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Contact the Business Office

Telephone:
(808) 974-7404

Fax:
(808) 974-7713

Mail:
Business Office
University of Hawaii at Hilo
200 W. Kawili St.
Hilo, HI 96720-4091

Performers

UH Hilo > Business Office > Easy Reference Guides

If the performer is a single individual, the requisition can be made out to that individual.  Attach letter of invite, non-employee invoice, receipts, correspondence that apply to the performance, minutes, agenda, etc.  You must use the individual’s legal name on all documents.

If the performer is a group, the requisition must be made out to the group's name.  If they are not listed in FMIS with a vendor code, have them complete a W-9.  If they do not have a Federal ID number, and payment is to be issued to a member in the group, an invoice should be made from the group name, with instructions that check is to be payable to the individual.  The individual would then need to complete and sign a WH-1 with applicable attachments.  A list of the members of the group should be included to verify that payment can be made to this individual.  Attach letter of invite, receipts, correspondence that apply to the performance, minutes, agenda, etc.

If there is a contract with a talent agency for a performance by an individual or group, the requisition should be made to the agency for the whole amount.  If the contract states that part of the payment should go to the performer, the agency must complete and sign an "Assignment of Money by Party to Whom the University is Directly Indebted" (OPRPM Form 90) and get it notarized prior to submitting it to the Business Office. Any alterations to contracts need to be approved by all parties involved.

OPRPM Form 90 can be found at:
http://www.hawaii.edu/svpa/apm/a8200/Forms/Form90.pdf

On the body of the requisition, type in:
"Exempt purchase, pursuant to APM Section A8.220, Exemption No. 16."

Cross reference any other requisitions or Pcard transactions that apply.

Letter of invite should include:

• what the university is paying for – airfare, lodging, per diem, etc.
• how payment will be made – reimbursed to traveler, etc.
• inform traveler they are required to turn in boarding passes in order to be reimbursed for airfare.
• inform traveler that receipts are required in order to be reimbursed for taxi, hotel, car rental, etc.  Receipts must show item was paid, and the method of payment (cash, credit card, etc.).

Non-employee Invoice is to have original signature and original receipts.

If individual is not a US citizen, a WH-1 and applicable attachments are required.