Coronavirus Information from Administration & Finance

Guest Lecture and other Independent Contractors

Services conducted by small business, primarily independent contractors, sole proprietors, or other small businesses. Service may include speaking, entertainment (balloon-animals), photography, etc.

Steps to Order

Competitive Bid Requirements

No bid necessary

Procurement process

  1. One-time only engagements on or off campus that do not exceed $1,000 for services such as speaking, lecturing, entertainment (balloon-animals), and artists may qualify for the Guest Lecturer Form.
  2. If using the Guest Lecturer Form:
    • Confirm event arrangements with your Guest Lecturer.
    • Complete the Guest Lecturer form including having the Guest Lecturer complete the Payee Certification Statement.
    • After services are rendered, email the Guest Lecturer Form to sbs-payment@calpoly.edu to request payment.
  3. If the engagement does not meet the Guest Lecturer Form requirements, is over $1,000, or if the speaker requires a signed contract or official offer, enter a Requisition for contracting by a Purchase Order.

Payment

Guest Lecturer Form (XLSX)
Purchase Order

Competitive Bid Requirements

No bid necessary

Procurement process

  1. Enter a requisition to contract by a PO. Make sure to select your assigned Procurement Specialist and include ALL quotes obtained and specify the selected vendor (speaker).
  2. If the vendor requests an official offer, Procurement Specialist will work with the Cal Poly User to provide an official and binding offer to vendor.
  3. Do NOT agree to any payment terms or schedules. The Procurement Specialist will negotiate the terms of the agreement including any deposits or payment schedules and is the only one allowed to approve different terms than Cal Poly’s standard payment terms of Net 30 days after services rendered.

    NOTE: The vendor shall make their own travel arrangements and request a Vendor Reimbursement; Cal Poly User shall not host or make arrangements on their behalf.

Payment

Purchase Order

Note: Out-of-state vendors may have 7% California income tax withheld from their fee payment if performing services in CA. Your Procurement Specialist can provide more details.

Contact your assigned Procurement Specialist