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Resources & FAQs

SSHA Events & Seminars Services:

  • Guest Services

    • Travel Preparation (Flight, Hotel, Rental Car, Reimbursement), Parking on campus

  • Space Reservation/Consultation

    • Reserve space on and off campus

  • Request Campus Services

    • Facilities, Transportation and Parking Services, UCM Catering, Event Security & Public Safety, IT support

  • Promotional Materials

    • Flyer creation, Access to Flyer Template Library, Listing on University Events Calendar, Posters on campus, Swag ordering

  • Special Request Processing

    • Alcohol Permit, Exception to Policy Requests, Performer Contracts, Honorarium Payments

  • Reimbursement Preparation

    • Guest Travel Reimbursements & Faculty Entertainment Reimbursements

  • Policy Consultation

    • Review policies regarding events with organizers (Entertainment, Risk Management, Procurement, Travel, etc.)

  • University-Wide Representation

    • University Events Council, Commencement, Homecoming & Bobcat Day

  • Virtual Events

    • Event Design Consultation, Advertising, Logistics


Resources:

Reference Links

Forms

 

UC Policies

 

Planning Guides


FAQ

Events and Seminars

SSHA Seminars is still assisting with event coordination during COVID. In order to assist with organizing your event, we have conveniently created a Virtual Event Request Support Request Form to gather information about your event. Please complete and submit this form at least 2 weeks prior to the event date.

Here our virtual event support services:

  • Event Design Consultation
    • Tools and Tips for hosting an engaging event
    • Individual appointments available
  • Advertisement
    • Flyers
    • Online advertisement
  • Event Logistics
    • Scheduling of meetings (upon special request)
    • Processing of payments for guest speakers

*please note that due to COVID restrictions and guidance from campus, all event expenditures may be subject to review.

  • Guest Services
    • Travel Preparation (Flight, Hotel, Rental Car, Reimbursement), Parking on campus
  • Space Reservation/Consultation
    • Reserve space on and off campus
  • Request Campus Services
    • Facilities, Transportation and Parking Services, UCM Catering, Event Security & Public Safety, IT support
  • Promotional Materials
    • Flyer creation, Access to Flyer Template Library, Listing on University Events Calendar, Posters on campus, Swag ordering
  • Special Request Processing
    • Alcohol Permit, Exception to Policy Requests, Performer Contracts, Honorarium Payments
  • Reimbursement Preparation
    • Guest Travel Reimbursements & Faculty Entertainment Reimbursements
  • Policy Consultation
    • Review policies regarding events with organizers (Entertainment, Risk Management, Procurement, Travel, etc.)
  • University-Wide Representation
    • University Events Council, Commencement, Homecoming & Bobcat Day
  • Virtual Events
    • Event Design Consultation, Advertising, Logistics

An honorarium is normally a one-time payment granted in recognition of a special service or distinguished achievement for which propriety precludes setting a fixed price, such as a special lecture, participation in a workshop or panel discussion, or similar activities.

If the fee is prescribed by the individual or if it is negotiated, an honorarium situation does not exist, rather a contract for services exists. Further, it is inappropriate to pay honoraria to individuals who make significant instructional contributions to a course, or to pay honoraria over several months, such as to visiting scholars.

Faculty members and their staff support can request honoraria for their guest speakers. It can be part of a course or it can be a seminar series.

Honorarium payments are generally not allowable charges to federal/state funds unless a contract or grant specifically authorizes such payments. If the fee is prescribed by the individual or if it is negotiated, an honorarium situation does not exist, rather a contract for services exists.  Please contact SSHA Academic Personnel for any such requests at rsmith7@ucmerced.edu.

You are authorized to request honoraria up to $2,500 per event under the provisions of APM - 666, and to get exceptions up to, but not exceeding, $5,000 per event according to the UCOP guidelines. Please consult with funding source prior to determining honorarium amount.

There can be multiple funding sources for an honorarium.

  1. Faculty Accounts: Faculty can use their accounts for honorarium payments. Please double-check with your RA or financial analyst to make sure funds are available and it is an allowable expense.

 

  1. Department Funds: Before committing to any honorariums from the department funds, please submit your request to your department chair to make sure the funds are available.

 

  1. Instructional Resources: If the honorarium is part of a specific course and/or syllabus, please consult with Instructional Resources and submit an Instructional Resources Funding Request Form to make sure it is budgeted for.

Generally, a rough average for UC Merced has been $500 per event/speaker. This average is subject to change depending on future commitments.

UC Merced Faculty are not eligible for an honorarium for the services they carry out within the UC Merced campus. It is considered as service to the campus community.

Honorarium for UC Faculty is allowable and is done through Intercampus One-Time Payment Form.  The maximum honoraria rate that can be paid to University of California faculty is $1,500 (with exceptions allowed up to $3,000) per event.

