The Guest Services Agreement is for guest speakers, Honorariums, presenters, lecturers, consultants and other services desired. The Guest is an independent contractor, as defined by law, and establishes that they are an independent business and not an employee of Arizona Western College.  The Declaration of independent business status is located §ARS 23-1601 or https://www.azleg.gov/ars/23/01601.htm.  Upon request, copies will be provided. 

Payment Requirements

All Guests must submit a W-9 form (Request for Taxpayer Identification Number & Certification) in order to receive any payment from Arizona Western College.  Guests will not be paid via a Purchase Card.

Electronic payments may also be set up via ACH.  ACH form and instructions are available online at Purchasing.

All Guests are Independent Contractors and will complete a Guest Services Request form prior to services being rendered to ensure authorization of services and payment.  After the services are rendered, the Guest will submit a Guest Services Claim form to the requesting department for payment processing.  Arizona Western College’s standard terms of payment are Net-30 days.  Once the Guest Services claim form and all items needed for payment processing have been approved, payment will be processed.  Arizona Western College will not pay for services in advance. Failure to provide all documentation required will result in a delay of payment processing.

*Any associated contract needs to be submitted to Risk Management prior to the event.

Insurance Requirements

Certificates of Insurance may be required from the Guest based on the service that is to be provided. If the Guest is providing any type of product for use or distribution, physically interacting with an audience, performing a demonstration or providing entertainment an insurance certificate is required.  Providing educational class instruction or an oral presentation does not require insurance in most cases.

Risk Management, prior to the services being rendered, must approve all certificates of insurance.  Please allow 7-10 business days for this process.  Insurance is an expense of the Guest and Arizona Western College will not assume any costs for this requirement. 

Arizona Western College’s insurance requirements are located online at Risk Management under certificates of insurance.

Background Check

Any Guest who will have DIRECT STUDENT INTERACTION with any Arizona Western College student(s) and/or Minors under the age of 18 must pass a Background Investigation (BI).  Guests cannot begin work prior to approval from the Human Resources department.  Direct student interaction is defined as engaging one on one, on field trips, or coaching in athletics and any other situation that has physical contact or the possibility to be alone with a student or minor is considered direct interaction. The Human Resources department, in conjunction with the Arizona Western College department requesting the service, will make the final determination regarding direct student interaction.

Arizona Western College partners with HireRight to perform background investigations.  HireRight will email the Guest requesting permission to run a background investigation.  The Guests timely response granting this action determines how quickly the BI can be processed.  This can take up to five business days once commenced, so please plan accordingly.

This section must be completed and returned to the Arizona Western College (AWC) department submitting the request for processing prior to the date of service.  Failure to obtain pre-approval for services may result in the denial of the claim.

This form does not apply if you are volunteering; please fill out a Volunteer Application.

Type in a date or date range (ex. 06/23/19 or 06/23/19-06/25/19)
Describe in detail the Activity/Service

Please read and indicate your agreement to the following requirements below:

To the fullest extent permitted by law, the Guest shall indemnify, defend, and hold harmless AWC and any of its officers, employees, agents, and representatives from any and all claims, demands, suits, actions, proceedings, losses, costs, and damages of every kind and description, including any attorney fees and/or litigation expenses, which may be brought or made against or incurred by AWC, its officers, agents, employees or representatives on account of any loss or damage to property and for injuries to or death of any person arising in whole or in part out of any act or omission by the Guest and/or its employees, agents, representatives, vendors, or subcontractors in whole or in part.

Add Important Documents
Choose your W-9 form and click upload
Files must be less than 4 MB.
Allowed file types: pdf doc docx.
Insurance Requirements

The certificate of insurance needs to list Arizona Western College as additional insured and include the formal endorsements with Waivers of Subrogation for each policy listed. The certificate must include at a minimum, a policy of Commercial General Liability for a minimum of $1,000,000 per occurrence and $2,000,000 aggregate. Professional services require Professional Liability for a minimum of $1,000,000 per occurrence and $2,000,000 aggregate. If you are bringing your vehicles or mobile equipment, then then a minimum of $1,000,000 combined single limit for automobile Liability is required.   In addition, statutory workers’ compensation coverage for Arizona for covered employees. 
Please list the scope of work in the description box.

Please list as certificate holder:

Arizona Western College
Attn: Sharon Register
PO Box 929
Yuma AZ 85366

Choose your insurance documents and click upload
Files must be less than 4 MB.
Allowed file types: txt pdf doc docx.
Submit a contract for consideration and click upload.
Files must be less than 4 MB.
Allowed file types: txt rtf pdf doc docx.

Contact Info

Phone: (928) 314-9517
Fax: (928) 314-9529
Hours:
  • Monday - Thursday: 7:00am - 5:00pm