Contract Request Policy

The Wesleyan Student Assembly (WSA) Finance Office oversees contractual negotiations for WSA student-sponsored events that feature independent contractors. Independent contractors are any visiting artists, speakers, and performers, paid or unpaid, who provide one- time services to the Wesleyan community. All independent contractors who provide services to the University must sign a Wesleyan contract prior to the date of the engagement. Students must request a Wesleyan University Contract through the student organization portal, OrgSync. Students can log into their portal and navigate to OrgSync to submit a Contract Request Form. All Contract Request Forms should be submitted at least six weeks before the date of the engagement.

The following guidelines must be followed to ensure successful completion of the Contract Request Process:

  1. No independent contractors may perform or provide services for students on Wesleyan University grounds if a contract has not been signed by the authorized signatory before the engagement date.

  2. Students cannot act as the authorized signatory representing Wesleyan University for any contracts on campus.

  3. Students should not agree to or attempt to enter into any agreements, settlements, or arrangements of any kind with independent contractors, whether verbal or written, without consulting an authorized Wesleyan University administrator beforehand.

  4. Students cannot host or bring independent contractors to Wesleyan University grounds without an authorized contract. If this guideline is not adhered to, the student will be responsible for payment and/or recommended to meet with the Community Standards Board.

  5. Students must comply with WSA Finance Office standard contract request procedures upon receiving funds from WSA’s Concert Committee (CC) or the Student Budget Committee (SBC) in order to successfully host activities or events featuring independent contractors. Students must also comply with the policies and procedures of collaborating departments involved in the contract process including, but not limited to, Center for the Arts (CFA), Residential Life office, the Resource Center, and Student Activities and Leadership Development (SALD).

  6. The Contract Request Form cannot be submitted until all funding and all venue accommodations have been secured and all negotiations between independent contractor, student, and Wesleyan University have been completed.

    • Negotiations include but are not limited to: securing all outlined items in tech and hospitality riders, agreed upon honorarium, venue adjustments, performance duration, etc.
  7. Students must submit all necessary contract-related documents through the OrgSync online submission portal only. Documents submitted via any other medium will not be accepted.

    • For any contracts less than $5,000, only Wesleyan University standard contracts will be used.

  8. Retroactive payments will not be made to independent contractors who have neglected to sign a Wesleyan University Contract prior to providing services for the Wesleyan community.

  9. Independent contractors who are non-Connecticut state residents may be subject to a 6.99% CT Athletes and Entertainers tax.

  10. Federal Non-Resident Aliens (non-US Citizens) may be subject to a 30% income tax depending on their country of residence’s tax treaty with the United States of America.

    • All Federal Non-Resident Alien contractors must ll out the appropriate tax documentation according to the Wesleyan University Finance Office procedures and policies.

Contract Request Dates and Timelines:

The WSA Finance Office must adhere to the timelines of key administration departments who provide support with tax preparation, payment, and processing of contracts. The contract request guidelines noted above explain the expectations and rules for bringing independent contractors who are sponsored or cosponsored by WSA to Wesleyan’s campus. Adherence to the following dates and deadlines will ensure that all relevant parties have the opportunity to review all uploaded contract documentation, tax forms, and immigration materials, so that payment is made in a timely manner. Failure to follow these deadlines will slow down the contract request process and may prohibit an independent contractor from coming to campus.

  • WEEKLY SUBMITTAL DATE FOR EACH TERM:

    • The WSA Finance Office reviews online contract request submittals every Friday at noon.

  • FINAL SUBMITTAL DATE FOR EACH TERM: To allow for administrative departments to process independent contractors’ payments in a timely manner, all Contract Request Forms are due four Fridays before classes end each term.

    • Any Contract Request Forms submitted after the deadline will not be reviewed by the WSA Finance Office.

  • Students are encouraged to attend the contract training sessions announced each term to provide you with further knowledge.