Division of Student Affairs
Central Office for
Commonwealth Student Activities
The Pennsylvania State University
230 HUB-Robeson Center
University Park, PA 16802-6601
(814) 865-9954
(814) 865-2564 (Fax)
Tips for Successful Contracting at University Park

Contracts (University Standard Agreements) must be used whenever an organization/department is
requesting a service from a 2nd party vendor (ex: DJ, Band, Comedian, Lecture, Sound Company) or
whenever an organization is selling anything on consignment on Penn State property. If a program is going
to be held off-campus (on non-University property) you may not use the University Standard Agreement.
However, in order to process payment to the vendor or artist, the organization should have some form of
written agreement between both parties.

All contracting must begin a minimum of 20 academic days prior to the date of the program.

To receive a contract you must first register your program. To begin this process please stop by 125D HUBRobeson Center and complete a program registration form. Upon completing the appropriate forms you will
be scheduled to meet with a program registration advisor who will issue the necessary contracts and the
1099 request form. This advisor will be your contact throughout your program planning process.
Note: Should you receive a contract or agreement from the artist or vendor, be sure to share this
information with the program registration advisor during your meeting. NEVER sign any agreement/contract
without talking to a program registration advisor first.

One (1) contract with original signatures is recommended but electronic signatures are permissible. Digital
signatures are not acceptable per University policy. Please follow the procedure below for securing the
appropriate signatures. Note: If your artist/vendor requires a contract with original signatures please let the
contract advisor know at the beginning of the process.
Order of signatures:
1. Sponsor (student organization) mails all contracts or emails a copy of the contract to the
artist/vendor for signature. The artist/vendor may then scan the signed agreement and e-mail it back
to the student organization.
2. Sponsor (student organization) obtains the signature of an officer of the organization (usually the
President or Treasurer) on all contracts. The Treasurer must complete and sign the 1099 request
form as ASA will not accept any other signatures. The Treasurer, or authorized delegate, must
obtain a Purchase Order from ASA and have the contract stamped.
3. Sponsor obtains the Facility Manager signature on all contracts.
4. Sponsor obtains the Authorized University Signature on all contracts by returning them and the
completed 1099 request form to 227E HUB.
Once all signatures have been obtained:
o
o
One original contract is retained for University records.
Sponsor is responsible for returning a copy of the original agreement to the artist/vendor.
IMPORTANT NOTES:
o
o
o
The Non-Employee Information form is required anytime payment is being made to an individual.
Other documentation may be required if payment is being made to a non US citizen.
If an event is held on campus and the vendor/artist is not requesting payment, a University contract
is still required.
In some instances it may take up to 21 business days for payment to be processed. Please plan
accordingly.
An Equal Opportunity University