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.
If the payment does not meet these requirements, submit a PO Purchasing Contract review contract request form and non-catalog order.
In BUY.IU, use the side menu to select:
Step 1. Log into BUY.IU and select the Shop menu.
Step 2. Select the Shopping option.
Step 3. Select View Forms.
Step 4. In the left menu, confirm that the section Check Requests is selected in the Shared category.
Step 5. Scroll down until you find Honoraria/Guest Speaker v2 and select the form name link.
Step 6. On the Instructions page, select Next in the upper right corner.
Step 7. No updates are needed on the Details page. Select Next.
Step 8. Type in your Supplier’s name or their supplier ID number.
Step 9. Select the Search button.
Step 10.Select the correct supplier name and fulfillment center. Confirm the Fulfillment Center information is correct. The supplier may have multiple fulfillment centers. View Supplier Payment Addresses on the Supplier Profile to determine which fulfillment center has the correct remittance address. Use the View Supplier Payment Addresses page to help find this information.
Step 11. Select the Next button.
Step 12. Enter the Business Purpose for why the service being paid for is an appropriate use of IU funds.
Step 13. End Date of Service: Some payees perform services over multiple days. Enter the last day services were provided in this field.
Step 14. Enter the Unit Price, or total amount, the payee is receiving in this field.
Step 15. Enter a short Product Description of the services provided by the payee. This information will appear on the line item on the requisition.
Step 16. Select the Next button.
Step 17. Select Yes for the question, “Is the substantiation documentation applicable for uploading?”
Step 18. Select the Upload button in the Substantiation Documentation Upload section and upload a completed copy of the Honoraria/Guest Speaker Payee Certification Form.
Step 19. Select the Next button.
Step 20. Next to the text that reads “I have attached a copy of the updated Honoraria/Guest Speaker Payee Certification form which was completed and signed by the payee. Or, if the Payee Certification was inappropriate to upload, I indicated why and where substantiation documentation is stored,” mark the box to indicate I certify this statement is true.
Step 21. Select the Next button.
Step 22. Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.
- If the Suppliers field does not have a green check mark beside it, your supplier is being paid in a foreign currency. Use the Submit a Check Request Guide page to find out how to resolve this warning.
Step 23. To revisit a page, select Edit next to it and locate any unfilled required fields on that page.
Step 24. Select Add and Go To Cart to continue.
Complete the cart fields and go to checkout. Complete the requisition using the Submit a Check Request guide.
After the check request is approved, you can track the status of the payment by following the Locate check request payment details video.
