This page is for Community Partners, giving them information about how to connect with 蘑菇视频 opportunities and what to expect with the process and timelines for working with a public institution. As a public university, the 蘑菇视频 is committed to bring value to the state and community partners as part of its educational mission.听
Jump to sections:
- Getting Payments from 蘑菇视频 – receiving compensation for goods or services
- Paying 蘑菇视频 – buying goods and services from 蘑菇视频
- Other Types of Payments
- Partnering without Payments
*Also see Frequently Asked Questions from Community Partners
Getting Payments from 蘑菇视频
For community partners selling goods and services in exchange for payment from 蘑菇视频.
The payment pathway for the sale of goods and services is determined by the purchase amount, what is being bought, and if the recipient is an individual or a business. Examples for each pathway are given below as well as information on working with 蘑菇视频. Timelines for these pathways are in the ‘Planning Payments and Timelines for Community Partners’ document in Downloads and Useful Links.
Professional service payments to an individual up to $10,000
Example: Consulting for 蘑菇视频 program to provide expertise on updating their supports for different student populations. The total consulting charges will be $9,000, split into 3 payments of $3,000 at different project completion points throughout 3 months of service.
Professional service payments are not subject to sales tax and can be paid directly to the individual performing the services rather than to a business. Before beginning to work, confirm with the 蘑菇视频 program that work will be paid through Miscellaneous Payment instead of needing to become a registered 蘑菇视频 Supplier. If the community partner needs to become a 蘑菇视频 Supplier, use the Invoice for Goods and Services pathway below.听
If part of this work will involve using personal information from 蘑菇视频 students, employees, or other 蘑菇视频 partners, complete Data Processing Agreements (see below) before work begins.
Miscellaneous payments can be paid by check, electronic direct deposit, zelle, or pick-up. Decide payment method with the 蘑菇视频 program when planning the activity.听
These payments will require an invoice but this is not the normal payment pathway for invoices described below. All of the Invoice Payment pathways below are for individuals or businesses that are registered as 蘑菇视频 Suppliers. See Downloads and Useful Links听for a sample Invoice Template. Do not use the Invoice Instructions document because this is not for Miscellaneous Payment invoices.
The community partner may invoice multiple times for the same project, but the total for the planned activity cannot be more than $10,000. If the project will be invoiced multiple times, the 蘑菇视频 program will either collect the community partner鈥檚 personal information for each payment or keep it securely stored until payments are complete.
Tax ID numbers are not required for payment if the community partner is a domestic recipient, receiving less than $1500 in all 1099 tax reportable payments in a calendar year. However, international recipients may need to provide identification information and documents since these payments will always have a tax assessed unless the recipient can claim a tax treaty. The partnering 蘑菇视频 program can assist with questions and action items for tax reporting.听
Payments on credit cards to a business merchant account.听
Example: Catering for a 蘑菇视频 event with a total cost of $4,000, split into a $1,000 deposit and $3,000 final payment after the event.
Credit card payment is generally a fast and uncomplicated option for the 蘑菇视频 program and the community partner business.
The 蘑菇视频 program will need an itemized receipt to document the purchase and payment. If the online payment portal or in-person checkout does not provide detailed information in a confirmation receipt, create an invoice to give the additional details. See Downloads and Useful Links听for a sample Invoice Template.
When planning the activity and billing with the 蘑菇视频 program, these situations may take additional time to complete before the activity or payment is completed:
- If the total activity cost is more than $10,000, the program will need to receive 蘑菇视频 Central approval before moving forward with the activity. If the program is still in this planning phase, the community partner may be asked for a scope of activities or a quote as part of the program鈥檚 market research.
- If part of this work will involve using personal information from 蘑菇视频 students, employees, or other 蘑菇视频 partners, complete Data Processing Agreements (see below) before work begins.
- If a contract needs to be signed, the 蘑菇视频 Central Buying staff will do this on behalf of the 蘑菇视频 program and they are the only allowed signers for 蘑菇视频 purchasing. This may take a week or so to complete.
- If one of the payments is over the 蘑菇视频 credit card transactional limit, the 蘑菇视频 program will request a spending increase and will work with the community partner to plan the payment timing.
