Honorarium and Guest Travel Payment Process
All payments to guests and consultants will be processed in Workday as Supplier Payments. To process payment to an individual (or entity) related to any services provided to the College, Accounts Payable needs to ensure that an individual (or entity) can receive payment in the United States.
- Before initiation of any payment to a guest, please review College policy related to Non-Employee Travel.
- Additionally, before inviting Academic guests to campus, please review the Provost office procedures.
Honorarium is defined as a voluntary, one-time payment given as a token of appreciation to an individual. It cannot be paid to a company, partnership, or LLC. It is valued below the fair market rate of services provided by a contractor. The amount is to be determined by the College; not the guest. Please do not confuse honorarium with payment for contracted services. Please do not create an invoice or ask your guest to create an invoice for an honorarium payment.
A supplier request will need to be generated to process honorarium or travel reimbursement payments to guests. Please follow the steps in the Create Supplier Request guide to request a new supplier.
The minimum identity documentation needed for a guest is listed below by the type of payee and location of the activity. Purchasing will follow up with the requestor when more documentation is needed.
- US Taxpayer – services/travel in or outside of US - IRS form W9
- Non-Resident – services in the US – completed and signed Glacier record
- Non-Resident – travel in the US – IRS form W8, valid Visa/ESTA, and relevant dated I-94
- Non-Resident – services/travel outside the US – IRS form W8
Use the justification box to explain the nature of the payment to this supplier, if the supplier will be paid by foreign wire, and if services were provided inside or outside the US.
Once your supplier has been approved, you may initiate a Supplier Invoice Request. Please follow the steps in the Create Supplier Invoice Request guide.
Your supporting documentation attachment should include an email exchange between your department and the guest or a document showing the guest appearing at your lecture/event. There should never be an invoice attached to an honorarium request as the payment is voluntary and the College is determining the amount to pay.
If you need to wire funds to a foreign guest, please use the handling code “Foreign Wire”.
Workday will only allow currency to be entered as USD. Please input the amount you want to process, even if it is the amount of foreign currency (ie Euro). Please use the comments box to indicate the currency the guest is expecting to receive.
Your attachments must include the full foreign banking information and confirmation of the currency. This information must be documented as coming directly from the guest.
If the guest will accept a USD check, please be sure to use the handling code of "Special Address Handling" and indicate the address to mail the check in the comments box.
If your department wants to hand deliver the check to the guest, please use the handling code "Pick Up Check" and indicate the name of the employee that will be picking up the check.
Please see the Purchases and Payments Invoices page for payment deadlines.