International/Foreign Speaker/Lecturer (Demonstrating Service within their Expertise)
Steps to be taken by the department before submitting a requisition to Purchasing:
The department needs to verify with the International Employment Services that a payment can be made based on the immigration status of the guest. A letter is furnished to the Financial Services & Tax Office indicating that a speaker fee payment can be made.
The department will provide the name and email address of the individual to the Financial Services & Tax Office. The Financial Services & Tax office will send individual login instructions to Glacier, a non-resident tax software program.
After the steps above are complete, the form to use for this requisition is the HSC Non-Catalog Form.
Enter Supplier: in the textbox, enter Vendor of Choice.
Click the supplier search link and enter the name of the Vendor of Choice.
Select a different fulfillment center if applicable.
If the name of the Vendor of Choice does not appear in the supplier listing, click enter manually and provide the requested information. A PaymentWorks invite will need to be sent to the vendor.
The Distribution for this requisition should be sent to a fax number or email address; however, if neither is available, Manual may be chosen:
Click the check box after Check this box to customize order distribution information.
Remove the check mark from the fax check box.
A check mark remains in the check box for Manual distribution.
Purchase Category: select Other from the drop-down menu.
Quantity: quantity will default to 1.
Packaging (UOM): enter a 1 in the text box. Select LO-Lot for UOM.
Unit Price: enter the amount agreed to in the text box.
Product Description: enter the Lecturer/Speaker name and explanation of expenses to be incurred.
If Travel is to be paid:
The reimbursement of lecturer travel fees should be processed through Emburse Enterprise as a non-taxable expense. Only allowable travel expenses will be reimbursed. Proper documentation substantiating the expenses must be provided to the Travel Office when seeking reimbursement; examples include receipts, statements, and canceled checks. In general, all travel reimbursement requests must be submitted within 60 days of incurring the expense to avoid being taxed. Contact the Travel Office if you have questions concerning travel policy/requirements.
If the department is not reimbursing the actual travel expense but is instead paying a predetermined flat fee then the travel expense can be processed on a PO.
Prepare a 2nd line on the requisition identical to the one above with the exception of the Product Description:
In the Product Description, enter Travel Expense.
The account code for this transaction should be 729900.
Shipping Information: click the radio button next to Shipping is Prepaid and Will Be Added to Invoice.
Independent Contractor Questionnaire (ICQ) required/attached needs to be flagged Yes.
Available Actions: (top of form) from the drop-down menu select Add and Go to Cart, and click Go.
Shopping Cart - Draft Requisition will display on the active cart page. Click Proceed to Checkout.
Summary - Draft Requisition page will display:
Line and Header FOAP Summary: ensure the Account code is 729900.
Internal Notes and Attachments:
Click the Submit Req button at the top right of the page.
Attach the necessary quote/pricing verification forms.
Secure from the vendor and attach an ICQ (Independent Contractor Questionnaire). ICQ must be signed by the Fund Manager.
Click the Submit Req button at the top right of the page.