Goods, personal services or services subject to sales tax up to $10,000
Example: 100 custom printed t-shirts for students in a 蘑菇视频 program activity, with one invoice for the shirts, printing, and shipping for $10,000, paid on delivery.
Example: Website design services for a 蘑菇视频 program, with one invoice for $7,500 billed at the end of the work.
Plan the activity scope and payment schedule with the 蘑菇视频 program. See information below and in the Frequently Asked Questions听on planning payment timing and what costs that may be considered when calculating rates or keeping as separately billed expenses.
Community Partners should let the 蘑菇视频 program know if they are not already a registered 蘑菇视频 Supplier so the program can request the Supplier account set up. Account set-up is completed by providing tax ID and payment information through 蘑菇视频鈥檚 secure Supplier account portal. 蘑菇视频 Suppliers can be individuals or businesses, but cannot be both at the same time. Two accounts will be needed, one for the individual and one for the business, if a community partner does both types of work. If the work is being paid to an individual 蘑菇视频 Supplier (SSN or ITIN for US residents and to international individuals working outside the US), they can only receive check payments at this time from 蘑菇视频. Businesses that are 蘑菇视频 Suppliers (domestic with an EIN and international) may receive check or electronic payment through ACH/wire transfer.
If part of this work will involve using personal information from 蘑菇视频 students, employees, or other 蘑菇视频 partners, complete Data Processing Agreements (see below) before work begins.
If the work requires a contract to be signed, then the 蘑菇视频 program will request 蘑菇视频 to create a Purchase Order (PO) for the community partner to invoice against at the end of the activity instead. The 蘑菇视频 program staff are not allowed to sign purchasing contracts and will need to have a PO created for 蘑菇视频 to sign the document with the community partner. POs are considered contracts by 蘑菇视频, so a community partner can request that a PO be issued to guarantee the activity terms. If a PO is made, the community partner will follow the instructions on the PO emailed to them by 蘑菇视频 for invoicing.
If a contract does not need to be signed and the community partner does not want a PO issued, then the partner will send an invoice to the 蘑菇视频 program when the activity is completed. Multiple invoices can be billed and paid once the activities on each invoice are completed. The 蘑菇视频 program will submit each invoice to 蘑菇视频 for payment. See Downloads and Useful Links听for a sample Invoice Template.
All payments over $10,000
Example: Rental of community commons space for 4 蘑菇视频 gatherings, each gathering costing $5,000 for a total of $20,000.
If the total activity cost is more than $10,000, the program will need to receive 蘑菇视频 Central approval before moving forward with the activity. If the program is still in this planning phase, the community partner may be asked for a scope of activities or a quote as part of the program鈥檚 market research.
If the business can accept credit card payment, the community partner can decide to accept payment this way rather than check or ACH. 蘑菇视频 prefers payment by check or ACH instead of credit card because it saves the costs of merchant fees, but will pay by credit card if that is the community partner鈥檚 business preference.
Community Partners should let the 蘑菇视频 program know if they are not already a registered 蘑菇视频 Supplier so the program can request the Supplier account set up. Account set-up is completed by providing tax ID and payment information through 蘑菇视频鈥檚 secure Supplier account portal. 蘑菇视频 Suppliers can be individuals or businesses, but cannot be both at the same time. Two accounts will be needed, one for the individual and one for the business, if a community partner does both types of work. If the work is being paid to an individual 蘑菇视频 Supplier (SSN or ITIN for US residents and to international individuals working outside the US), they can only receive check payments at this time from 蘑菇视频. Businesses that are 蘑菇视频 Suppliers (domestic with an EIN and international) may receive check or electronic payment through ACH/wire transfer.
If part of this work will involve using personal information from 蘑菇视频 students, employees, or other 蘑菇视频 partners, complete Data Processing Agreements (see below) before work begins.
Unless the activity has been approved for credit card payment, a Purchase Order (PO) will be issued in advance of the work starting by 蘑菇视频. If the work requires a contract to be signed, then the authorized 蘑菇视频 Buyers will sign the contract when the PO is created. The 蘑菇视频 program staff are not allowed to sign a purchasing contract with the community partner. Even if a separate contract is not made and signed, POs are considered contracts by 蘑菇视频 and guarantee the activity terms. Once billable activities are completed and it is time for payment, the community partner will follow the instructions on the PO emailed to them by 蘑菇视频 for invoicing.
