Inviting a Guest and Arranging an Honorarium

This checklist guides faculty through the steps for inviting a guest and arranging an honorarium. It covers what to document for the event, how to secure departmental approval, who to notify, and how to arrange travel and accommodations. It also outlines the steps for completing the event and processing payment. Following this checklist helps ensure the visit runs smoothly and meets all University requirements.

Checklist for Faculty

1. Document the Event:
   1. Purpose of the event.
   2. Guest’s role and expertise.
   3. Proposed honorarium and travel amounts.
   4. Confirm the guest’s eligibility for an honorarium.
2. Communicate with Department Chair and/or appropriate administrator and Departmental Partner:
   1. Submit the proposal for approval.
   2. Ensure all key individuals (department chair, administrator in charge of the funds, departmental partner) are informed.
   3. Additional communications or approvals may be required for special cases (e.g., high-profile guests, unusual arrangements). Consult with the departmental partner.
   4. Inform College Communications team to add to events schedule and for promotion.
   5. Receive departmental approval for the honorarium and event.
3. Arrange Travel and Accommodations:
   1. Confirm the guest’s availability, Clarify expectations (length of talk, topic, Q&A session, etc.), and discuss the logistics of their trip. Based on that conversation, choose one of the three standard options for guest travel and accommodation described earlier in this document.
   2. Explain the chosen travel arrangement option to the guest, including tax implications and potential withholdings. Let them know that they may receive additional communications from the University requesting necessary information for payment processing (e.g., a W-9 form for U.S. citizens, or a W8BEN form for foreign nationals).
4. Complete the Event:
   1. Communicate with the Chair and the departmental partner about the successful completion of the event.
   2. Submit all necessary documentation for payment to the Departmental Partner.
   3. If appropriate, complete the following suggested best practices:
      1. Send a thank-you note to the guest within a week of their visit
      2. If the event was supported by a donor, coordinate with our development officer to send a thank-you note as well.
      3. Collect feedback from attendees
      4. Follow up on any commitments made during the visit (e.g., sharing resources, connecting students with opportunities)
5. 5. Process Payment:
   1. Ensure payment is issued after the event, including any tax reporting requirements.