¼ªÏé·»

Dear Principal Investigators and Research Administrators:

We want to inform you about new updates for hiring Independent Contractor and Guest Speaker/Lecturer. These revisions are important because of changes in California law (Senate Bill 988) and a recent audit by the CSU Chancellor’s Office audit on Youth Programs at ¼ªÏé·».

You can find the updated procedure on the Post-Award website: Independent Contractor and Guest Speaker/Lecturer.

Please pay special attention to the following key changes:

Independent Contractors – Key Changes:

1. Background Checks:

• Contractors in (e.g., working with minors) or performing duties where a background check is required by law must complete a background check before starting work.

Insurance Requirements:

• Insurance Coverage: Independent Contractors must provide proof of insurance before commencing any work. The required coverage includes general liability, vehicle, workers' compensation, and, where applicable, abuse and molestation liability (if working with minors).
• Waivers: In some cases, or for low-risk activities, a waiver may be submitted in lieu of full insurance coverage. However, TUC reserves the right to modify insurance requirements depending on the nature of the work.

Guest Speaker Procedure – New Procedure:

We are introducing a new Guest Speaker procedure for individuals providing services to the campus. Please note the following key requirements:

1. Engagement Requirements:

• Guest speakers are limited to two speaking engagements per year (regardless of funding source).
• Engagements can be for single-day events or multiple consecutive days.
• Speakers receiving $5,000 or more may require proof of insurance before services are performed.

Form and Documentation:

• To request a guest speaker, submit the Guest Speaker Form and Invoice to Accounts Payable at least two weeks in advance of the event.
• If the guest speaker is a non-U.S. citizen or permanent resident alien, they must complete a tax analysis using Sprintax and provide the required tax summary to TUC Financial Services before payment can be processed.

Post-Event Procedures:

• After the event, submit the completed Guest Speaker Form & Invoice to process the payment.

Important Reminders:

• Timely Submission: All forms, including those for contractors and guest speakers, must be submitted at least two weeks in advance for review and approval. Any work performed by the contractor before a fully signed contract or agreement is executed can be considered as having been done at the contractor’s own risk and as a volunteer work. Program Directors (Fund Directors or PIs) are responsible to ensure that a fully executed contract or agreement is in place before the work is performed in any fund or sponsored project.
• Non-U.S. Individuals: For both independent contractors and guest speakers who are non-U.S. citizens or permanent resident aliens, the tax analysis process through Sprintax must be completed before payment. This will require additional time from the two weeks required if the individual will need to go through tax analysis.
• Background Check and Insurance: Ensure background checks and insurance documentation are completed before services begin. Contractors cannot commence work until these steps are finalized.

For further details or assistance, please contact TUC at aptuc@csun.edu.

We appreciate your attention to these important changes and thank you for your cooperation.

Sincerely,

Grace Slavik, Associate Executive Director, Financial Services