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How to Hire Performers

Summary: Learn how to engage the services of performers. Performing artists include singers, dancers, musicians, dramatic performers, and other entertainers, such as DJs, hypnotists, acrobats, and non-academic speakers.

How to Hire Performing Artists who are UCSC Employees or Student Employees

Performing artists who are UCSC employees or students are paid using a one-time payment via payroll and no Purchase Order is needed. Examples:

• A math instructor who is also an accomplished oboe-playing member of a UCSC ensemble
• A staff member who also plays harp for the Chancellor's reception
• A student hired as a Shakespeare Santa Cruz performer to teach a hip-hop class

See Appropriate Methods of Payment (pdf).
Contact Staff Human Resources or Academic Human Resources for assistance.

How to Hire Independent Performing Artists

• Forms for hiring and paying performing artists
• Requestor Procedure
• Purchasing Staff Procedure

Requestor Procedure

1. If the proposed performing artist is a near relative of a UC employee, complete the Conflict of Interest form.
2. Determine which Performance Agreement to use, based on Insurance requirements.
   
   1. Detemine whether category of performer to be hired is exempt from standard insurance requirements: review Supplier Categories Exempt from the Insurance Requirements. If insurance is not required,
   • For situations described in the Forms table above, prepare the UCSC Performance Agreement (EXE) (insurance values set to N/A) for the performing artist(s),

   OR

   • For low-risk performances under $5,000, provide all performance-related information directly in CruzBuy (no performance agreement is required.) CruzBuy instructions begin in Step 5 below.
   2. If unsure about insurance requirements, contact Purchasing for guidance.
   3. If insurance is required, prepare the UCSC Performance Agreement (INS) (with standard insurance requirements) for the performing artist(s).

Important: Business Contracts' approval is required before making any changes to the UCSC Performance Agreements and before signing any other contract presented by the performer! Changes require contract expertise. Do not try to do it on your own!

3. Provide the packet, which may include the following documents, to the performer:
   1. UCSC Performance Agreement
   2. Conflict of Interest form
   3. 204 form - Request that artist fax or mail completed 204 directly to UCSC Accounting. See UCSC Financial Affairs: Vendor Setup Guide.
4. Obtain completed, signed documents from the performing artist(s).
5. Process the CruzBuy Requisition:
   1. Determine which form to use:
      1. For the Colleges and SOAR, select the Student Programming form, and select YES for the dropdown question, "Are Services Being Requested?"
      2. For all other requestors, select the Services form.
   2. Enter the Supplier. See How to Find Suppliers or Add a Supplier.
   3. Enter a description of the event and the entertainment to be provided by the performing artist(s).
   4. Attach the completed, signed documents to the selected CruzBuy form.
      1. UCSC Performance Agreement, if applicable
      2. Conflict of Interest form if the proposed performing artist is a near relative of a UC employee
   • To insert an attachment, click the Attach/Link button. A popup window will open. Browse your hard drive and choose the needed electronic document. Click Open. Then, back in the CruzBuy dialog window, click the Attach Document button. Finally, close the Attachment popup window.
   • If unable to scan and attach signed documents, fax completed, signed documents to Purchasing (459-3300). Be sure to note the requisition number on any faxed documents.
   5. Submit the CruzBuy requisition.
6. The CruzBuy requisition will flow to your Org Approver, and then to Purchasing.
7. Submit UCSC Contract Payment Form to FAST/AP to request payment (in lieu of performer invoice). Send to mailstop: FAST/AP Office.
8. If the payment check for the performing artist(s) is needed for the day of the event, complete and submit a Special Check Handling form to AP. See the Financial Affairs Special Check Handling Guide, which provides a link to the form.

Note: For performers who are not U.S. citizens, a copy of their Visa and a completed I-94 form must be provided to FAST/AP by the requestor before payment can be processed. See also the FInancial Affairs Funded Activity Payment Guide.

Purchasing Staff Procedure

1. Review Conflict of Interest form and obtain approval from Director of Materiel Management, if applicable.
2. Review all Purchasing Agreements, with special attention to any non-standard contracts.
3. Confirm that performance artist(s) is in vendor database, and request 204 if needed.
4. If performer is not a U.S. citizen, inform requestor that a copy of the performer's Visa and a completed I-94 must be provided before payment can be released to the performer.
5. Obtain certificate of insurance (COI), if necessary. If requestor prefers to personally request COI from performing artist(s), they contact Purchasing.
6. Approve Purchase Order.
7. Print the PO and Performance Agreement (if applicable), and submit to FAST/AP. (FAST/AP is the Office of Record; FAST/AP attaches Performance Agreements to payment documents.)

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Examples for Forms for Requesting Performance Artists

• Student Programming Form
• Services Form

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Last revised: July 09, 2009 (am)