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.
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.
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.
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.