University of Mary Washington | eVA Entertainment Exceptions

The Centennial Celebration 1908-2008

Title/vendor	description of service	Purchasing/Processing Requirements	Accounts Payable Requirements	Coding and Miscellaneous
Community Orchestra Members or Performing Artists	An individual(s) involved in the presentation of music, dance, or song for stage performance	Process as a Direct Pay into Banner* Use the university contract, called the University Performance Contract, which is required for scope of service and payment requirements. Progress payments acceptable only if payment terms are included in the contract. Contract must be reviewed and signed by Purchasing. For vendor contracts (contracts written by the vendor, rather than the University's Performance Contract)--include the University Addendum with the contract. Contract must be reviewed and signed by Purchasing. *If vendor does not accept credit card.	Paper invoice from vendor. Progress payments acceptable. Send copy of contract and invoice to AP for each payment. Vendor Application Form is required for first time vendors.	Use Account code 71268 and use Activity code "Exempt"
Music Director or Composer Choreographer Piano Tuner	Composes, coordinates, directs, or assists in the presentation or performance of music, dance, and various talent before or during the stage performance	Enter into eVA. Insert scope of services and payment requirements. Progress payments acceptable only if payment terms are included in the eVA order.	Paper invoice from vendor, insert DO number for contract reference. Vendor Application Form is required for first time vendors.	Use Account code 71268. Payment due 30 days after service is completed unless specified otherwise in contract.
UMW Student Orchestra Member UMW Student Performer UMW Student Stage Assistant	UMW students who deliver a product or perform a service for the orchestra, stage, performance members, or who are involved in stage productions and setups, before or during the stage performance.	To begin the student payment process, first call Financial Aid. Information regarding student employment can be found at http://www.umw.edu/financialaid/campus_employment/default.php
Costume Designer Set Designer Design Crew Stage Assistant	Designs, maintains, repairs, or in some manner assists in the production or delivery of a good or service to support the performance either before or during the staged event.	Enter into eVA. Insert scope of services and payment requirements. Progress payments acceptable only if payment terms are included in eVA order.	Paper invoice from vendor, insert DO number for contract reference. Vendor Application Form is required for first time vendors.	Use Account code 71268. Payments due 30 days after service unless specified otherwise in contract.
Master Class Instructor or Guest Speaker non-employee	Teaches a class or provides a lecture, speech or discussion for one to two hours on various topics related to the theatre, drama or entertainment.	Process as a Direct Pay into Banner.* No contract required. *If vendor does not accept credit card.	Enter into Banner as a Direct Pay. Use the Invoice for Direct Pay Request Form. Vendor Application Form is required for first time vendors.	Use Account code 71413. Payment is due 30 days from the date of service or date invoice was received on UMW campus, whichever is later or as otherwise stated on the Direct Pay Request form To process Employee payments, complete a Special Pay form and process through Payroll. Contact Payroll at www.umw.edu/finance/payroll
Student Composition/Juried	Students who compete in musical, theatrical, writing or related competitions for cash prizes.	Process as a Direct Pay into Banner. Student employees may receive cash awards without contacting the Financial Aid Office. No contract required.	Enter into Banner as a Direct Pay. Use the Invoice for Direct Pay Request form. Vendor Application Form is required for first time vendors.	Use Account code 71412. Payment is due as stated on the Banner FAAINVE form. Please allow 5 days for processing. Checks for distribution may be picked up in the Cashier's office in GW Hall.
Ticket or Entry fees for Student attendance at entertainment related events	Students (to include those on campus for summer programs) who attend the theatre, bowling, rope climbing, a ball game...activities that provide entertainment value by student participation or view.	Process as a Direct Pay into Banner* Depending on type of entertainment provided and circumstances of the event, contract may be required. Contact Purchasing with inquiries. Use university contract-University Performance Contract required for scope of service and payment requirements. Contract must be reviewed and signed by Purchasing. For vendor contract-use the University Addendum. Contract must be reviewed and signed by Purchasing. *If vendor does not accept credit card.	Paper invoice from vendor. Progress payments acceptable. Send copy of contract and invoice to AP for each payment. Vendor Application Form is required for first time vendors.	Use Account Code 71268 and the "Exempt" Activity code. Payment is due 30 days from date of service or invoice, whichever is later--unless otherwise stated on contract.
Miscellaneous Performance type Vendors	Vendors brought to campus for a specific entertainment value. For instance, Craft Fair participants, Musical Groups	Process as a Direct Pay into Banner.* Depending on type of entertainment provided and circumstances of the event, contract may be required. Contact Purchasing with inquiries. Use university contract-University Performance Contract required for scope of service and payment requirements. Contract must be reviewed and signed by Purchasing. For vendor contract-use the University Addendum. Contract must be reviewed and signed by Purchasing. Progress payments acceptable only if payment terms are included in the contract. *If vendor does not accept credit card	Paper invoice from vendor. Progress payments acceptable. Send copy of contract and invoice to AP for each payment. Vendor Application Form is required for first time vendors.	Use Account code 71268 and "Exempt" in the Activity Code field. Payment is due 30 days from the date of service or the date the invoice was received at UMW, whichever is later-- unless otherwise stated on contract.