Finding Opportunities to Work with 蘑菇视频 as a Seller
蘑菇视频 is a university and a government agency. As both, it will follow both Washington laws and university policies when partnering with the community through purchasing. These laws and policies are designed to make it so there will not be unfair advantages given to preferred businesses or individuals, and that 蘑菇视频 is spending in a way that creates best value for Washington. Making sure purchases are fair and giving best value normally means that 蘑菇视频 is slower to agree to work and complete payment than non-government organizations.
These are things community partners can do to potentially increase their business with 蘑菇视频 and other Washington governmental agencies, as well as minimize the wait-time in activity approvals and payments.
All 蘑菇视频 purchasing starts with a program need and then 蘑菇视频 staff will search for the provider who can best fulfill that need. Community partners can more easily be found by 蘑菇视频 staff and partners can see new opportunities to work by:
- Checking Existing Solicitations: 蘑菇视频 and Washington post their calls for work, called Solicitations, so businesses can submit bids for the contracted project. Generally, individuals will need to register as sole-proprietor businesses to be eligible for government contracts, but this may not be required. Posted solicitations tend to be for larger value contracts and for work that could be done by many businesses, so finding the best value needs to happen through public bidding. Washington also has resources to support small and diverse businesses learning how to bid for contracts and participate in public solicitations.
- Registering with Agencies and Organizations: When the work needed does not require a posted solicitation by Washington policy, 蘑菇视频 programs will look at agency or organizational registrations to see which businesses and individuals listed there could fit the activity needs. Besides the larger, governmental and professional register lists, 蘑菇视频 programs will also search for community-specific lists or resources to connect with individual partners and small businesses.
- Registering with 蘑菇视频 and Building Connections: Besides searches made by 蘑菇视频 programs, 蘑菇视频 Procurement (蘑菇视频鈥檚 purchasing office) will find individual and business providers that could fit 蘑菇视频鈥檚 activity needs. Community partners that provide goods and services can register with 蘑菇视频 Procurement鈥檚 internal registry. When 蘑菇视频 Procurement is asked by 蘑菇视频 programs to assist with finding a goods or services provider, this internal registry will be checked as a first step in the search process. 蘑菇视频 Procurement and the Consulting and Business Development Center at 蘑菇视频 Foster School of Business have additional learning and support resources available community partners. Generally, 蘑菇视频 programs and individual staff will not offer additional connection opportunities to specific individuals or small businesses since this can give an unfair advantage to those select partnerships. Community partners should use the 蘑菇视频, governmental, and community-based resources to increase their visibility and connections with 蘑菇视频 staff and programs.
See Downloads and Useful Links听for more information on these opportunities and links to the 蘑菇视频, Washington, and Federal government resources.
It is often difficult or impossible to change the costs, timeline, and activity description after 蘑菇视频 has reviewed and approved the spending plan provided by the community partner and 蘑菇视频 program. If the changes are possible, it can take weeks to update an existing contract, and if it is impossible to make the changes, the existing contract will need to be cancelled and a new one made. These changes will delay payments, sometimes significantly, for community partners. To make sure the activity and payments proceed as quickly as possible, community partners can make sure their proposed plans and scope of work gives both details and flexibility.
Costs
Activity costs can be by goods or service type, or it can be an hourly rate based service. Community partners can decide if they want to include all of the associated costs they will have to produce the goods or to deliver on the services in their rates or list out these expenses as separate line items.
Example: $100 per t-shirt鈥� or 鈥� $90 per shirt and $10 for printing set-up and delivery per shirt.
Example: $50 per hour worked for 1 hour鈥� or鈥� $40 per hour worked for 1 hour and $10 travel expense reimbursement for 1 hr consulting work on 蘑菇视频 campus.
