91±¬ÁÏ

As a public agency, delivering best value means delivering equity-centered partnerships. Equity here means that access barriers are removed so all businesses and individuals are able to access these opportunities, particularly focusing on barriers for small or disadvantaged businesses.

• Accessible Opportunities: 91±¬ÁÏ Procurement solicits bids for contracts through publicly posted listings, maintains resources for individuals and businesses to increase their visibility with 91±¬ÁÏ programs needing goods and services, provides support for businesses new to 91±¬ÁÏ partnerships, and continues to promote diverse and small business spending through outreach activities.
• Small and Diverse Business Spending: 91±¬ÁÏ utilizes registered businesses from the Small Business Administration, the Washington State Office of Minority and Women’s Business Enterprises, and 91±¬ÁÏ’s Business Registration to identify small and diverse suppliers for supplier searches and market research for potential contracts.
• Community Impact: 91±¬ÁÏ contracts are limited term, either for one activity or a defined service period, allowing opportunity for new partnerships and economic growth spread throughout the community rather than isolated to a business or individual.

91±¬ÁÏ’s business processes, decisions, and impacts are recorded, reported, and assessed for effectiveness to build trust in relationships with the community.

• Increased Review with Increased Spend: All spending is required to be necessary to the 91±¬ÁÏ program’s business needs and essential to the university mission, but as the purchasing amount is increased, additional reviews, approvals, as well as the opportunity sharing through solicitation is required.
• Documentation of Search Processes: The market research needed to identify a supplier for a sole source in contracting requires documentation of best value for the university and instruction to include diverse suppliers in the search.
• Tracked Spending: 91±¬ÁÏ tracks diverse spending and 91±¬ÁÏ departments set goals to maintain and increase diverse spending annually.

Since 91±¬ÁÏ serves so many individuals and populations, there are required processes to minimize risk in 91±¬ÁÏ partnerships and protect the served community in real and digital spaces.

• Reciprocity in Agreements: 91±¬ÁÏ agreements are created to protect both the public assets of the university, its students, staff, patients, and served community members, and to protect the partnered business or individual with a fair and reasonable distribution of benefits and risks.
• Protections for the Vulnerable: 91±¬ÁÏ agreements increase safeguards both with terms and process as risk increases, particularly when the risks fall on vulnerable populations.
• Ownership with Agency: 91±¬ÁÏ programs use agreements and other types of documents to maintain consensual working relationships with community businesses and individuals, defining the ownership, roles, outcomes, responsibilities, and risks.

91±¬ÁÏ is a university and a government agency. As both, it will follow all Washington laws and university policies when partnering with the community. These laws and policies are designed to make it so there will not be unfair advantages given to preferred businesses or individuals, and that 91±¬ÁÏ is spending in a way that creates best value for Washington. The payment and partnership pathways listed below outline the day-to-day business processes of the 91±¬ÁÏ, the laws and policies that direct them, and the barriers which can arise for community partners or participants. By understanding the policies and potential barriers, 91±¬ÁÏ programs can select the pathways which will work best for their business needs and successful community partnerships, all while maintaining the needed compliance.

Professional service payments and reimbursements to an individual up to $10,000.

Use Cases

• Honorarium: Small payments for guest speaking and special educational speaking activities
• Consulting: Payments to individuals for special initiatives needing subject matter expertise, often used in research. If the consultant is a business or sole proprietor (has an EIN), then use the invoice or credit card pathways below.
• Services: Payments to individuals for professional services. If the service provider is a business or sole proprietor (has an EIN), then use the invoice or credit card pathways below. 
• Reimbursements: Payments to community partners to repay expenses necessary for participating in activities for 91±¬ÁÏ programs. If the community partner is a business, then reimbursed business expenses need to be invoiced and paid to the business as a billed expense.

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 91±¬ÁÏ funding source providing payment, the payment may be taxable. Since reimbursement options are limited, 91±¬ÁÏ programs will generally use Miscellaneous Payments or Honorarium (see those sections above) when paying community partners for their services or contributions.

