Guest/Special Lecturers

Disclaimer: If your speaker has a contract or agreement, it has to be signed by the Procure-to-Pay (P2P) team

Guest/Special Lecturer

How to Process Guest/Special Lecturer

  1. Campus Partner will identify Suppliers/Vendors for Domestic Guest/Special Lecturer services.
  2. Campus partner will iniitate by completing the department section of the AdobeSign Guest/Special Payment Request Web Form.  Campus partner will enter payee’s email address and include supporting documentation via web form.
  3. The form will be sent through the designated Adobesign workflow to all participants listed.
  4. If payee is a Foreign Individual or Entity, a W8Ben (for Foreign Individual) and Foreign National Information Form or W8BENE (for Foreign Entity) will be routed to Payee through Adobsign for completion.
  5. Payee will receive payment after P2P received all required documentation, the Guest/Special Payment Request Form has been approved by the Supervisor & Fiscal Authorization Hierarchy (FAH) approver, services are completed and P2P has completed processing the payment.

California nonresidents may be subject to CA Tax Withholding of 7% (CA state applied tax).  All payments are 1099 reportable and there is no distinction between honorarium/service fee and travel reimbursement for Domestic Guest/Special Lecturer.  

Non-U.S. residents may be subject to a federal tax withholding of 30% and/or a CA nonresident withholding tax of 7%.  All international payment requests are routed for a tax analysis to determine the proper amount of taxes to be withheld, if any.  
For tax purposes, there is a distinction between honorarium/service fee and travel reimbursement for Foreign Guest/Special Lecturer.  For more information on honorarium/service fee please visit the BFA tax website. 

CSU Guest/Special Lecturer

How to Process Guest/Special Lecturer

  1. Campus Partner will identify the Guest/Special Lecturer who is a California State University (CSU) faculty or staff.
  2. CSU Guest/Special Lecturers must be paid through payroll and the P2P team will issue a request to the lecturer/service provider's home campus to initiate and issue payment through Payroll as an Inter-agency Financial Transfer (IFT).
  3. If expenses need to be reimbursed, payment will be processed by the P2P team.
  4. Campus Partner will email the completed CSU Guest/Special Lecture Form and supporting documentation to the [email protected]. 
  5. The P2P team will send the SDSU Supplier Information Form (Payee Data Record Std.204) to the contact provided.
  6. Once the completed Supplier Information Form is received, the P2P team will start the new Supplier/Vendor record setup and communication will be relayed once setup is complete.

Due to Tax purposes, these payments cannot be issued through SDSU Procure-to-Pay.  Instead, the Procure-to-Pay (P2P) team will issue a request to the lecturer/service provider's home campus to initiate and issue payment through Payroll as an Inter-agency Financial Transfer (IFT).