Keep in mind that reimbursement activities on invoices are business expenses and not processed as a reimbursement to the community partner by 蘑菇视频. Plan with the 蘑菇视频 program to see what business expenses they are allowed to pay for while working through the rest of the activity details. Reimbursed business expenses need to be identified as a cost separate from other activity items on 蘑菇视频 issued Purchase Orders and invoice payments.
Timeline
Community partners and 蘑菇视频 programs should plan payment and activity dates using these requirements and recommendations:
- 蘑菇视频 Supplier set-up could take a couple of weeks, especially if direct deposit is selected as the primary payment method. If the community partner is a new 蘑菇视频 Supplier, include this waiting period into the timeline planning before paid activities start.
- Paid activities cannot start before 蘑菇视频 has approved the spending. This means that Purchase Orders (PO) or purchasing over $10,000 will need to be approved by 蘑菇视频 Procurement before the activity begins. Use the ‘Planning Payments and Timelines for Community Partners’ document in Downloads and Useful Links听to see how far in advance activity start dates should be when requiring 蘑菇视频 Procurement approval.
- Invoicing and payment needs to happen after the activities are completed, so plan the invoicing times and activity completion benchmarks in the scope and make them into separate invoice service lines when POs are made.
- Invoice payments from POs may take up to 30 days for 蘑菇视频 to issue the deposit or check. Plan for this wait time.
Details and Flexibility
Including details in the activity scope gives clarity on what payments will be and when they will happen. Community partners and 蘑菇视频 programs can also provide details to give helpful project flexibility, such as:
- One service line item on a PO that all service invoices will pay out of. This can be invoiced against as frequently as needed but the frequency or benchmarks for invoicing should be documented in the scope of activities.
- Since it will cause payment and work delays to add additional project funds to an activity plan, the plan and its created PO may be made for the maximum possible amount to pay for goods and services. The full amount does not need to be invoiced and terms can be included in the scope to cover the anticipated spend but the additional funds are available if approved for more activities by the 蘑菇视频 program. This additional activity amount can be a separate invoice line in the PO.
Since 蘑菇视频 serves so many individuals and populations, there are required processes to minimize risk in 蘑菇视频 partnerships and protect the served community in real and digital spaces. Incorporate these protective process steps into the planning time so the start of the activity and payments are not delayed.
Working with Sensitive Information
The 蘑菇视频 program will complete any needed forms for data processing with the community partner. There may be additional questions to the community partner describing how sensitive information is gathered, used, stored, and disposed. Expect additional forms to be completed before partnered activities may start when working with:
- Any identifying information for 蘑菇视频 students, staff, and participants in 蘑菇视频-sponsored programing
- Identifying information specifically for youths/minors
- Healthcare data
- Educational records
- Identifying information or data coming from individuals in the European Union.
Working with Youth and Vulnerable Populations
蘑菇视频 has additional requirements to prevent incidents when activities include youth or any group which may have increased vulnerabilities. Incorporating specific practices to decrease risk may need to be incorporated into the initial scope and impact how the activities are conducted.
Working with Food
Preparing, handling, and service permits are required documentation for most activities where food is served at 蘑菇视频. If documentation is required, the 蘑菇视频 program will submit this for 蘑菇视频 approval before the start of the activity, at least 3 weeks in advance of an event. The community partner and UE program may want the step completed before the submission of other agreements concerning payment, if there is concern about the approval being completed in time.
Insurance
蘑菇视频 students, staff, and those working on the university鈥檚 behalf are covered with limited liability. Proof of coverage may be given to the community partner and is also available for viewing and download from . Depending on the activity, additional coverage may be necessary and this should be completed before the beginning of paid activities with the community partner.
Proprietary Information
IP and innovation ownership generally only comes up with payment agreements within research activities. Ownership of information (including patents, copyrights, and tangible materials) covers who owned and used it before the project, who accesses and uses it during the project, and who owns and uses it after the project. This needs to be a part of the project agreement and will take additional review and approval time by various 蘑菇视频 central offices. This will need to be fully approved before work may begin or any exchange of proprietary information.