Policy Requirements and Potential Barriers for Community Partners

• Miscellaneous payments can only go to an individual and must be under $10,000 for service activities (honorarium, consulting, and services). This payment pathway is paid through direct deposit world-wide, Zelle, and check. Payments are also issued shortly after the payment is approved by 91±¬ÁÏ reviewers, so payment tends to be faster than through the supplier payment pathways below.
• Reimbursements do not require tax ID or identification documents. They are generally not taxed.
• Reimbursements can only be paid after the expense has been initially paid by the community partner. For honorarium recipients or community partners who would only be receiving a reimbursement, the 91±¬ÁÏ program should try to pay for the expense directly instead whenever possible and allowable. If the reimbursement is for a consultant or service provider, 91±¬ÁÏ paying the expense directly is not allowable. In this situation, some community partners may not have enough liquidity to pay expenses initially and may decide to include all their business expenses in a calculated service rate instead of invoicing as a supplier for business expense reimbursement later and separately.
• Honorarium, consulting, and service payments are taxable and require that the community partner has documentation and is eligible to receive payment. This means that the community partner will need to have either:
  • An ITIN or SSN if they are a US resident. 91±¬ÁÏ will create a 1099 to report earnings once the community partner has received over $2000 for all 1099-reportable activities within the calendar year.
  • A valid foreign passport and the other accompanying documents to confirm payment eligibility if the community partner is in the US at the time of the activity and payment. The participant should check before the activity to confirm they can work and receive payment. If the work is performed outside of the US, a passport is not needed but there are still IRS forms to complete. This payment will automatically be Federally taxed unless there is a Tax Treaty claimed through the IRS forms accompanying the payment. See Downloads and Useful Links for more foreign national payment resources. Forms and instructions are only in English and require filling out in person or electronically with e-signatures. 91±¬ÁÏ programs should plan with community partners how and when the forms will be completed and if ID and eligibility documents need to be verified, assist with scanning these to be included in the payment request submission to 91±¬ÁÏ.
    Note: 91±¬ÁÏ programs may gross-up the total payment to cover taxes if there is a net payment amount that all recipients should receive for their activity. If the program has the funds available, contact the Accounts Payable team through pcs@uw.edu to confirm instructions for submission.

Consulting and Services require an invoice. An invoice template is available for community partners on Downloads and Useful Links.

Payments on credit cards (91±¬ÁÏ Procard, CTA, or Ghost Account) to a business merchant account.

Use Cases

• Any type of goods or services with allowable fees and expense charges. Can be used for over $10,000 purchasing with 91±¬ÁÏ Procurement pre-approval.

Policy Requirements and Potential Barriers for Community Partners

• Credit card payment is generally a fast and uncomplicated option for the 91±¬ÁÏ program and the community partner business, however credit card payments have merchant fees.
• Payments cannot go to personal credit card receiving accounts and need to go to business or merchant accounts.
• Payments over $10,000 or above the card’s monthly spend or transactional limit still require 91±¬ÁÏ reviews and approvals. 91±¬ÁÏ programs should review these steps and policies on webpages and plan to complete these steps before the activity and payment is due.
• Payment through credit card does not take advantage of the contracts already in place between 91±¬ÁÏ and community partners. 91±¬ÁÏ contracts have been negotiated for rates and terms that are beneficial to 91±¬ÁÏ programs and have been issued with the guiding values listed on this webpage. 
• 91±¬ÁÏ programs need itemized receipts to document purchases and payments. Community partners’ online payment portal or in-person checkout may not provide detailed information in a confirmation receipt. In this situation, a perjury form could be created and used or, preferably, the community partner can create an invoice to give the additional details. See Downloads and Useful Links for a sample Invoice Template.

Goods, personal services or services subject to sales tax up to $10,000

Use Cases

• Goods and services payments to individuals
• Goods and services payments to businesses
• Reimbursements for business expenses and fee charges needed to complete the goods and service activities

