Honorarium payments must be processed through the Concur System. As of June 30, 2017, PRISM iExpense honorarium payments will no longer be processed. For detailed instructions of how to submit an honorarium expense in Concur, please watch our five-minute “Concur: Paying Non-employees” training video available on our training videos page. If you do not have access to Concur, please submit a Customer Service inquiry.
Expense types with the appropriate tax-reportable code have been entered into Concur for the following honoraria:
- Honorarium – Board of Visitors
- Honorarium – Guest Speakers
- Honorarium – Judge
- Honorarium – Other
- Honorarium – Panel Members
- Honorarium – Peer/Program Review
- Honorarium – Symposium
Detailed guidelines to assist in differentiating between services and honorarium payments are available here.
How to pay foreign national visitors that require payment in foreign currency
If the honoraria requires foreign currency for payment, complete a hard-copy T&B form, scan the form (including all supporting documents shown below), and email the packet to firstname.lastname@example.org.
Supporting documents (that will be attached to the hard-copy T&B form) include:
- An invoice must be in the currency that will be wired, and must include:
- Supplier name
- Bank information, including:
- Bank name and address
- Swift code
- Bank account number
- ABA routing number
- A completed wire transfer form
- A W9, W8, or W8-BEN
Guest speakers from outside the United States
You may have guest speakers from outside of the US. However, they must have the proper travel documents if there are to be any payments (honoraria). See the Foreign National section for payment requirements.
Payments to visitors – information that IS required
In addition to identifying the type of honoree, you also must provide an IRS form W9 if the honoree has not been paid within the last 24 months. Documentation should be attached to the honorarium payment request in Concur.
Payments to visitors - information that is NOT required
In accordance with the Provost’s email dated August 27, 2014 to Deans and Department Chairs titled “Visitors to Campus,” payment requests for visitors do not require a Speaker or Visitor Agreement. Consistent with previous practices, a Directed or Sole Source Justification form will not be required, nor will a certificate of insurance. Although the Guest Speaker Agreements have been discontinued, if you desire to record speakers or retain rights to the content presented, you must document the speaker’s grant of permission and transfer of rights in writing by using the Speaker/Participation Content Recording Agreement.
Other types of payments to visitors that may not be processed through Concur
It should be noted that this process may not be used for professional speakers who would like to execute a contract with the University. Unlike guest speakers, whose primary reason to visit is to share knowledge and expertise, professional speakers conduct lectures as their primary trade or business and are frequently represented by speakers’ bureaus. While the University does not require a contract for professional speakers, the professional speakers themselves may require that the University sign a contract. If that is the case, please submit the contract provided by the speaker to Purchasing Services through the Supplier Provided Agreement specialty form in the PantherExpress System.
On occasion, University departments require entertainers, musicians, artists or other similar performers. There may be special contract requirements and documents for these presenters. Please contact the procurement specialist assigned to your area to discuss contracts for these services.
Background and History
Streamlined one-stop payment functionality
With the discontinuation of the University’s use of PRISM iExpense, we have moved to the Concur application for online travel and business expense processing which includes honorarium payments. The Concur application was implemented on March 1, 2017 and fully replaced PRISM iExpense on July 1, 2017. Users will enter both the expense reimbursement and honorarium payment on one expense report in Concur.
Although substantiated expenses are not tax-reportable according to IRS regulations, honorarium payments are tax-reportable. The IRS requires that all tax-reportable payments totaling more than $600 in a calendar year must be reported to the IRS and U.S. payees on IRS form 1099. Please select the appropriate honorarium expense type within concur to ensure proper tax reporting.
Instructions for submitting an honorarium expense in Concur are available in the five-minute training video, “Concur: Paying Non-employees,” available on our training videos page.