Business Leadership Symposium 2019 PAYMENTS TO GUEST SPEAKERS 02/03/2020 Presenters Sarah Chronister, Urbana Purchasing Tammy Ziegler, University Payables Kami Van Bellehem, University Payroll and Benefits 02/03/2020
2 Agenda Contracts Required Speaker Payments Invited Foreign National Speakers 02/03/2020 3 Contracts Required Sarah Chronister
Urbana Purchasing Office 02/03/2020 4 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
02/03/2020 5 Speaker Payments Tammy Ziegler University Payables 02/03/2020 6 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 Natl) Do not need to have a Banner Vendor ID Reimburse as a Vendor: Misc. Payments Vendors, Non-Employees & Students (Misc. Vendor Foreign Natl)
Must have a Banner Vendor ID Use if paying an honorarium 02/03/2020 7 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 02/03/2020 8 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. 02/03/2020 9 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) 02/03/2020 10 Invited Foreign National Speakers
Kami Van Bellehem University Payroll and Benefits 02/03/2020 11 Steps for Paying a Foreign National Begin Steps 1 & 2 PRIOR to inviting a foreign national speaker. 1.) Identify or Verify the Payment Type Payment Selector Tool
2.) Check Payment Eligibility Payment Eligibility Grid 3.) Gather Required Forms and Documentation Document Checklists 4.) Submit the Payment Request
FNPeF/TEM 02/03/2020 12 1.) Identify or Verify the Payment Type Payment Selector Tool 02/03/2020 13
2.) Check Payment Eligibility Payment Eligibility Grid 02/03/2020 14 3.) Gather Required Forms and Documentation
Document Checklists 02/03/2020 15 4.) Submit the Payment Request Foreign National Payment e-Form Wire Transfer Reimbursements
FNPeF/TEM Travel & Expense Management System Direct Deposit/Paper Check Reimbursements Honorarium Payments Independent Contractor Payments 02/03/2020 16
Tax Withholding (Honorarium & Independent Contractor Payments) Tax Treaty Appointments Exempts payment from federal & state taxes Individual must have SSN/ITIN at time of visit to campus
Appointment must be scheduled with FNSC upon individuals arrival on campus Appointment will be scheduled at the visitors convenience during our regular office hours Gross Up Payment 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
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