Policy Requirements and Potential Barriers for Community Partners

• Individuals or businesses must complete 91±¬ÁÏ Supplier registration before the 91±¬ÁÏ program can submit the invoice for 91±¬ÁÏ Procurement approval and payment. This process generally takes a week or two, longer if ACH payment is being set up for a business. The initial request for the Supplier set up to begin starts with programs submitting a 91±¬ÁÏ Connect Finance form for supplier registration, but the rest of the process is between the community partner and 91±¬ÁÏ Procurement.
• ACH payment is only available for domestic businesses or sole-proprietors (community partners with an EIN) or wire payments for international businesses. Domestic individuals can only receive check payments for invoices. ACH set-up takes an additional week or two. If the invoice is paid before ACH set-up is complete, the community partner business will be automatically paid by a mailed check to their remittance address.
• A digital (PDF or scanned to PDF) invoice is needed for a billed invoice to be reviewed and processed by 91±¬ÁÏ. Community partners that may not regularly work with the 91±¬ÁÏ or perform services may not be familiar with creating invoices. An invoice template and instructions for invoicing 91±¬ÁÏ as a supplier can be found on Downloads and Useful Links.
• 91±¬ÁÏ supplier agreement terms state that 91±¬ÁÏ may take up to 30 days before issuing payment after the invoice date. Generally, 91±¬ÁÏ’s Procurement Services will wait the full 30 days before issuing payment regardless of remittance instruction on the invoice from the community partner (such as, ‘payment due upon receipt’). 91±¬ÁÏ programs may be able to request an expedited payment by contacting 91±¬ÁÏ Procurement Services (pcs@uw.edu).
• Invoices are paid after the billed goods are received or the services listed on the invoice are completed. Since small businesses may not have the liquid assets available to continue to pay for all their business expenses before completing all of the activities, 91±¬ÁÏ programs may work with the community partner to invoice and pay over increments as activities are completed rather than waiting for one payment until the very end.
• Community partners may bill all of their business expenses separately (fees, business travel expenses, etc.) or they may include all of their costs into the calculated rates for goods or services. 91±¬ÁÏ programs should consider all of the costs which a community partner could encounter while doing the activity when estimating the costs and the timing for invoicing during planning.

All payments over $10,000

Use Cases

• Goods and services payments to individuals
• Goods and services payments to businesses
• Reimbursements for business expenses and fee charges needed to complete the goods and service activities
• Payments that can be made through invoice or credit card

Policy Requirements and Potential Barriers for Community Partners

• If the total planned costs for the whole project or activity will be over $10,000 (all costs except taxes), the spend needs to be approved through 91±¬ÁÏ Procurement.
  • 91±¬ÁÏ programs need to complete the Sole Source review and approval process with 91±¬ÁÏ Procurement prior to agreeing to work with a community partner. The time needed to complete market research can be lengthy, so 91±¬ÁÏ programs should plan accordingly based on their activity needs and timeline.
  • One of the allowable sole source reasons is that the community partner is the named service/goods provider in a 91±¬ÁÏ awarded grant. See Research payment resources for more information on planning these payments.
  • Generally, a Purchase Order (PO) will be issued but a credit card purchase may also be approved by 91±¬ÁÏ Procurement after their review. Credit card payment is faster but will add onto costs with merchant fees.
• If a PO will be issued, individuals or businesses must complete 91±¬ÁÏ Supplier registration before the 91±¬ÁÏ program can submit the PO creation request for 91±¬ÁÏ Procurement approval. This process generally takes a week or two, longer if ACH payment is being set up for a business. The initial request for the Supplier set up to begin starts with programs submitting a 91±¬ÁÏ Connect Finance form for supplier registration, but the rest of the process is between the community partner and 91±¬ÁÏ Procurement.
• The PO creation request must be completed before work begins. If the PO is not approved and issued, it means that the 91±¬ÁÏ authorized buyers, the only staff at 91±¬ÁÏ who have the authority to commit 91±¬ÁÏ to PO (contract) purchases, have not approved. Work starting without 91±¬ÁÏ approval is committing 91±¬ÁÏ to terms so the PO is now an unauthorized purchase. 91±¬ÁÏ programs should plan their purchase timelines so there are not unauthorized purchases since this opens 91±¬ÁÏ and their program to risk and can damage relationships with community partners with payments later than anticipated and other changes to the scope of work.
• ACH payment is only available for domestic businesses or sole-proprietors (community partners with an EIN) or wire payments for international businesses. Domestic individuals can only receive check payments for invoices. ACH set-up takes an additional week or two. If the invoice is paid before ACH set-up is complete, the community partner business will be automatically paid by a mailed check to their remittance address.
• A digital (PDF or scanned to PDF) invoice is needed for a billed invoice to be reviewed and processed by 91±¬ÁÏ. Community partners that may not regularly work with the 91±¬ÁÏ or perform services may not be familiar with creating invoices. An invoice template and instructions for invoicing 91±¬ÁÏ as a supplier can be found on Downloads and Useful Links.
• 91±¬ÁÏ is currently using a 3rd party service to intake invoices charged against Purchase Orders. This process is through email and does not include review or updates for the 91±¬ÁÏ programs. Mistakes can happen with the 3rd party matching. To avoid delays from these mistakes or with the community partner invoicing for incorrect or incomplete activities, 91±¬ÁÏ programs can request to receive copies of any billed invoices and then work with their fiscal staff to watch for the invoice charges to post against the invoice.
• 91±¬ÁÏ supplier agreement terms state that 91±¬ÁÏ may take up to 30 days before issuing payment after the invoice date. Generally, 91±¬ÁÏ’s Procurement Services will wait the full 30 days before issuing payment regardless of remittance instruction on the invoice from the community partner (such as, ‘payment due upon receipt’). 91±¬ÁÏ programs may be able to request an expedited payment by contacting 91±¬ÁÏ Procurement Services (pcs@uw.edu).
• Invoices are paid after the billed goods are received or the services listed on the invoice are completed. Since small businesses may not have the liquid assets available to continue to pay for all their business expenses before completing all of the activities, 91±¬ÁÏ programs may work with the community partner to invoice and pay over increments as activities are completed rather than waiting for one payment until the very end.
  • • 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 91±¬ÁÏ program. This additional activity amount can be a separate invoice line in the PO.Community partners may bill all of their business expenses separately (fees, business travel expenses, etc.) or they may include all of their costs into the calculated rates for goods or services. 91±¬ÁÏ programs should consider all of the costs which a community partner could encounter while doing the activity when estimating the costs and the timing for invoicing during planning.

