Make clear arrangements for guest speakers/consultants that specify dates(s) and time(s), their travel arrangements (airfare, lodging and meals) and the amount of fees, if any, you expect to pay.
It should be clarified with the individual that the UW System does not pay for expenses of spouses. In the handling of nonemploye speaker/consultant travel expenses, it is normally to the UW System's advantage to direct bill airfare so the lowest possible airfare can be obtained. Other expenses such as lodging (use of the UW System's contract hotels is encouraged), meals, rental vehicles, etc., should be paid on a reimbursement basis.
Determine whether or not the speaker/consultant is a State/UW System employee. If the speaker/consultant is a State/UW System employe, payment of the fee must be processed through the payroll system. If the speaker/consultant is not a State/UW System employe:
- an employer/employe relationship does exist and payment is $500 or less (excluding itemized travel), the payment may be processed on a PIR form or through the payroll system.
- an employer/employe relationship does exist and payment is over $500, the payment must be processed through the payroll system.
- an employer/employe relationship does not exist, payments may be processed either on a PIR form or on an invoice if dealing with a business entity.
If the service to be provided is a unique, noncompetitive activity supporting instruction/research/public service and payments equal or exceed $5000, an Academic Support Services Agreement is required. Refer to FAP - Personal Services Payments (F31) for additional guidance on payments for personal services.