How to Hire Performing Artists for Campus Events

Eligible for UCSD Performance Agreements

If the performer falls under one of these categories, continue to Step 2 unless otherwise specified.

• Student(s)
  • When hiring a Student Organization or a student performer from an Student Organization a performance agreement should be completed, but payment will be processed through campus recharge. For payment details, see this page.
  • When hiring a student who is employed by a UC Campus Department, but not associated with a student organization, a performance agreement should be completed and payment should be processed through the hiring department's Human Resources office (payroll).
  • When hiring a student who is not employed by a UC Campus Department, and not associated with a student organization, see How to Hire Students.
  • When hiring a student who is performing free of charge, a $0 performance agreement (short form) should be completed for insurance liability purposes. The W-9 is not required or needed.
• Speaker
  • People invited by UCSD to serve as guest speakers in a classroom setting may be paid an honorarium. Honorarium payments are paid in lieu of reimbursement of travel expenses or any other payment of fees for service.
  • If the guest speaker has been invited to speak at a special event, the UEO performance agreement should be completed.
  • Honoraria payments for non-UC employees should be made via the online Oracle Process.
  • Payments to UC employees:
    • Full-time academic employees of UCSD are not generally eligible for honoraria payments.
    • UC employees should not be paid honoraria via Concur but rather via the Payroll process.
    • Employees of other UC campuses are eligible, but should be paid via the intercampus payment process. Follow the instructions in How to Process a One-Time Intercampus Payment.
    • Payments for periods of greater than 2 weeks should be reviewed carefully. Generally periods of greater than 2 weeks should be handled via the payroll process.
    • For additional information, refer to Academic Personnel Services.
• DJ
• Band
• Vocalist
• Dance company/ dancer
• Magician

Ineligible for UCSD Performance Agreements

Create a Purchase Order (PO) in Oracle Procurement

• Rides
• Games
• Leadership training workshops
• Instructional services (e.g., academic subject, dance, yoga)
• Auctioneer
• Face Painter
• Henna Artist
• Balloon Artist
• Caricature Artist
• Bouncy Services
• Casino Night services
• Auctioneer

• Event title, performer's name, and description of event
• Performance date, start and end time, performance venue
• Any university obligations, such as travel arrangements, accommodations, or necessary equipment
• Payment information, including address, phone number, and citizenship of payee and amount to be paid
• Sponsoring department information, including department name, Mail Code, recharge index number, and your name, phone number, and e-mail
• Departments processing Performance Agreements for Student Organizations:
  • Issue Performance Agreement to Student Organization using UC San Diego address (9500 Gilman Drive) and the Student Org. mail code.
  • Performance Agreement must be signed by a principal member of the student organization.

Choose the Correct Form

• If the total monetary value is less than $1,000 (including any travel expense reimbursement), complete and submit the form (login required).
  
  • Your department must pay a $15 form processing fee, which will be charged to the Chart of Accounts number you provide.

• If the total monetary value is $1,000 or greater, complete and submit the form (login required).
  
  • Your department must pay a $20 form processing fee, which will be charged to the Chart of Accounts number you provide.

Performer Riders/ Contracts

• In certain situations, the Artist’s or Performer’s contract rider can be added as an addendum to the UEO Performance Agreement.
• It is the responsibility of the hiring department to make any necessary edits to the artist’s rider prior to being submitted for final signature.
• Any questions regarding artist’s riders can be directed to Anthony Tran.

• Following instructions on the agreement cover letter, the artist or agent will sign the performance agreement and return it via e-mail or mail to the person/department that initiated the agreement.  
  * Note: During the campus closure, please instruct the artist or agent to return the agreement via e-mail only.
• After the signed agreement is returned to you, forward it to the University Events Office (UEO), Attn: Jennifer Mancano at Mail Code 0064 or via email to performance_contract@ad.ucsd.edu.
  * Note: During the campus closure, please forward the agreement via e-mail only.
• The University Events Office will send you a copy of the fully executed performance agreement.

• After you receive a copy of the fully executed agreement, use Services & Support (payment type Services, Honorarium; sub-type Performing Artist) to process the payment to the performer.
  • All payees must be active in Oracle. To check the status please use the Supplier Inquiry report in the Procure to Pay Panorama
  • If payee is not active then you must invite the payee to complete the PaymentWorks registration form.
    • Blink page on PaymentWorks
  • You must have a fully executed contract before payment can be made.
• Departments Hiring Student Organizations:
  • Contact Student Organization Fund Manager to obtain an index number.
  • Process a financial journal transfer to the index number provided by the Student Organization Fund Manager.