Payments invoiced by 91±¬ÁÏ through Accounts Receivable

Use Cases

• Check and ACH/wire payments
• Goods and services payments to 91±¬ÁÏ by businesses or individuals
• Reimbursements for business expenses and fee charges needed for 91±¬ÁÏ to complete the goods and service activities
• Payments for Service Agreements

Policy Requirements and Potential Barriers for Community Partners

• At this time, it is not required that the community partner becomes a registered 91±¬ÁÏ Customer so they can pay 91±¬ÁÏ by invoice, but it is a faster and easier process if registration is completed.
• To complete customer registration, the 91±¬ÁÏ program will need to collect business and billing contact information from the community partner and submit the 91±¬ÁÏ Connect Finance form for Customer Registration/Updates. This is the only required information on the intake form. The other intake form fields are gathering information which is helpful for internal 91±¬ÁÏ assessment (such as whether or not the business is in WA, diverse or small business, etc.).
• The customer intake form asks for tax ID numbers. This information is not needed (enter n/a in the field) since it is an incoming payment to 91±¬ÁÏ.
• Customers can have invoices emailed or mailed to their billing contact. 91±¬ÁÏ program staff members or financial staff with the needed Workday security roles can also pull a PDF copy of the issued customer invoice and email it to the community partner.
• Customer registration is generally completed within a few business days and billing can begin as soon as the customer profile is active in Workday. Customer registration only needs to happen once and the community profile will be set up for all future payments to any 91±¬ÁÏ program. Any updates to their profile can be made through the same intake form by any 91±¬ÁÏ program.
• A PDF of the invoice is not immediately available once the customer invoice request is fully approved, but it should be within a day or so. The invoice will then be automatically emailed to the customer by 91±¬ÁÏ, printed and mailed, or both, whatever the community partner requested through their customer profile.
• If the community partner needed to be billed against an issued Purchase Order (often a need when the partner is another agency, like a school district), the 91±¬ÁÏ program can do that. It may mean that a 91±¬ÁÏ program staff member needs to email a PDF of the invoice to the partner’s intake contact rather than their billing contact from the customer profile contact. The community partner may also need 91±¬ÁÏ’s IRS W-9 in order to set a Supplier/Business account for 91±¬ÁÏ. The 91±¬ÁÏ program can get the IRS W-9 and instructions for completing this from the .
• Payment instructions (check mailing, ACH domestic and wire for international) are on the invoice and all direct that the payment goes directly to 91±¬ÁÏ’s Accounts Receivable, not the 91±¬ÁÏ program. If the community partner sends a check payment to the 91±¬ÁÏ program instead, the 91±¬ÁÏ program can follow deposit instructions from 91±¬ÁÏ Banking and Accounting and any additional unit process steps from their financial staff.
• In addition to the benefit of time saving, invoice payments through 91±¬ÁÏ ensure that tax assessment and institutional overhead calculations are correct.
• If the community partner needs to pay with cash, see Invoice ‘Payment without Customer Registration’ below.

Note: Customer Registration is different from the Supplier Registration. Both will need to be completed if the community partner is sending invoices to 91±¬ÁÏ and will be invoiced by 91±¬ÁÏ.

