Skip to main content

Guest Artist/Service Requests

FY27 Hiring Freeze: Exception Request Forms

Under the FY27 hiring freeze, payments to individuals require an approved Exception Request Form before a requisition can be submitted. This applies to guest artists, clinicians, adjudicators, accompanists, coaches, technicians, and anyone else paid as an individual for their own work.

The Business Office prepares and submits the Exception Request Form for you. You do not need to fill one out. What you do need to do is give us enough information in the request form to write it, and give us enough time to get it approved.

  • Approval takes at least two weeks and passes through three or four levels of review.
  • The two week clock starts when the Business Office submits the form, not when you submit your request.
  • A signed Exception Request Form cannot be edited. If it comes back for more information, the process starts over from the beginning.
  • Payments to established businesses for goods or routine services follow a different path. The Business Office will let you know if that applies to your request.

Your description does double duty. For any payment to an individual, the description you write is submitted verbatim as the justification on the Exception Request Form. Please make sure it answers both of the following:

Why is this necessary to support the operating unit?

What is the impact on the operating unit if this request is not approved at this time?

What You’ll Need to Fill Out This Form

  1. Who is processing this form?
    • Opera and all Ensemble forms will be processed by Jeanette Sternberg
    • All other forms will be processed by Ximena Dilizia
  2. Legal Name of Guest
    • Typing anything other than the legal tax identifying name will severely delay the payment process
  3. Your name, your Rutgers email address, and your phone number
  4. Payment Type
    • External Vendor: anyone who is not affiliated in any way with Rutgers University
    • Payroll: all active students and anyone that receives payment from Rutgers University
    • IPO: Internal Purchase Order, reserved for internal payments
  5. What account is being charged?
    • If you select Other, you will be asked to describe the account
  6. Start date of work
  7. End date of work
  8. Whether your guest will need to be reimbursed
  9. Total cost of the guest’s visit
    • If reimbursement amounts can be calculated in advance, add them to the total. For example, if you would like to reimburse train tickets, simply add that amount to the total fee.
  10. A detailed description of the guest’s activities and where they will be performed
    • Please include all rehearsal/performance dates if applicable
    • For payments to individuals, also answer the two Exception Request Form questions above
    • You may also upload a supporting document for the project or activity
  11. For External Vendors only, you will also be asked for:
    • Email address of guest
    • Phone number of guest
    • Mailing address of guest, including city, state and ZIP code
    • Citizenship status: US Citizen, Foreign National, or Permanent Resident

What Your Guest Will Receive

  1. All guests will receive a pre-filled Independent Contractor Form (ICED) that they must review for accuracy, sign, and return before the payment process can begin.
  2. All guests will receive a sample Invoice that they can use or they can supply their own Invoice. An invoice is necessary for the payment process.
  3. If your guest is not in the Rutgers University System, a New Vendor Registration invitation to Payment Works will be sent to them. Payment Works acts as a W-9 and once the artist completes the form, they are automatically added to the Rutgers University system. The Vendor will upload the required documents the University needs to set up suppliers in the system.

Please be aware that Rutgers University standard payment terms are 45 days after the date of service.

Please submit all forms 45 days prior to your event.

For payments to individuals, submit as far ahead of the work as you can. The Exception Request Form must be approved before a requisition can even be created, so the 45 day window is a floor, not a target.

If you need to hire a guest, please use this form:

Guest / Service Hire Form

Invoice Information

This information will be sent to each Guest Artist. Invoice submissions must come from the Guest Artist.

Invoices submitted to accountspayable@finance.rutgers.edu must have the following:

  1. Reference a valid Rutgers University purchase order. Invoices submitted without a valid purchase order will not be processed.
  2. Be billed to Rutgers, The State University of New Jersey.
  3. Have a unique invoice number and invoice date. Duplicate invoice numbers will not be accepted.
  4. Rutgers ordering and ship-to contact information.
  5. If taxable and non-taxable items are included on same invoice, separate the total taxable and total non-taxable amounts (preferred).
  6. Single email attachments (preferred).

File must be one of the following file types: .PDF, .DOC/.DOCX, .TIF/.TIFF or .JPEG/.JPG.

Additional Payment for Rutgers Employees

Additional payment for PTL’s, active students, or other artists employed by Rutgers University: If your guest artist is a paid employee of Rutgers University, please select Payroll in the form. Please submit all forms 45 days prior to your event.