Paying 蘑菇视频
For community partners buying goods or services provided by 蘑菇视频
Most purchases made by partners for community-engaged activities are invoice payments to 蘑菇视频 for activities supporting academic programs where the partner is using 蘑菇视频 resources or 蘑菇视频 students are receiving educational enrichment hosted or provided by the partner. Some 蘑菇视频 programs may have the ability to accept credit card payments, but it is more common for 蘑菇视频 to issue an invoice to the community partner for them to pay through check or ACH/wire. If credit card payments are available, the 蘑菇视频 program will share that method with the community partner and provide invoicing documentation if needed in addition to the receipt.
Example: A community partner is supervising a 蘑菇视频 student for an internship over the school year. The community partner needs to pay the 蘑菇视频 program $2000 for the administrative support to recruit, place, and provide educational oversight for the student intern.
Example: The staff member will analyze data for an external community partner as a specialized subject matter expert for payment to their 蘑菇视频 program.
At this time, it is not required that the community partner becomes a registered 蘑菇视频 Customer so they can pay 蘑菇视频 by invoice, but it is a faster and easier process if registration is completed.
The 蘑菇视频 program will collect the business name, address, contact information, and billing contacts from the community partner. It is not necessary to collect a US tax ID number for customer registration. The 蘑菇视频 program may ask for a tax ID number since it is a field on 蘑菇视频鈥檚 intake form for the customer profile information, but it is not needed and the community partner can decline to provide one. Customer profiles can be created for businesses and individuals. Customer registration usually is completed within several business days.
Once 蘑菇视频 has completed the Customer profile set-up with the information provided to them by the 蘑菇视频 program, the 蘑菇视频 program will submit a request for 蘑菇视频 to create and issue an invoice to the community partner. The invoice will be sent to the community partner by email or mail, using the instructions collected earlier by the 蘑菇视频 program. If the community partner needs to update their billing or contact information, they can ask any 蘑菇视频 program that they are working with to submit the updates to 蘑菇视频.
Follow the instructions on the invoice for payment methods. 蘑菇视频 can accept check and electronic payment through ACH/wire transfer. This payment will go directly to 蘑菇视频 (instructions on the invoice) and should not be sent to the 蘑菇视频 program that the community partner is working with. Invoices generally are created and sent out at the end of an activity with payment due after the activity is completed.
If the community partner needs to create a Purchase Order (PO), the 蘑菇视频 program can follow whatever is needed to complete that process for the community partner, then invoice against the PO once the activity is completed.
Note: Customer Registration is different from the 蘑菇视频 Supplier Registration. Both will need to be completed if the community partner is sending invoices to 蘑菇视频 and will be invoiced by 蘑菇视频.
The 蘑菇视频 program will collect the business or individual鈥檚 name, address, contact information, and billing contacts from the community partner. Invoices generally are created and sent out at the end of an activity with payment due after the activity is completed.
The community partner will create and mail a check back to the 蘑菇视频 program using the remittance instructions given on the invoice. The 蘑菇视频 program is then responsible for completing the payment deposit to 蘑菇视频.
Note: It is currently possible to make invoice payment without customer registration, but 蘑菇视频 may change this policy in the near future. Community partners are encouraged to complete customer registrations to prepare for any process updates. See information above on 蘑菇视频 Customer registration.
Since 蘑菇视频 serves so many individuals and populations, there are required processes to minimize risk in 蘑菇视频 partnerships and protect the served community in real and digital spaces. Incorporate these protective process steps into the planning time so the start of the activity and billing are not delayed.
Working with Sensitive Information
The 蘑菇视频 program will complete any needed forms for data processing with the community partner. There may be additional questions to the community partner describing how sensitive information is gathered, used, stored, and disposed. Expect additional forms to be completed before partnered activities may start when working with:
- Any identifying information for 蘑菇视频 students, staff, and participants in 蘑菇视频-sponsored programing
- Identifying information specifically for youths/minors
- Healthcare data
- Educational records
- Identifying information or data coming from individuals in the European Union.
Working with Youth and Vulnerable Populations
蘑菇视频 has additional requirements to prevent incidents when activities include youth or any group which may have increased vulnerabilities. Incorporating specific practices to decrease risk may need to be incorporated into activity agreements and impact how the activities are conducted.
