Guest/Special Lecturers

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

Domestic 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 email the Supplier/Vendor contact information to the Procure-to-Pay (P2P) team ([email protected])
  3. The Procure-to-Pay (P2P) team will send over the SDSU Supplier Information Form (Payee Data Record Std.204) to the Supplier/Vendor contact provided.
  4. 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.
  5. Campus Partner will email the completed Domestic Guest/Special Lecture Form and supporting documentation to the Procure-to-Pay team ([email protected]).
  6. Domestic Guest/Special Lecturer will receive payment after the 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.  

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 send an email to the SDSU Procure-to-Pay team ([email protected]) providing Supplier/Vendor contact information.
  5. The procure-to-Pay 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.
  7. Campus Partner will email the completed CSU Guest/Special Lecture Form and supporting documentation to the SDSU Procure-to-Pay team ([email protected])

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).

Foreign Guest/Special Lecturer

How to Process Guest/Special Lecturer

  1. Campus Partner will identify Suppliers/Vendors for Foreign Guest/Special Lecturer services.
  2. Campus Partner will email the Supplier/Vendor contact information to SDSU P2P ([email protected])
  3. SDSU P2P team will send over the SDSU Supplier Information Form (Payee Data Record Std.204), W8BENE (Foreign Company), or W8BEN (Foreign Individual), and Foreign National Information Form to the Supplier/Vendor contact provided.
  4. Once the required documents are received, the Procure-to-Pay (P2P) team will start the new Supplier/Vendor record setup and communication will be relayed once the setup is complete.
  5. Campus Partner will email the completed Foreign Guest/Special Lecture Form and supporting documentation to the SDSU Procure-to-Pay team ([email protected]).  
  6. Foreign Guest/Special Lecturer will receive payment after it has been approved by the Supervisor & Fiscal Authorization Hierarchy (FAH), services are completed, and Procure-to-Pay (P2P) team has completed processing the payment.  

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.