Payments invoiced by 91±¬ÁÏ programs

Use Cases

• Check payments
• Cash payments with advance permission (see barriers below)
• Goods and services payments to 91±¬ÁÏ by businesses and individuals
• Reimbursements for business expenses and fee charges needed for 91±¬ÁÏ to complete the goods and service activities
• Payments for Service Agreements

Policy Requirements and Potential Barriers for Community Partners

• The same information will need to be collected for invoice payments with or without customer registration. If this pathway was selected because the community partner will need to pay in cash, the 91±¬ÁÏ program will first need to receive approval and the deposit materials from 91±¬ÁÏ Banking and Accounting (see Downloads and Useful Links).
• The 91±¬ÁÏ program will create their own invoice and send it to the community partner. Once a check or cash has been received, the 91±¬ÁÏ program will follow deposit instructions from 91±¬ÁÏ Banking and Accounting and any additional unit process instructions from their fiscal staff.
• 91±¬ÁÏ Programs are able to provide the needed information when completing the deposit to ensure any tax assessed or institutional overhead is correctly calculated and charged to the program. The 91±¬ÁÏ program should plan with their fiscal staff in advance of invoicing to make sure the correct revenue categories are set-up for the incoming payment.

Payments to the 91±¬ÁÏ for Sponsored Program activities

Use Cases

• Research/grant awards to 91±¬ÁÏ
• Awarded funds for 91±¬ÁÏ education or innovation activities where the public or another group will benefit

Policy Requirements and Potential Barriers for Community Partners

• All incoming sponsorship payments will be received by the Office of Sponsored Programs (OSP), regardless of whether or not the award is a research grant. The normal process timeline for incoming sponsorship payments requires a PI or administrative PI from the 91±¬ÁÏ program to complete an eGC1 through SAGE (System to Administer Grants Electronically). Depending on the complexity and compliance requirements of the proposed activity, the process to approve a submitted eGC1 can be lengthy. This will need to be completed before payment can be processed.
• Sometimes, particularly if the sponsored program activity is not research, a community partner will send a check to a 91±¬ÁÏ program without the program applying for the awarded funds. When this happens, the 91±¬ÁÏ program will need to hold onto the check until the award set-up is completed.
• See Research payment resources for more information on pathways, policies, and barriers for sponsored program payments and research activities.
• The biggest barrier for any type of community partnership with sponsored programs is waiting and inactivity due to late process submissions and revisions by the 91±¬ÁÏ program. 91±¬ÁÏ programs should carefully plan timelines and the activity in advance so the review process and award set-up can happen as quickly as possible.

Funds and materials given by community partners to 91±¬ÁÏ and 91±¬ÁÏ programs with no or limited use restrictions through 91±¬ÁÏ Advancement

Use Cases

• Funds or materials given to 91±¬ÁÏ programs
• Funding or supporting research activities by 91±¬ÁÏ programs

Policy Requirements and Potential Barriers for Community Partners

• Gifts need to be used according to the donating community partner’s wishes and meet the needs of the 91±¬ÁÏ program, generally giving them enough flexibility in use to cover emerging needs and initiatives. 91±¬ÁÏ Advancement will facilitate the communication and compliance steps to make sure gifts fulfill both the donor’s wishes and 91±¬ÁÏ program needs. 91±¬ÁÏ Programs should work with 91±¬ÁÏ Advancement for gift planning before gifts are received and to cultivate relationships with donating community partners.
• 91±¬ÁÏ has a gift acceptance policy and 91±¬ÁÏ programs should review the requirements and the steps before agreeing to gifts, particularly when the donation is materials or items and the appraised value is over $5,000. See Downloads and Useful Links for In-Kind Gifts resources.
• 91±¬ÁÏ programs should work with their unit’s 91±¬ÁÏ Advancement staff to ensure the community partner receives documentation of their gift to use for tax purposes and for acknowledgment of their gift by 91±¬ÁÏ. 91±¬ÁÏ Advancement supports the 91±¬ÁÏ programs to cultivate relationships with donating community partners.
• There are additional process steps when donated materials qualify as equipment or are valuable assets that need to be tracked within Workday. 91±¬ÁÏ programs will need to work with their financial staff and Workday asset managers to complete these steps.
• See Research payment resources for more information on gift funded research.

Additional payments that may be received by 91±¬ÁÏ programs as part of regular business, but less commonly from community partners.

• Credit Card: Some 91±¬ÁÏ programs that regularly collect payments from the external community may be set up to receive credit card payments through . The incoming payments are generally for goods and services or for participation in 91±¬ÁÏ activities. Credit card payments are fast and convenient for community partners, but have increased costs from merchant fees and a high administrative burden on the 91±¬ÁÏ program. 91±¬ÁÏ programs should consider the costs/benefits and the number of possible transactions before seeking approval for credit card payments from 91±¬ÁÏ Merchant Services.

