1. PAYMENTS TO GUEST SPEAKERS
Business Leadership Symposium 2019
PAYMENTS TO GUEST SPEAKERS
4/22/2019

2. Presenters Sarah Chronister, Urbana Purchasing
Tammy Ziegler, University Payables
Kami Van Bellehem, University Payroll and Benefits
4/22/2019

3. Agenda Contracts Required Speaker Payments
Invited Foreign National Speakers
4/22/2019

4. Contracts Required
Sarah Chronister
Urbana Purchasing Office
4/22/2019

5. What Are Our Options?
Obtain a quote from the speaker and complete a requisition
Obtain a contract from the vendor and complete a requisition
Use a Contract for Services under $10,000 and submit through TEM or enter a requisition
Submit a contract request and requisition, Purchasing will create a contract
Honorarium
4/22/2019

6. Speaker Payments
Tammy Ziegler
University Payables
4/22/2019

7. How to Pay Speaker Travel
Use your T-card
Travel Arranger
Reconcile under Arranged Travel Non-Employee
Multiple t-card charges can be reconciled on one ER
Reimburse as a TEMP Vendor (TEMP Vendor Foreign Nat’l)
Do not need to have a Banner Vendor ID
Reimburse as a Vendor: Misc. Payments – Vendors, Non-Employees & Students (Misc. Vendor – Foreign Nat’l)
Must have a Banner Vendor ID
Use if paying an honorarium
4/22/2019

8. Travel Expenses All expenses must have a business purpose
Guests can have premium travel
Upgraded seats
Do not have to stay within the lodging limits
Car rental insurance
Units can set budget limits
Choose either per diem or actual receipts for meals
Per diem based on destination
Itemized receipts
4/22/2019

9. Honorarium
An honorarium is a one-time payment of $5,000 or less, made to an individual who is not an employee of the University of Illinois System for a special and non-recurring activity or event for which no remuneration is collectible by law. Honoraria are typically paid to persons of scholarly or professional standing with the intent of showing appreciation for participation in U of I System educational, research, or public service activities. If payment is negotiated and agreed upon, this is considered a contractual agreement, and should be processed as a payment for professional services, not as an honorarium.
4/22/2019

10. Honorarium Must be paid to an individual
Must have a Banner Vendor ID set up in Banner
Potentially 1099 tax reportable
Must be a gift
If both travel expenses and honorarium combine on one ER
If a fee is negotiated or the University invoiced for services, may need a Contract for Services (CFS)
4/22/2019

11. Invited Foreign National Speakers
Kami Van Bellehem
University Payroll and Benefits
4/22/2019

12. Steps for Paying a Foreign National
Begin Steps 1 & 2 PRIOR to inviting a foreign national speaker.
Payment Selector Tool
1.) Identify or Verify the Payment Type
Payment Eligibility Grid
2.) Check Payment Eligibility
Document Checklists
3.) Gather Required Forms and Documentation
FNPeF/TEM
4.) Submit the Payment Request
4/22/2019

13. 1.) Identify or Verify the Payment Type
Payment Selector Tool
1.) Identify or Verify the Payment Type
4/22/2019

14. Payment Eligibility Grid 2.) Check Payment Eligibility
4/22/2019

15. 3.) Gather Required Forms and Documentation
Document Checklists
3.) Gather Required Forms and Documentation
4/22/2019

16. 4.) Submit the Payment Request
FNPeF/TEM
4.) Submit the Payment Request
Foreign National Payment e-Form
Wire Transfer Reimbursements
Honorarium Payments
Independent Contractor Payments
Travel & Expense Management System
Direct Deposit/Paper Check Reimbursements
4/22/2019

17. Tax Withholding (Honorarium & Independent Contractor Payments)
Exempts payment from federal & state taxes
Individual must have SSN/ITIN at time of visit to campus
Appointment must be scheduled with FNSC upon individual’s arrival on campus
Appointment will be scheduled at the visitor’s convenience during our regular office hours
Tax Treaty Appointments
Federal and state taxes are withheld
Department may request gross up to accommodate required tax withholding
“Department wishes to gross up” must be included in description of payment request
Gross up calculator is available on the OBFS website
Gross Up Payment
4/22/2019

18. Questions?
4/22/2019