Contracts
If an organization is paying an individual for a service (such as a speaker or entertainer) they are required to use a contract. Contracts are available in CSOLD, AMC 139. The following process must be followed in the order outlined or the Business Office will not be able to pay the individual. If a contract is more than $2,000 and the speaker or entertainer lives outside of Minnesota, a 2% entertainer's tax will be withheld. Contracts cannot contain erasures, cross-outs, or white-outs. Forms and Business Office Policies can be found here: http://www.stcloudstate.edu/businessservices/purchasing/manual/isa.asp. Please contact the Center for Student Organizations and Leadership Development for assistance in filling out a contract for any individual that you will be paying for their service.
The Individual Service Agreement (ISA) can be used for services under $1,750 and is for a "one time" payment only. If your agreement consists of partial payments please refer to SCSU003 contract process.
Process:
This process should be done two weeks before the event to make sure there is
enough time to process the forms.
- Student Organization will need to fill out a Contract Information Sheet form and a 1400 form, both can be found in the CSOLD office, AMC 139 .
- Once forms are completed, including your advisors' signature on the 1400 submit both forms to the CSOLD office.
- CSOLD will enter the information into the Purchasing Control System (PCS) and the ISA form.
- The ISA will be given back to the student organization for signature by the speaker/performer before the event.
- After the event the student organization will have the advisor sign the ISA and send it to CSOLD (AMC 139) for payment.
The Contract form SCSU003 is used for services over $1,750.
Process:
This process should be done at least two weeks before the event to make sure there
is enough time to process the forms.
- Student Organization will need to fill out a Contract Information Sheet form and a 1400 form, both can be found in the CSOLD office, AMC 139 .
- Once forms are completed, including your advisors' signature on the 1400, submit both forms to the CSOLD office.
- CSOLD will review the contract and discuss any concerns with the student organization.
- CSOLD will enter the information into the Purchasing Control System (PCS).
- CSOLD will have the contract signed by the authorizing signature on campus. (Currently the Vice President of Student Life and Development, Dr. Nathan Church).
- CSOLD will send the contract to the speaker/performer for signature. Originally contracts are needed. No faxes.
- Speaker/performer signs contract and mails it back to CSOLD.
- CSOLD will make a copy of the contract and walk the original contract and copy to Carol John in AS122.
- CSOLD will send the authorization letter to be signed AFTER the event to the advisor.
- Advisor needs to return the authorization letter to Carol John for payment.
- Student organizations are encouraged to keep updated with the processing of their contracts to make sure it will be processed on time for the event. Any questions can be directed to CSOLD or Carol John in AS 122.
- Contracts containing erasures, cross-outs or white outs will be returned to the organization to be redone unless all parties involved have initialed the changes. Any alteration of the contract may require approval from the Attorney General's Office.
- If the request is not entered into PCS and approved prior to the date of the contract, you will be sent a letter of explanation (16A late letter) to be completed and returned before payment can be issued.
