insurance policy showing policy dates and limits covering the automobile(s) that will be on ÄÌÌÇÖ±²¥â€™s premises should be submitted.
Workers Compensation: Statutory*
Employers Liability: $100,000/ $500,000/ $100,000*
*If Academic Speaker is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as Academic Speaker attests in writing that those providing services to ÄÌÌÇÖ±²¥ carry health insurance.
Please note that Academic Speakers providing services at a third party venue may also need to meet additional insurance requirements as required by the venue.
Note: The above insurance requirements apply to the Academic Speaker, as well as all subcontractors hired by the Academic Speaker to provide services and/or products to ÄÌÌÇÖ±²¥ University.
Entertainment Speakers are required to carry the below insurance, which is dependent on the fee being charged and number of attendees, and provide evidence via a certificate of insurance.
Please note that Entertainment Speakers providing services at a third party venue may also need to meet additional insurance requirements as required by the venue.
Insurance Requirements- Entertainment Speaker being paid less than $3,000 and attendance is less than 250
Automobile Liability: $1,000,000 each accident. Only required if Entertainment Speaker will be driving on ÄÌÌÇÖ±²¥â€™s premises. If Entertainment Speaker does not carry a business automobile liability insurance policy, the declarations page(s) of the personal automobile insurance policy showing policy dates and limits covering the automobile(s) that will be on ÄÌÌÇÖ±²¥â€™s premises should be submitted.
Workers Compensation: Statutory*
Employers Liability: $100,000/ $500,000/ $100,000*
*If Entertainment Speaker is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as Entertainer initials the provision on the Agreement/ Addendum.
Insurance Requirements- Entertainment Speaker being paid $3,000 or more and/ or attendance is 250 or greater
ÄÌÌÇÖ±²¥ University listed as the certificate holder (ÄÌÌÇÖ±²¥ University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, ÄÌÌÇÖ±²¥, PA 19085)
ÄÌÌÇÖ±²¥ University named as additional insured
General Liability: $1,000,000 each occurrence
Automobile Liability: $1,000,000 each accident. Only required if Entertainment Speaker will be driving on ÄÌÌÇÖ±²¥â€™s premises. If Entertainment Speaker does not carry a business automobile liability insurance policy, the declarations page(s) of the personal automobile insurance policy showing policy dates and limits covering the automobile(s) that will be on ÄÌÌÇÖ±²¥â€™s premises should be submitted.
Workers Compensation: Statutory*
Employers Liability: $100,000/ $500,000/ $100,000*
*If Entertainment Speaker is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as Entertainer initials the provision on the Agreement/ Addendum.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet ÄÌÌÇÖ±²¥ University’s standard insurance requirement limits. In those cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Entertainment Speaker, as well as all subcontractors hired by the Entertainment Speaker to provide services and/or products to ÄÌÌÇÖ±²¥ University.
AGREEMENTS
Entertainers on campus are required to sign the below applicable document prior to performing at ÄÌÌÇÖ±²¥ unless the Entertainer provides his/ her own contract that needs to be reviewed as required by . If the Entertainer provides his/ her own contract that is required to be reviewed, please send the contract to Insurance and Risk Management who will review and add all necessary terms.
- Entertainer Agreement- Use if the Entertainer has not provided his/her/their own contract.
- Entertainer Addendum- Use if the Entertainer provides his/her/their own contract and the contract does not need to be reviewed according to . Once signed, the Addendum becomes part of the contract,
- Hypnotist Agreement- Use if the Hypnotist has not provided his/her/their own contract.
Speakers on campus are required to sign the below applicable document prior to speaking at ÄÌÌÇÖ±²¥ unless the Speaker provides his/her/their own contract that needs to be reviewed as required by . If the Speaker provides his/her/their own contract that is required to be reviewed, please send the contract to Insurance and Risk Management who will review and add all necessary terms.
- Honorarium Agreement- Use if the Speaker is being paid a nominal amount, is speaking due to his/her/their scholarly and/ or professional standing, AND is supporting the University’s educational research or public service activities, and has not provided his/her/their own contract.
