Montclair State University

For speakers who are U.S. citizens

1. Provide a W-9 form to the speaker to complete, sign, and give back to you. (Or, you can also get it at
    www.montclair.edu.  Click on the tab “MSU A-Z” at the top of the page; click on “F”; click on “Finance and
    Treasury”.  Then, in the left-hand column, click on “Forms”.  Scroll down until you see “W-9”.  You can
    download this and print out, or forward to your speaker via e-mail.)
2. Attach this W-9 form to your usual paperwork (detailed below) for requesting payment of the honorarium and
    submit to the Dean’s Office.

For speakers who are NOT U.S. citizens

1. Contact Sheri Walters in Finance and Treasury at walterss@mail.montclair.edu.  Let her know one month in advance
    of your speaker’s arrival that you have invited a speaker who is not a U.S. citizen, and give her the contact
    information on your speaker (including an e-mail address!).
2. Sheri will then contact the speaker and provide him/her with information about how to register on-line with the U.S.
    Treasury program for determining the individual’s tax liability or eligibility for waiver.

Please note that your prior notification to Sheri and the speaker’s completion of the on-line U.S.     Treasury application is necessary for any possibility of avoiding tax withholding as mandated by U.S. tax law.  Eligibility for a waiver is not certain, but failure to complete the process before payment will result in automatic withholding.

3. Submit your usual paperwork (detailed below) for requesting payment of the honorarium to the Dean’s Office.

---

IF you are submitting only an honorarium and no request for any other expense reimbursement:

1. The usual paperwork will include:
    a) a Check Request form
    b) An invoice from the speaker (sample form)
    c) A flyer or program for the event (if available)
    d) The final paperwork must also include a W-9 form signed by the individual and a Vendor Create Form for anyone not
    already in the MSU Financial System (which presumably would apply for your honoraria recipients). The Vendor Form
    should be completed by the department.

2. Submit the paperwork to Arlene Camporeale in the Dean’s Office (DI-401).  See her if you have any questions (either
    before incurring expenses or while completing the paperwork).

---

IF you are submitting an honorarium and a request for reimbursement of other related expenses:

3. The usual paperwork will include:
    a) a Check Request form
    b) An invoice from the speaker (sample form)
    c) A flyer or program for the event (if available)
    d) The final paperwork must also include a W-9 form signed by the individual and a Vendor Create Form for anyone not
    already in the MSU Financial System (which presumably would apply for your honoraria recipients). The Vendor Form
    should be completed by the department.

Plus

    e) A Non-Employee Travel Expense Report form.  Do not use the same form for multiple persons; complete a separate
    form for each individual.  Be sure to read the Finance and Treasury’s second page to the form for important details on
    both incurring expenses and submitting the form.  Many of the expenses will have the same parameters as for faculty
    travel, but …

Note these important features:

    f) For the non-employee, only actual expenses are reimbursable with proper receipts.  Per diem rates are not permissible.
    g) Reimbursement requests must be filed within 60 days after the expenses were incurred.
    h) Any reimbursement without original receipts (should that even occur) will result in the issuance of a 1099 with the
    reimbursement considered gross income to the individual.

4. Submit the paperwork to Arlene Camporeale in the Dean’s Office (DI-401).  See her if you have any questions (either
    before incurring expenses or while completing the paperwork).

CHSS rev 9/9/11