Procurement

Procure to Pay

Performance Agreements

A Performance Agreement is a contract between the University and an Artist or Speaker for a live performance or presentation. An artist includes individuals or groups providing music, theater, dance, film, or spoken word for an audience.

When is a Performance Agreement Needed? 

  • A Performance Agreement is required when hiring an artist for a performance.
  • If the engagement is a service rather than a performance, a Purchase Order is required instead.
    • Example: A face painter provides a service (requires a Purchase Order), while a mime is a performer (requires a Performance Agreement).

A Performance Agreement template is available for general campus use to streamline the hiring process (follow the steps below to initiate the Performance Agreement with Business Contracts). All performers—whether paid or unpaid—must provide a Certificate of Insurance unless Risk Management grants a special waiver.

Additional Notes:
  • Performance Agreements must be requested a month in advanced of Event!
  • If you are requesting a performance agreement that will be interactive, you must contact EHS for further review at ehs@ucr.edu.
  • Keep in mind, insurance waivers or interactive performances require additional approval. These approvals can take up to 15 business days each to process.
  • Mascot performances are handled by Student Life. For any request for a Mascot performance, please contact Colin Lewis at colin.lewis@ucr.edu.


Performance Agreement Workflow

 

 

Performance Agreement Process & Support
  • Needed for:
    NOT Needed for:
    • Music: Bands, DJs, and singers
    • Dance: Dance companies and individual performers
    • Authors: Reading or speaking about their work
    • Public Speakers: Inspirational or informational presentations for staff, faculty, and students
    • Performance-Based Presentations: Magicians, comedians, and jugglers
    • UCR Students: Insurance coverage is not required; they are paid via Banner
    • $0 Guests: Contract is still required
    • Performances Directly Related to Academic Curriculum
      (Honorarium)
    • Professional Expertise at a University-Sponsored Event (Independent Consultant or Contractor)
      • Includes panelists, workshop leaders, participants, or keynote speakers at conferences, workshops, or symposiums
    • Service Providers (Purchase Order Required)
    • UC Employees (Paid via their paycheck)
  • This framework outlines the steps for executing a Performance Agreement and processing payment.
     
    Step 1: Complete the Performance Agreement Intake Questionnaire & Confirm/Request Supplier in Oracle

    Intake Questionnaire
    (It is important for this to be as detailed as possible; one form per artist is required. This form will be routed to AP to confirm tax forms and intake form name match Oracle information. Intake form will be routed to Business Contracts (BUSCON) after performer is confirmed in Oracle)

    1. Fill out the Performance Agreement Intake Questionnaire a month in advance of the Event (available here)
    2. Email the completed questionnaire to buscon@ucr.edu.
    3. Business Contracts will draft the agreement and provide guidance if changes are requested.

    Confirm/Request Supplier in Oracle

    1. To request a supplier in Oracle, you must have the UCR Supplier Requester JR role in EACS (via Department SAA).
    2. Before requesting a supplier be added to Oracle, confirm that they are not already “Spend Authorized” within the system. If they are spend authorized, the information on the Intake Questionnaire must match what is in Oracle. For changes to Oracle, the performer should login to the portal and update their information. 
    3. If they are not in Oracle, submit the supplier request for them to be added as a Non-PO supplier (link to guide/link to website). 
    4. The supplier will receive a link to set up their profile and upload necessary documents into Oracle. This is a supplier guide that walks them through the process and has a video of the process from start to finish (link).

    Step 2: Insurance Requirements & Interactive Approval

    Certificate of Insurance

    1. Performers must provide a Certificate of Insurance (COI) that meets UCR’s requirements (example COI). UCR requests a million-dollar coverage
    2. Copy of Insurance should be sent to Business Contracts (buscon@ucr.edu). 
    3. If insurance is unavailable, the department must work with the artist to obtain coverage or request an exception to UC insurance requirements.

    Request for Exception to UC Insurance Requirements

    1. If Artist does not have insurance or does not want to request lower coverage amounts they can fill out and sign an Exception to Insurance_NIA_Hold Harmless Form.pdf. This must be completed before submitting to Risk Management because the signed agreement must be attached to the request (link to guide). 
    2. Once the signed waiver is provided to the department, submit the Request for Exception to UC Insurance Requirements through the Exception Request Portal. Additional information is available on the Risk Management website (link). Note: the review process can take up to 15 business days after submission. 
    3. Once an approval email is received, then the performer is cleared to move forward. 
    4. A copy of the fully executed risk waiver should be sent to Business Contracts (buscon@ucr.edu). 

    Physically Interactive Events

    1. If the presentation includes any “physically interactive” components, it must be approved by Environmental Health and Safety (EHS).
    2. The Performance Agreement Intake Questionnaire and Insurance must be provided emailed to EHS@ucr.edu for review and approval. Note: the review process can take up to 15 business days after submission. 
    3. Once an approval email is received, then the performer is cleared to move forward. 
    4. A copy of the approval should be sent to Business Contracts (buscon@ucr.edu). 

    Step 3: Obtain Necessary Signatures
    1. Next, the negotiation of legal terms and signatures will commence. 
    2. Secure signatures from both the performer/agent and an authorized UCR representative (Business Contracts).
    3. Once completed, the final agreement will be distributed. Note, after this, if the performer requests changes or a Rider, only the Materiel Management Director is authorized to approve modifications.

    Step 4: Coordinate Event Logistics
    1. Arrange required approvals and services (e.g., Security, Parking, Risk Management).
    2. Finalize all travel, accommodations, and equipment needs.
    3. Provide the artist/agent with a link to University policy: Regulations Governing Conduct of Non-Affiliates (Title V, Division 10, Chapter 1, Sections 10000–10015).

    Step 5: Payment Processing
    1. After the performance, submit the payment for the performer in ePay (ePay information, ePay FAQs). 
    2. Accounts Payable will issue the payment. 
    • Assist departments with completing the University’s standard Performance Agreement template and review agreements for accuracy.
    • Draft Performance Agreements upon department request and obtain the Certificate of Insurance when required.
    • Provide guidance on policies and procedures related to Performance Agreements.
    • Negotiate terms and conditions with the artist or agent when necessary.
    • Facilitate coordination with other campus services by providing relevant contacts.
    • Prepare agreements for signature by the Director of Materiel Management and the artist/agent when required.
    • Distribute fully executed agreements to the artist/agent.
    • Send a copy of the executed agreement and Certificate of Insurance to the department for payment processing.
    • Advise on policy issues related to performance events and direct departments to the appropriate office if needed.
    • Prepare amendments for signature if agreement terms change after execution.