Student Organization Contracting
Contract Review
The staff member reviewing the contract will advise you of what additional signatures may need such as:
- Building Point of Contract/Physical Facilities (if necessary)
- Miami University Police Department (if necessary)
- Division of Student Life (if necessary)
- Finance & Business Services (risk management and insurance)
After all signatures are present on the routing form, the student organization is responsible for contacting the individual/company to finalize the contract and initiate payment for the services via a requisition in Buyway.
The student organization university account must have sufficient funds to cover the request. If the present fund balance does not cover the cost of the contract, an explanation of anticipated funding sources must be included.
The location for the event, performance, or service must be reserved before the contract is processed and an event request must be submitted in the Hub.
The Center for Student Engagement, Activities, and Leadership has a blank contract that may be edited and used if the individual, speaker, vendor, or company is not providing a contract.
Required Documents
Below are the required documents that a Registered Student Organization will need to submit in order to get approval from the Center for Student Engagement, Activities, and Leadership prior to signing any agreement. Please Note: A student organization should NOT sign any documents until they have been reviewed by the Center for Student Engagement, Activities, and Leadership otherwise the student could be held liable for the agreement and the funds.
Independent Contractor Agreement (ICA): Use this contract if the company does not provide you a standard agreement for their services.
Insurance and Indemnity Agreement: This agreement is required if the contractor will physically be on campus.
W-9: This is typically necessary for the contractor to be added as a supplier in Buyway.
Direct Deposit: ACH Direct Deposit is the preferred payment method for vendors.
When paying a single person as a service provider, that individual is acting as an independent contractor for the University. Accordingly, you must follow all listed steps for hiring and paying that individual. Please reach out to Student Activities to determine whether an independent contractor will be approved for service prior to contracting with them.
Independent Contractor Agreement (ICA): Use this contract if the company does not provide you a standard agreement for their services.
Insurance and Indemnity Agreement: This agreement is required if the contractor will physically be on campus.
OPERS Form: This form is required when paying an individual for a service.
W-9: This is typically necessary for the contractor to be added as a supplier in Buyway.
Direct Deposit: ACH Direct Deposit is the preferred payment method for vendors.
Special Notes in Regards to Paying for Services
Miami staff, faculty, and students may not receive any payments from student organizations. Any services they provide are on a volunteer basis. If an employee has their own business, the student organization can have a contract with the business. The business must have a tax ID number.
A student organization contract may not directly or indirectly provide a monetary or other personal benefit to any member of the student organization, his or her immediate family member, employer or business associate. An "immediate family member" includes the following relatives, regardless of where they reside: (1) spouse or domestic partner; (2) children [whether dependent or not]; (3) siblings; (4) parents; and (5) grandparents. “Business Associate” includes a partner, a shareholder of a non-publicly traded company in which the student owns one or more shares, a voluntary association or joint venture in which the student is a member or similar business arrangement.
Student Activities
