Copyright Fee and Royalty Payment Guide 

This guide provides information on how to request a payment of fees associated with the use of copyrighted works.

Campus departments sometimes make use of copyrighted works in conducting campus business. In many of these instances, the copyright owner is entitled to payment from UCSC. This guide covers the process for making this payment. Please contact the FAST/AP Help line at 459-4488 with questions or locate your representative directly.

  1. Before you start
  2. Ways to pay
  3. Requesting a direct payment
  4. Receipt and documentation requirements
  5. Authorization and approval
  6. Tax withholding and reporting
  7. Common oversights
  8. Where to get help
  9. Account codes

Appendixes
    FORMS
    Quick links to forms referenced in this guide are provided below.
     
    Important Form Information:

     Payment Setup Forms
    Payee_Setup_204.pdfPayee_Setup_204
    Payee_Setup_204.xlsPayee_Setup_204
    Payee_Setup_Instructions.pdfPayee_Setup_Instructions
    Vendor_Electronic_Funds_Authorization.pdfVendor_Electronic_Funds_Authorization
    Vendor_Electronic_Funds_Authorization.xlsVendor_Electronic_Funds_Authorization

     Payment Processing Forms
    Direct_Payment.pdfDirect_Payment
    Direct_Payment.xlsDirect_Payment
    What to KnowFilter
    Before you start

    Important information to know.

    1. Special conditions. The following conditions applying to this type of payment.
      • The owner of copyrighted material grants permission to reproduce, sell, publish, distribute, and/or perform in exchange for the payment of a fee.
        • A payment based on a percentage of sales or some other measure is considered to be a royalty payment.
    2. Avoid conflicts of interest. Refer to the appendixes for information covering employee-vendor conflict of interest issues.


    3. Payment form. If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup_204: (Excel | PDF).
    Ways to pay

    A business contract is usually executed between UCSC and the copyright holder, or authorized agent, for permission to use copyrighted material. The Business Contracts Office assists in this process.

    • A payment of a copyright fee or royalty is made through a direct payment.
    Requesting a direct payment

    Follow these steps to request a direct payment.

    1. If this is the first time the recipient will be receiving a UCSC non-payroll payment, complete a Payee Setup_204: (Excel | PDF).


    2. Complete a Direct Payment (Excel | PDF) and obtain approval from an authorized expense approver.
      • Include the recipient’s social security or individual taxpayer identification number on the form.
      • Attach supporting documentation, such as original receipts. Refer to the “Receipt and Documentation” topic for more information.
      • Non-resident alien payments: Additional documentation requirements apply. Refer to the appendixes for more information.
    3. Submit the Direct Payment to the divisional or departmental business office for review and “second-tier” approval.


    4. The divisional or departmental business office will submit the form and supporting documentation to the Financial Administrative Services and Transactions/Accounts Payable Office (FAST/AP) for processing.
    Receipt and documentation requirements

    The following supporting documentation must be submitted with a completed Direct Payment (Excel | PDF).

    • Receipt. Submit all original vendor contracts, invoices, and itemized receipts.
      • An electronic receipt is acceptable as long as it provides the detail needed to substantiate the expense.
      • Photocopies of receipts are not an acceptable substitute for original receipts
    • Nonresident Alien Payments
      • Refer to the appendixes for information about additional documentation requirements associated with payments made to foreign visitors.
    Authorization and approval
    • Only an individual with written delegated authority provided on the Manual Signature Authorization Approval Form (Excel | PDF) may approve the payment.
    • An employee having delegated authority may not approve his or her own reimbursement or payment request.
    Tax withholding and reporting

    Important things to know.

    • Refer to the appendixes for general tax withholding and reporting information.
    • Refer to the appendixes for foreign visitor tax information.
    Common oversights

    Speed up the payment process by avoiding these common oversights.

    • Forgetting to provide the recipient’s social security number or Individual Taxpayer Identification Number on the Direct Payment Form (Excel_PC | Excel_MAC | PDF).
    • Forgetting to obtain the appropriate approvals on the Direct Payment Form.
    • Forgetting to attach required supporting documentation to the Direct Payment Form.
    • Forgetting to submit all the pertinent visa and/or immigration documentation associated with payments made to non-resident aliens.
    • Forgetting to submit a Payee Setup Form_204 for a first-time reimbursement or payment recipient.
    Where to get help

    Assistance is available for the following topics:

     Account Codes - Copyright Fee and Royalty
    DescriptionFilter
    001440
    Including usage rights