Insurance
蘑菇视频 students, staff, and those working on the university鈥檚 behalf are covered with limited liability. Proof of coverage may be given to the community partner and is also available for viewing and download from . Depending on the activity, additional coverage may be necessary and this should be completed before the beginning of paid activities with the community partner.
Proprietary Information
IP and innovation ownership generally only comes up with payment agreements within research activities. Ownership of information (including patents, copyrights, and tangible materials) covers who owned and used it before the project, who accesses and uses it during the project, and who owns and uses it after the project. This needs to be a part of the project agreement and will take additional review and approval time by various 蘑菇视频 central offices. This will need to be fully approved before work may begin or any exchange of proprietary information.
When payment is coming to 蘑菇视频 for goods and services, the 蘑菇视频 program may be able to sign and enter into agreements with community partners. If a written agreement is needed, plan for document review, including additional time for risk and compliance concerns, before the start of the billed activity.
Other Types of Payments
These are the other common types of payments going between community partners and 蘑菇视频 programs during community-engaged activities.
Paying funding to 蘑菇视频 for activities where the general public benefits, such as research.
Example: A Washington educational foundation awards funding to a 蘑菇视频 program for research on their services to elementary school students in rural Washington.
Sponsorship payments go through the Office of Sponsored Programs, not through the partnering 蘑菇视频 program. The 蘑菇视频 program will need to have completed steps on their end for the award proposal (the paid sponsorship) to be ready for payment deposit. If the sponsored program is research, then there are additional process steps for the 蘑菇视频 Program. See Research听payment resources for more information.
蘑菇视频 may also send sponsorship payments to community partners for 蘑菇视频鈥檚 participation in an event or cooperative activity that is mutually beneficial to the partner and 蘑菇视频鈥檚 mission to serve its students and Washington. 蘑菇视频-outgoing sponsorship payments generally require invoicing 蘑菇视频 or a cooperative agreement. 蘑菇视频 cannot gift or donate money as a sponsorship (see ‘Gifts and Donations’ below).
Small payments for guest speaking and special educational speaking activities
Example: An honorarium of $200 paid to a community partner for guest speaking at an informational session hosted by a 蘑菇视频 program for their students.
Honoraria are a type of Miscellaneous Payment. Review the ‘Miscellaneous Payments’ section above, and the ‘‘ document in Downloads and Useful Links听for payment timeline. Miscellaneous Payments are taxable payments.
Money, materials and other valuables given to the 蘑菇视频 for 蘑菇视频 to use in support of their programs with limited to no limitations restricting the use of the gift.
Example: A community partner gives money and an in-kind gift to a 蘑菇视频 program to support their student activities.
All gifts must be used for allowable 蘑菇视频 business purposes, but gifts have some flexibility on what types of items they can be spent on compared to other university funding. Having flexibility allows 蘑菇视频 programs to take care of emerging needs for students and educational service activities in the external community.
Note: As a public university, all 蘑菇视频 funds and resources belong to the public and cannot be given away (see Glossary and Policy Information).
Payments to a community partner who is collaborating on the project design, information gathering, and/or analysis with 蘑菇视频 on a research award.
Example: A program at another university is collecting and analyzing data on their students as part of a 蘑菇视频-awarded grant on college students.
For funds to go to the community partner for their research expenses, the community partner needs to be set up as a 蘑菇视频 Supplier and payment will come through a Purchase Order (PO). Review the ‘Payments’ section above, and the ‘‘ document in Downloads and Useful Links for Supplier registration and PO timeline.听
Payments to an individual for their personal involvement as a research participant.
Example: Cash payment of $25 to a community partner for their participation in an information gathering session from researchers studying their community.
Research participants may receive incentive payments, expense reimbursement, or provided services to make their participation possible. The offered payments and services will depend on what funding and resources the researchers or 蘑菇视频 program has available. Reimbursements and services, such as childcare, are less common because most research funding sources only allow for incentive payments. The most common incentive payments for 蘑菇视频 research participants are a digital gift card or cash. Payments of cash and cash equivalents (gift cards), are taxable payments. 蘑菇视频 will collect recipients’ names and tax ID numbers with payments totaling over $1500 a year and create IRS tax form 1099 for annual payments over $2000.
