Honorarium/Speaker Fees

SUBMISSION: Submit all requested documents (fully completed) within 30 days of expense date.

PAYMENT: Payment is generally sent within 30-90 days of submission date unless unforeseen delays occur.

Northwestern employees (staff, faculty, graduate students)

  • Add Pay form or Special Pay form
  • Event flier or email invitation
  • Dollar amount to be paid
  • Indication of group to be charged or chartstring number

If reimbusement is necessary, it must be processed as two separate transactions (reimbursement via accounts payable and honorarium via Payroll). See related sections above for more details.

Disbursement: employees will receive reimbursement via direct deposit by default.

Domestic (SSN holder) visitors, independent contractors or affiliates

If reimbursement is needed, then a Visitor Expense Report form is needed, including: 

  • Indicate reimbursement cap (if applicable)
  • Original and itemized receipts
  • Mileage: provide to and from destination or map showing mileage
  • Flight receipt
  • Hotel receipt

Disbursement: visitors will receive a check by default.

International (non-SSN holder) visitors, independent contractors or affiliates

*Note: Prior to making a commitment to pay an honorarium to ANY international visitor, please ensure that their visa allows for such a payment to be made. For example, J-1 visa holder MUST attain permission from their host institution prior to accepting the invitation to participate and be paid for certain activities.

General documents:

  • Event flier or email invitation
  • Dollar amount to be paid
  • Indication of group to be charged or chartstring number

Non-Resident Independent Contractor Payment Packet containing:

  • Independent Contractor Questionnaire (ICQ)
  • Flier from lecture or event or offer letter
  • Contracted Services Form for Non U.S. Residents (with faculty signature)
  • W8-BEN
  • W-7 (only applicable for those applying for an ITIN)
  • 8233 (only applicable for those claiming income tax treaties)
  • Immigration documents supplied by contractor:
    • Passport (first page with picture)
    • Visa (not applicable for Canadian walk-overs and ESTA/visa waiver travelers)
    • I-94 arrival record 
    • Entry stamp in passport (not applicable for Canadian walk-overs)
    • Immigration document (not applicable for Canadian walk-overs, ESTA/visa waiver travelers, and B-1/B-2 travelers)

If reimbursement is needed, then a  form is needed, including: 

  • Indicate reimbursement cap (if applicable)
  • Original and itemized receipts
  • Mileage: provide to and from destination or map showing mileage
  • Flight receipt
  • Hotel receipt

Disbursement: visitors will receive a check by default. Wire transfers are available upon request and highly recommended, which will require the following additional documents: