Indiana University - Guidelines for Paying for Services, including Speakers and Lecturers

  1. If the total amount being paid is under $1,000, a DV may still be used. Travel may be over and above this $1,000 threshold.
  2. If the total amount being paid is over $1,000, a Requisition must be executed in EPIC for the speaking fees or honorarium.
    1. If you have a W9, please forward that to Purchasing.
    2. If you don’t have a W9, enter the name, address, and phone number of the speaker in EPIC, and Purchasing will obtain the W9.
    3. If the agreement is over $5,000 or if there are risk factors involved, Purchasing may prepare an agreement in addition to the PO.
    4. Travel may be paid one of two ways:
      1. on the PO as a separate line item with object code 4089.  With this method, the original receipts would be sent to Accounts Payable with the PO number on them.
      2. on a DV as a separate transaction
    For speakers who are non-US citizens, Purchasing will obtain the W8-BEN paperwork, which is the substitute for a W9. The department is responsible for all other paperwork for non-US citizens.

    EXCEPTION: For any compensation that must be paid via a wire transfer, these may still be made on DV’s because EPIC does not yet have the capability to initiate a wire transfer.

Procedures for an Agreement

  1. If Purchasing determines an agreement is required, you will be asked for the following information:
    1. The begin/end date of the work.
    2. The person at IU (name, dept. address, phone, e-mail) who is the primary contact.
    3. A general description (3-5 paragraphs) of what the person will be doing for us. Be as detailed as possible, because if something happens and they don't do the work as expected, we’ll want to point to this statement.
    4. Payment schedule (how will the person be paid, amount/rate, when, etc.)
    5. Will they be paid for travel? If so, what elements – air, meals, mileage, etc.?
    6. Name, address, phone, fax (if available) and e-mail of the person (or the company) to be paid.
    7. Is the person a US Citizen, and will all the work be done in the US?
    8. Is the person in any way related to someone in the department?
  2. Purchasing will prepare the agreement and return it to you for your approval.
  3. You will e-mail Purchasing with changes to the agreement, or your approval.
  4. Purchasing will e-mail the agreement to the speaker requesting that they sign and return it.
  5. When Purchasing receives the signed agreement back, Purchasing will send you an e-mail with a copy attached.
  6. When you receive your signed copy of the agreement, enter a requisition in EPIC for the total amount to be paid. If there is travel, put the travel on line 2 with an estimated amount, or use a DV for the travel piece.
  7. Purchasing will process the requisition and issue the PO.

Procedures for Making Payment
After the event, if there is an invoice, you will approve the PREQ when it comes to the department.
If there is no invoice, you will send Purchasing an e-mail with the following information:

    1. Subject Line: "Performer/Speaker Payment – Payee Name"
    2. Please include in the e-mail:
      1. P.O. #
      2. Payee/vendor name
      3. Total payment amount
      4. Pay date – this would be the date the check is to be printed. It needs to allow consideration for pick-up, campus mail, or mailing to vendor.
      5. Delivery instructions – mail to vendor, who to call to pick up the check, or campus address for campus mail.
    3. Purchasing will forward your e-mail to accounts payable, and they will issue the check.

In cases where a deposit is required, you should indicate this clearly on the Requisition.