Bryn Mawr College

Procedure for Inviting DomesticGuests

Before the Guest Arrives

1.   Verbal Invitation to Guest

(Faculty member/Host)

Faculty member/Host extends a verbal invitation to Guest.

2. Email Confirmation to Guest

(Faculty member/Host, Support Person)

Faculty member/Host communicates to Support Person that they have invited a guest. Faculty member/Host will provide the following information:

• What will the Guest do (specifically) while on campus?
• Will the Guest receive an honorarium?
• Will the Guest receive reimbursement for travel?

Support Person sends the following confirmation email to Guest:

Dear Professor < >:

I am so pleased that you will be joining the campus community to do <x,y,z>.  I am supporting Professor < > in the administrative details of your visit.  Below is the link to the College’s Guest Resources webpage.

http://www.brynmawr.edu/provost/GuestResourcesPage.html

The Guest Resource page will provide you with instructions on the next steps to accept your invitation.

Feel free to contact me if you have any questions.

Sincerely,

<Support Person Name>

Note: Guest Resources Page will provide the Guest with a link to W-9 and additional Information that they will find helpful.

3. Guests emails Support Person acompleted W-9.

(Guest)

After the Guest Arrives & Services are Rendered

There are two types of payments:

• Honoraria – No Receipts Required
• Complete an Accounts Payable form (pink)
• Attach signed W-9
• Submit to Accounts Payable
• Guests will be paid according to the Accounts Payable payment schedule
• Reimbursements – Receipts Required
• Collect Receipts
• Attach signed W-9
• Complete a Travel Reimbursement form (yellow)
• Submit to Accounts Payable
• Guests will be paid according to the Accounts Payable payment schedule

Note: College policy does not allow for the printing of same day checks.