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Hiring a Presenter

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Instructions for Hiring a Presenter/Facilitator with Learning & Development Funds

Use this BOC Pre-hire checklist to hire a presenter.


Follow these steps when hiring a facilitator/presenter for a training supported with Learning & Development funds, that will span a week or less and require a one-time payment. This process can take up to 30-days so make your request early.

Instructions:

  1. Send non-UC persons being paid, a link to the W-9 form. Tell them to complete it and that they will receive an Email from UC Davis with information on where to upload the completed form.

When hiring a Non UC Persons or UC Academic (UC Staff are ineligible for Honoraria)

For active UC Academics (ANR or non-ANR) please consult Academic Personnel @ humanresources@ucanr.edu.

 

What is a honorarium? A nominal, non-negotiated payment granted to an individual in recognition of a special service or distinguished achievement for which propriety precludes setting a fixed price. There is no set honorarium amount for giving a lecture or series of lectures, or performing a similar service.

Generally, honoraria are nominal, non-negotiated payments made to individuals of scholarly or professional standing in conjunction with a programmatic activity benefitting the UC ANR mission.
1. Examples of activities for which an honorarium may be issued include but are not limited to:
a. Providing a special lecture or short series of lectures of an academic nature.
b. Participation in a seminar or workshop (of no more than two week’s duration)
as a speaker, panelist, or as a member of a volunteer board or committee.
c. A speaking engagement.
d. Appraisal of a manuscript or an article submitted to a professional publication.

Examples of services which may not be compensated with honoraria include UC Extension teaching, translating, editing, graphic art development, and any other service which is provided for in a UC job description

UC Academics can only get an honorarium, not a contract. However, non-UC people can get either a honorarium (flat, non-negotiated payment in appreciation) or a contract. For contracts see below:

When hiring a Non UC Presenters and Facilitators, or emeritus UC Academics without salary

      Fill out these forms

  1. Purchase Request: Forward to your fiscal office for their signature.
  2. Contracting Out Services: Forward to Ian Smith ijsmith@ucanr.edu in HR for his signature.
  3. Pre-Hire Form (Independent Contractor form): Forward to Bethanie Brown Bethanie brbbrown@ucanr.edu or Tina Jordan tljordan@ucanr.edu

Send to the ANR Business Operations Center boc-parnter5@ucanr.edu all of the above including the contractor

    • bio, web link, or CV/resume of the presenter
    • event agenda
    • agreement or invoice

When hiring a person to do extended work, a couple of months or so:

Complete these forms and obtain signatures prior to sending to ANR Business Operations Center:

  1. Purchase Request:  Obtain your fiscal officer signature.
  2. Contracting Out Services: Obtain signature from HR: Ian Smith ijsmith@ucanr.edu
  3. Pre-Hire Form (Independent Contractor form): Obtain HR signature from: Bethanie Brown Bethanie brbbrown@ucanr.edu or Tina Jordan tljordan@ucanr.edu

For all hires:

The Business Operations Center needs from the Workflow Automation System (WFA), a “Check Request” for an Honorarium, a W9 if they are not in the KFS Vendor system and an agenda. The agenda  does need to show the presenter/speakers name. To get access to WFA you email supports@ucanr.edu. For non-UC people request a check through Honorarium Check Request for Non-Employees.

If someone from leadership specifically requested or supported this hire, please add that information and send it to the Learning and Development Coordinator jlazulai@ucanr.edu

What happens after you send all this information to Learning & Development?
The Learning coordinator will forward your documents and request to the appropriate persons (HR for UC Employees ~ BOC for non-UC Employees & Companies/Businesses); the Learning coordinator will let you know when the request has been approved and completed.

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