Community partner businesses may only participate in research as a consultant, supplier, or subrecipient. Those payments are covered in the 鈥�Selling to 蘑菇视频鈥� section above.
Payments for a scholarship, fellowship or stipend to a 蘑菇视频 student, without payment for administrative or other support expenses to a supervising 蘑菇视频 program.
Example: A non-profit community partner wants to award a scholarship to a 蘑菇视频 student in recognition of their tutoring and other services volunteered to youth in the community.
Student Fiscal Services will invoice the community partner, so that SFS can receive the payment and disburse to the student through their Student Account (see ‘蘑菇视频 Resources and Instructions’ for Community Partners, under Downloads and Useful Links). 蘑菇视频 customer registration is not necessary for this type of invoice payment. If the student is enrolled in a fee-based 蘑菇视频 program, the payment directions can vary. The student will be able to provide instructions for invoiced payments, including repayment through tuition reimbursement.
Payments to community partners to repay expenses necessary for participating in activities for 蘑菇视频 programs.
Example: Mileage reimbursement for a community partner traveling from Renton to 蘑菇视频 Bothell campus for participation on an expert panel on South King County housing services.
Reimbursements are payments which happen after the expense has happened and need to be for the expenses required for participation, like travel to the activity location. Personal expenses generally are not reimbursable, such as childcare, and when personal expenses are possible with the 蘑菇视频 funding source providing payment, the payment may be taxable. Since reimbursement options are limited, 蘑菇视频 programs will generally use Miscellaneous Payments or Honorarium (see those sections above) when paying community partners for their services or contributions.
Note: Reimbursements of business expenses are allowed with certain types of expenses but will need to be invoiced (see 鈥�Selling to 蘑菇视频: Costs鈥� section above for reimbursement for business expense through invoice).
Partnering without Payments
蘑菇视频 and community partners may also collaborate without payments. Even without payment, documentation will be needed to record what has been agreed upon and to cover any risks or responsibilities.
The partnering 蘑菇视频 program will work with their unit leadership and other 蘑菇视频 approvers to determine which type of agreement is needed for the situation and to complete it. Most types of agreements cannot be signed by the 蘑菇视频 program and will need another representative to sign on behalf of the program for 蘑菇视频. These are the most common agreements between community partners and 蘑菇视频 that do not involve funding:
- Non-Award Agreement: These agreements are generally setting up the relationship which will eventually turn into a sponsored program.
- MOU: A Memorandum of Understanding is an agreement that does not commit the community partner or the 蘑菇视频 to terms and responsibilities, but records that both groups intend to work cooperatively with their own resources towards a common goal. If it is important to have resources, risks, and responsibilities committed to, the 蘑菇视频 program will assist with identifying what agreement type is the best fit for the situation.
Sometimes agreements require additional documentation to go into more detail about specific aspects of an activity, particularly to ensure that participants understand and agree to any risks or rules. These are some of the most common types:
- Risk Acknowledgement: These documents are designed to keep everyone involved in the activity safe and to prevent damages by describing all the possible risks, what the precautions will be, and the responsibilities.
- Data Processing Agreement: Data Processing Agreements (DPA) and Standard Contractual Clauses are used when any personal or identifying information about a student, staff member, or 蘑菇视频 sponsored activity participant is being gathered, processed, or stored. 蘑菇视频 will require a DPA when this information/data is outside of 蘑菇视频-owned and secured digital spaces. This agreement covers what type of information is being processed, why it is being processed, will the data be processed by any other software or services, what will be the response in the case of a data breach, and who will be the contact people if a breach happens.
- Personal Release Form for Media: Many 蘑菇视频 events or activities are documented in some way. If a community partner is at an event where images (photos), video, or voice are recorded to be used for 蘑菇视频 marketing or promotional purposes, a personal release form will be given to review and sign if they agree to participate.
Depending on the type of agreement and which 蘑菇视频 reviewers will be involved, timelines for completion can vary dramatically. Generally, most non-payment agreements should be reviewed and completed within a few weeks to a couple of months, taking longer when creating new agreements for new partnerships.
For more information on the policies and values that guide the 蘑菇视频鈥檚 partnership decisions, both with and without payments, see Day to Day Business听payment resources.