This page explains how to submit an Honoraria/Guest Speaker Check Request form. Payments using this check request form must meet the following requirements:
The payee is not a current employee of Indiana University or an individual who received a payroll payment from IU in the past 365 days.
The payee is an individual and is the person who performed the service.
This is a one-time payment.
Payment does not involve terms and conditions, a contract, or other type of agreement.
The payee is not creating a tangible or intangible good that will be used by others.
The payee will not have unallowable physical contact with students. Unallowable physical contact includes massage, strength training, and other activities involving prolonged physical contact. Handshakes are allowable.
The payee will not have unsupervised contact with students.
If the payee is a US citizen, the payment does not exceed $10,000.
For services performed internationally, or by an international person within the US, the payment does not exceed $5,000.
The BUY.IU Supplier ID (starting with the letter “p”) of the individual you are paying. View Locate a BUY.IU Supplier ID Number to find this information.
The Check Requests forms section opens. In the left menu, confirm that the section Check Requests is selected in the Shared category.
Scroll down until you find Honoraria/Guest Speaker v2 and click the form name link.
The Honoraria/Guest Speaker Check Request Form Instructions page opens. Review the instructions for information on completing the Honoraria/Guest Speaker check request form, then click Next.
The Details page opens. No updates are needed on this page. Click Next.
The Suppliers page opens next. Complete the following actions:
Supplier: Type in your Supplier’s name or their supplier ID number.
Search: Click the Search button to begin a search for the supplier.
Supplier Name: Confirm the supplier’s name and fulfillment center information is correct. The supplier may have multiple fulfillment centers. Use the View Supplier Payment Addresses page for help locating the correct fulfillment center to use.
Next: Click the Next button to continue in the form.
The Form Fields page opens. This page shows the current completion progress of the form. Click Next to continue.
Form Fields – Honoraria/Guest Speaker opens. Complete the following fields:
Business Purpose: Enter a justification for why the service being paid for is an appropriate use of IU funds.
End Date of Service: Some payees perform services over multiple days. Enter the last day services were provided in this field.
Unit Price: Enter the amount the payee is receiving in this field.
Product Description: Enter a short description of the services provided by the payee. This information will appear on the line item on the requisition.
In this example, Fred Savage performed a guest lecture for THTR-T 120: Acting I Fundamentals of Acting. We have described what he provided, entered the date he gave his lecture, and entered the unit price. Click Next to continue.
The next page, Form Fields – Substantiation Documentation, opens. Select Yes for the question, “Is the substantiation documentation applicable for uploading?”
Never upload documents containing Critical Data to this form. Visit the IU Data Management’s Critical Data Guide for help identifying and properly redacting Critical Data.
Click Next to continue.
The Review and Submit page opens. This page shows an overview of the sections of the form and their status. If the Suppliers field does not have a green check mark beside it, your supplier is being paid in a foreign currency. Use the Foreign Currency Check Requests page to find out how to resolve this warning.
Click Add and go to Cart to continue.
Complete the cart fields and go to checkout.
Complete the requisition using the Complete a Check Request guide (In Development).
BUY.IU compares the End Date of Service field to the date you are submitting the requisition. If the End Date of Service is six or more days in the future, BUY.IU will not allow you to place the order.
An error message will appear in the Summary section stating that the requisition cannot be submitted.
You must wait until at least five days before the Event End Date to submit the order. Save your work by clicking Assign Cart and assign the cart to yourself. Visit the Locate a Cart page (In Development) to learn how to retrieve your order and submit it after services were performed.
Honoraria/Guest Speaker Check Requests may be submitted up to five days in the future of the Event End Date. This is only allowable when the payee must be handed the payment at the time service is performed. Please note that this special handling option should be used in extremely rare circumstances, as it increases the complexity of the payment and introduces financial risk to the university.
In this situation, BUY.IU displays a warning message reminding you to complete the Special Handling fields of the requisition. Review SOP-PURCH-16: Special Payment Instructions to learn how to complete the Special Handling fields.