- Speaker Agreement- Use if the Speaker does not fit the criteria for the Honorarium Agreement and has not provided his/her/their own contract.
- Speaker Addendum- Use if the Speaker or Agency provides his/her/their own contract and the contract does not need to be reviewed according to . Once signed, the Addendum becomes part of the contract.
Payment Information
- ÄÌÌÇÖ±²¥ University has partnered with PaymentWorks to handle all onboarding of all new Payees. PaymentWorks is a cloud-based software that is free of charge to our Payees. This software lets you enter all your information about your company or as an individual and allows this information to be reviewed quickly and efficiently by the University. This also helps reduce the risk of fraud for both the University and the Payee by ensuring information is accurate and verified as required. Updating your information is done quickly as you can request all updates through PaymentWorks as well. Payees will also be able to monitor their invoices and see exactly when their payments will be processed for payment. Once set-up in PaymentWorks, you will be able to link to other Universities and companies that already use this system for their vendor management.
- Payees must receive an invitation from ÄÌÌÇÖ±²¥ University in order to become an approved Payee within our purchase order and payment system. This invitation must be initiated by a University Department. Please be sure to fill out your information in PaymentWorks correctly and accurately to avoid any delays in your onboarding process with ÄÌÌÇÖ±²¥ University. Payees that require picking a Vendor Type Classification Code should refer to the Vendor Classification Guide to help you choose the correct information to provide in PaymentWorks. Choosing the correct Vendor type helps the University identify insurance requirements as well as other documentation that needs to be provided as part of your on-boarding process.
- Payees can find more information about PaymentWorks on the .
- Find .
- Find .
- Questions can be sent directly to Procurement or by contacting PaymentWorks.
- All vendors must follow the Invoice Processing Procedures to ensure timely payment.
- The University will not issue any purchase orders or release any payments to the vendor until these forms are received by the Procurement Office.
- All Vendor must comply with our Procurement Office Terms and Conditions.
- Questions regarding any of these forms can be directed to Procurement.
Please review ÄÌÌÇÖ±²¥'s Updated Purchase Order Terms and Conditions (2017).
1099-MISC Pennsylvania Tax Information
Beginning January 1, 2018, the Pennsylvania Department of Revenue now requires that payments of Pennsylvania source non-employee compensation or business income to a non-resident individual or disregarded entity that has a non-resident member and is reported on a 1099-MISC, have withheld from such payments an amount equal to the tax rate specified at 72 P.S. § 7302 (which is currently 3.07%). Effective June 26, 2018, ÄÌÌÇÖ±²¥ University will withhold and remit income tax from all payments made if the vendor meets the above stated requirements. A Form 1099-MISC will also be filed with the Pennsylvania Department of Revenue noting the full year’s Pennsylvania source non-employee compensation or business income earned and any tax withheld and remitted to the State.
More information about these changes can be found here. All questions regarding this tax should be addressed by your accountant, or you can contact the PA Department of Revenue.
1099-MISC/REV-1832
The 1099-MISC Withholding Exemption Certificate should be filled out if you are EXEMPT from Pennsylvania's 1099-MISC withholding. Once the form has been completed, please send it to procurement@villanova.edu.
Or mail to:
ÄÌÌÇÖ±²¥ University
Procurement Office
789 E. Lancaster Ave.
ÄÌÌÇÖ±²¥, PA 19085
ÄÌÌÇÖ±²¥ FEIN: 23-1352688
Notices
If any of your employees will be on ÄÌÌÇÖ±²¥ campus and have direct contact with minors, you must ensure that the Reporting and Clearance Amendment is completed an on file at ÄÌÌÇÖ±²¥ Procurement Office.
This company and its principles:
- Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from a covered transaction by any Federal Department or Agency.
- Have not within a three-year period preceding the effective date of this agreement convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining,attempting to obtain, or performing public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery,bribery, falsification or destruction of records, making false statements, or receiving stolen property.
- Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) herein; Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or Local) terminated for cause or default.
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