• Wire without Invoice: Payments may also be directly sent through ACH/wire to the 91±¬ÁÏ by a community partner without an invoice, if the activity is not something which should be treated as gift, sponsored program, or service/goods/fee payment. The most common situation for a direct payment without an invoice is if this is a funding disbursal from another agency. 91±¬ÁÏ programs should see the ACH/wire instructions from 91±¬ÁÏ Banking and Accounting before the payment is made and submit the needed instruction request form for each payment, otherwise the deposit may go unclaimed. 91±¬ÁÏ programs should work with their fiscal staff to ensure the payment and activity is approved for payment without an invoice and will still have the correct internal overhead assessment.

• Internal 91±¬ÁÏ Payments: Community partners will not make internal 91±¬ÁÏ payments but other campus partners may purchase other 91±¬ÁÏ services/goods from approved campus internal sales providers. These internal purchases do not have overhead costs and should only be made using a 91±¬ÁÏ program’s worktags for payment. 91±¬ÁÏ programs may purchase other 91±¬ÁÏ services (such as space rental or services) as part of their cooperative programming and spending with community partners, but cannot be reimbursed for the payment by the community partner. This expense type and situation is not a normal reimbursement, which normally goes to an individual, since it is a business expense for the 91±¬ÁÏ program. Business expense reimbursements are invoiced, taxable payments and this situation will impact the internal overhead collected and revenue for the service providing 91±¬ÁÏ program. If the community partner is paying, they will use the ‘Payments to 91±¬ÁÏ Service Centers’ pathway below.

• Payments to 91±¬ÁÏ Service Centers: There are some 91±¬ÁÏ Service Centers that have been set up to provide service/goods and accept payments from internal 91±¬ÁÏ programs and external community partners. There will be different payment instructions for internal and external purchasers. If the purchase is being made as part of collaborative activities with a 91±¬ÁÏ program and a community partner, whoever is responsible for the event/project should make the purchase since they will need to agree to the payment terms.

• Payments for 91±¬ÁÏ Intellectual Property Use: Intellectual Property use by a community partner is generally for a fee and facilitated through 91±¬ÁÏ CoMotion, not the 91±¬ÁÏ program. If the IP use is a part of a sponsored program, different fee rates (including no fee) and use arrangements may be possible. 91±¬ÁÏ programs should consider the impact of licensing costs for sharing created innovations with community partners and the public.

These are the most common agreements between community partners and 91±¬ÁÏ that do not directly involve funding:

• Non-Award Agreement: These agreements are generally setting up the relationship which will eventually turn into a sponsored program.

• Memorandum of Understanding (MOU): A Memorandum of Understanding is an agreement that does not commit the community partner or the 91±¬ÁÏ 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 91±¬ÁÏ 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 Acknowledgements and Preventative Measures: 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.

• • Activities where 91±¬ÁÏ community participants will be in non-91±¬ÁÏ spaces and situations where 91±¬ÁÏ has limited to no control over the participants’ environment or experience for the activity.
  • Programming for youth or participation of minors in 91±¬ÁÏ activities
  • Activities and events with food
  • Providing documentation of 91±¬ÁÏ insurance and pursuing additional 91±¬ÁÏ insurance for activities with heightened risk

• 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 91±¬ÁÏ sponsored activity participant is being gathered, processed, or stored. 91±¬ÁÏ will require a DPA when this information/data is outside of 91±¬ÁÏ-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. Categories of sensitive information include:

• • Any identifying information for 91±¬ÁÏ students, staff, and participants in 91±¬ÁÏ-sponsored programing
  • Identifying information specifically for youths/minors
  • Healthcare data
  • Educational records
  • Identifying information or data coming from individuals in the European Union will require the additional Standard Contractual Clauses

• Personal Release Form for Media: Many 91±¬ÁÏ 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 91±¬ÁÏ 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 91±¬ÁÏ 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.

• Many documents use legal and technical terminology, which can be a barrier for community partners to understand the terms and to participate. 91±¬ÁÏ programs can connect with the central 91±¬ÁÏ Offices that oversee the specific agreement for assistance in accurately explaining the agreement terms.
• Many documents are only available in English. 91±¬ÁÏ programs should meet with the central 91±¬ÁÏ Offices that oversee the specific agreement to see what translational services are available. 91±¬ÁÏ programs may need to pay for the translational services.