Hosting Guest Presenters in CIAS: five options

 

All related CIAS forms can be found HERE

 

OPTION #1     Visiting presenter is not offered an honorarium; just travel, lodging, and hosted meals. Faculty/Staff Sponsor initiates guest’s travel arrangements through Tzell Travel (or other RIT approved agency) to be direct-billed. Faculty/Staff Sponsor provides their RIT UID# and name of guest presenter to the travel agency, then has the guest presenter make arrangements directly with the travel agent. The School/Dept.’s Sr. Staff or Project Assistant makes the guest’s reservation at the Radisson next to RIT.

Forms and Documents required in addition to Guest Presenter Approval completed by Faculty/Staff Sponsor:

  • Documentation of presentation (poster/email blast/class list/etc.)
  • Original itemized receipts for hosted meals (hospitality) with names/roles of all attendees listed.
  • Itemized receipts from Tzell (or other approved travel agency) and from the Radisson
  • Online Travel Expense Report (TER) completed by Sr. Staff or Project Assistant WITH Faculty/Staff Sponsor

 

OPTION #2     Visiting presenter is offered an honorarium only, and required to make their own travel and lodging arrangements without expectation of reimbursement.

Forms and Documents required in addition to Guest Presenter Approval completed by Faculty/Staff Sponsor:

  • Honorarium Offer Letter signed by visitor and Faculty/Staff Sponsor
  • Documentation of presentation (poster/email blast/class list/etc.)
  • New Supplier Set-up completed by Faculty/Staff Sponsor and visitor
  • Determination of Citizenship completed by visitor
  • W-9 completed by visitor http://www.irs.gov/pub/irs-pdf/fw9.pdf or
  • W-8BEN for international visitors http://www.irs.gov/pub/irs-pdf/fw8ben.pdf
  • Original itemized receipts for hosted meals (hospitality) with names/roles of all attendees listed.

 

OPTION #3     Visiting presenter is offered an honorarium in addition to travel, lodging at the Radisson, and hosted meals. Faculty/Staff Sponsor initiates guest’s travel arrangements through Tzell Travel (or other RIT approved agency) to be direct-billed. Faculty/Staff Sponsor provides their RIT UID# and name of guest presenter to the travel agency, then has the guest presenter make arrangements directly with the travel agent. The School/Dept.’s Sr. Staff or Project Assistant makes the guest’s reservation at the Radisson next to RIT.

Forms and Documents required:

  • All items listed for “Option #2”, plus:
  • Itemized receipts from Tzell (or other approved travel agency) and from the Radisson
  • Online Travel Expense Report (TER) completed by Sr. Staff Assistant WITH Faculty/Staff Sponsor

 

OPTION #4      Visiting presenter is offered an honorarium in addition to travel, lodging, and hosted meals. Faculty/Staff Sponsor initiates guest’s travel arrangements through Tzell Travel (or other RIT approved agency) to be direct-billed. Faculty/Staff Sponsor provides their RIT UID# and name of guest presenter to the travel agency, then has the guest presenter make arrangements directly with the travel agent. Faculty/Staff Sponsor makes the guest’s reservation at any local hotel, (please use NYS Tax Exemption) charging it to their personal PNC travel card or personal credit card.

Forms and Documents required:

  • All items listed for “Option #2”, plus:
  • Itemized receipt from Tzell (or other approved travel agency)
  • Itemized receipt from the hotel
  • Online Travel Expense Report (TER) completed by Sr. Staff Assistant WITH Faculty/Staff Sponsor

 

OPTION #5     Visiting presenter is offered an honorarium and prefers to make their own travel and lodging arrangements, with the expectation of reimbursement from RIT.

Forms and Documents required:

  • All items listed for “Option #2”, plus:
  • If flying – Itemized receipt for airfare showing payment method and boarding passes
  • If driving a personal vehicle – Detailed mileage documentation (Mapquest, Yahoo maps, etc.)
  • Original itemized receipts for hotel and all meals purchased by guest
  • Original itemized receipts for all miscellaneous expenditures by guest (taxi’s, parking, etc.)
  • Non-employee Travel Expense Reimbursement form completed by the guest presenter and submitted to the School/Dept.’s Sr. Staff or Project Assistant https://www.rit.edu/fa/controller/sites/rit.edu.fa.controller/files/files/forms/non-employeeTravel.pdf

 

About Robin Cass

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