Yes, a faculty member can choose to waive receiving an herbarium payment.

If UC Merced is the Host Campus:  Complete the Host Campus Information of the Intercampus One-Time Payment form and obtain required signatures. Once this is complete, the form is sent to the Home Campus for further processing and payment.

If UC Merced is the Home Campus:  When the Intercampus One-Time Payment form is received with complete Host Campus Information, complete the Home Campus Information. After completing the Home Campus Information, the form is forwarded to the Academic Personnel Office at academicpersonnel@ucmerced.edu for approval and is sent to Payroll for processing.

The Home Campus is responsible for submitting the completed form to Payroll for payment processing.

Non-academic staff members are not eligible to receive either honoraria or any other payments that are not related to the service they are providing as employees.

Students are not eligible for honorarium payments.

Requests should be submitted as far in advance as possible. Honorarium requests must NOT be submitted after the event. It will be considered as an unauthorized payment and will need additional layers of approval.

NO.  Faculty must NOT pay out-of-pocket and request reimbursement for honorarium payments.  It will be considered as an unauthorized payment and is unlikely to be reimbursed.

How do I request an honorarium payment?

There are a few ways to request an honorarium:

  1. You can submit a request to CBS2, formerly ACT, directly.
  2. If your honorarium request is part of a virtual event and have already filed an event request with SSHA Events and Seminars they can help you with honorarium payment processing.
  3. You can request your Department Specialist to submit an honorarium payment on your behalf.

Prior to the talk:

Submit a general purchasing request to CBS2

    1. Funding source
    2. Name of the individual
    3. Contact information
    4. Business justification
    5. Amount - one-time-payment
    6. Backup documentation (Citizenship matters, please make sure to read the information regarding international participant document requirements.)

CBS2 will provide guest speakers with the Substitute W-9 for U.S. Companies and Individuals or a W-8BEN, for foreign individuals. Once the form is complete, they will submit it directly to vck@ucmerced.edu or fax it to 209-228-0073.

After talk:

Follow up with CBS2 and submit all other relevant information and check on the status of the payment.

Once a request is submitted to CBS2 a purchase order will be created and the request will be uploaded for Accounts Payable processing and payment, this applies to both domestic and international participants.

Requests for international individuals should follow the same process as outlined in the Process and Procedures for Requesting Honorarium Payments replacing the W-9 with a W-8BEN form.  Banking information must be obtained from the guest speaker via email and submitted as part of the supporting documentation to CBS2 for payment processing as these payments are processed via wire transfer.

Payment processing time for honorarium payment is 4 to 6 weeks after the request is submitted. For international participants, it is 6 to 8 weeks after the request is submitted. Additional forms and processes may be needed.

There are other considerations to keep in mind when it comes to honorarium payments to international participants, including but not limited to:

 

Foreign Individuals/CA Nonresidents (activity in U.S. and California):

 

  • Need to confirm the individual is eligible for payment under current U.S. immigration status prior to activity.
  • Need to enter into GLACIER.
  • Tax determination by Tax Services is needed for correct tax withholding from the gross payment amount.
  • Need to confirm the individual is eligible for payment by UC Merced Export Controls (U.S. Treasury, Office of Foreign Asset Control)
  • The amount is Form 1042-S reportable income to the individual. Federal tax withholding of 30% applies unless tax treaty exempt.
  • California Nonresident withholding 7% deducted from the gross honorarium payment if payments made to an individual exceed $1,500 in a calendar year. The amount is reportable on annual CA FTB Form 592-B.

 

Foreign Individuals/CA Nonresidents (activity in the U.S. but outside California):

  • Need to confirm the individual is eligible for payment under current U.S. immigration status prior to activity.
  • Need to enter into GLACIER.
  • Need to confirm individual is eligible for payment by UC Merced Export Controls (U.S. Treasury, Office of Foreign Asset Control)
  • Tax determination by Tax Services is needed for correct tax withholding from the gross payment amount.
  • The amount is Form 1042-S reportable income to the individual. Federal tax withholding of 30% applies unless tax treaty exempt.

 

Non-US Citizens (Foreign)/CA Nonresidents (activity outside U.S.):

  • No tax reporting or withholding; taxable income in a foreign country to the individual.
  • Need to confirm the individual is eligible for payment under UC Merced Export Controls (U.S. Treasury, Office of Foreign Asset Control)
  • One-time payment does not create a nexus for UC Merced to register in the country.
  • Tax determination by Tax Services needs to be done to ensure payment is made outside of the United States (additional foreign source income statement form may be necessary).

 

Please contact the Tax Services Team at tax@ucmerced.edu if additional clarification or discussions are needed.