Information for CAS Coordinators

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Paying Honoraria

Honoraria are modest gestures of appreciation for visiting speakers that acknowledge scholarly engagement with the workshops.  The maximum allowable honorarium per visitor is $200, even when cost-sharing between workshops. Departments may supplement an honorarium if they choose. Coordinators should contact CAS at least one month in advance to arrange payment of honoraria.

Honoraria cannot be paid to current University faculty, employees, or students.

Paying honoraria to international speakers is complicated and sometimes not allowed by IRS regulations. To verify payment eligibility, coordinators who are considering international visitors should contact CAS as soon as possible - and a minimum of one month in advance - when planning a speaker's visit.

To request an honorarium CAS will need:

1.     Amount to be paid – maximum $200

2.     Name and mailing address for the recipient.

3.     Event flyer (preferred) OR speaker fee statement

4.     IRS required forms and documentation

a.     Payments to US Citizens require IRS Form W-9, current version dated December 2014 must be used.

b.     Payments to Permanent Residents require IRS Form W-9, current version dated December 2014 must be used or copy of the I-551 Stamp printed on passport.

Payments to Non-US Citizens – please contact CAS with citizenship information and visa classification at least one month prior to the visit.

Making Purchases and Payments

Having CAS Make Purchases for You

  • Please Note: Some purchases must be paid directly by CAS, and additional paperwork may be required. See Kinds of Purchases and Payments below.
  • Other expenses can be paid for directly by CAS-this will eliminate reimbursement waits-but coordinators must contact CAS at least two weeks in advance of an event if they want to arrange this.

Making Purchases Yourself and Getting Reimbursed

  • When coordinators cover expenses out of pocket, they should use their University of Chicago tax exempt letter provided by CAS. Coordinators should mention tax exempt status when making purchases and reservations. For a copy of the letter please contact CAS.

Kinds of Purchases and Payments

Purchases and Payments That CANNOT Be Reimbursed

  • Don't send honorarium money directly to speakers. All honorarium paperwork must be submitted by CAS to be paid directly by the University of Chicago.
  • CAS workshops are designed to benefit students. Expenses for meals and catered events with no student participants will not be reimbursed.

Purchases and Payments That CAN Be Reimbursed

Refreshments and Supplies

  • For all expenses, coordinators must complete a Reimbursement Request Form and submit it with payment receipts to CAS within one month of purchase. Coordinators without documentation that shows proof of payment should submit a written explanation and a bank/credit card statement.
  • When submitting food receipts for fewer than 11 people, coordinators must include the full names of all participants.

Lodging and Transportation Expenses

To Arrange Direct Payment from CAS
  • NEW POLICY: Coordinators must go to the CAS Office at the UChicagoGRAD Office (970 E. 58th St., Third Floor, University Bookstore) and work on site with CAS to purchase tickets or lodging reservations. Please arrive with ticket or lodging reservation information already in hand to speed up the process.
To Purchase Tickets or Reserve Lodgings and Be Reimbursed by CAS
  • Reimbursements are allowed for lodging and travel on airplanes, trains, rental vehicles, personal vehicles, and taxis. Coordinators must complete the Travel Reimbursement Form and submit it with proof of payment and itinerary to CAS within one month of purchase via email or hard copy. Reimbursement will be issued upon completion of travel to the individual who made the purchase.
  • According to university guidelines, the University only reimburses coach fare airline tickets. Any sort of first-class or business tickets (even if they are upgraded from coach at no cost) cannot be reimbursed.
  • The documentation for personal car expenses must include (1) a Travel Reimbursement Form and (2) a route map and mileage calculation (which will be used to determine reimbursement). The cost of gas is included in the mileage reimbursement rate. Personal car mileage will be reimbursed only up to the amount of a commercial, coach-fare airline ticket for the equivalent trip.
  • Lodging receipts should show a zero balance. If the lodging bill does not show a zero balance, coordinators must also submit a bank/credit card statement.

Conferences

  • CAS workshops are not designed to be a regular source of conference funding. NEW POLICY: For each workshop, the maximum allowable annual contribution for co-sponsoring one or more conferences is $500. Coordinators must discuss all conference contributions with CAS before those conferences begin. At this time, coordinators must also submit documentation demonstrating participation in the conference by students who regularly attend the workshop.

Budgeting Guidelines and Planning Suggestions

Budget

  • Coordinators are responsible for managing their workshop budgets appropriately and should track workshop expenses on an ongoing basis.
  • To confirm remaining funds, coordinators can contact CAS.
  • See below for additional guidelines on budgeting for refreshments or events, as well as lodging for guests.

Running Successful Workshops

  • Advice: There are many coordinators running CAS workshops, and coordinators are encouraged to share advice among CAS peers. For additional suggestions and guidance on how to run effective workshops, employ best practices, and attract participation - including master's students - coordinators should contact CAS.
  • Publicity: To drive attendance, most workshops have websites and blogs where announcements and events are posted. Please make sure to keep your site current.
  • Discussants: A designated discussant can help spark conversation during the workshop. Discussants should contact the speaker before the workshop to provide structure to the conversation.
  • Event Logistics: Make sure that workshop members are designated to set up beforehand and clean up after the session.

Inviting Faculty Speakers

When inviting faculty, coordinators should include details about the event (e.g., itinerary, honorarium, and timing); expectations about the event (e.g., is the guest giving a pre-circulated paper or delivering a paper?); and background about the workshop and the current conversation in the workshop. A bit of decorum is best: unless coordinators know speakers personally, they should keep a formal but friendly (not too obsequious!) tone to the invitation. Coordinators can send speakers directions and campus maps found here. Consider having a workshop member transport the speaker to and from the airport to allow for individual time with the speaker.

Refreshments

Workshops may choose to spend money on refreshments in a variety of ways - from snacks during regular meetings to a reception or dinner with a visitng scholar. Coordinators should use their discretion on how expenses are allocated, considering the guidelines below.

Coordinators are encouraged to consult CAS with any questions. Coordinators are reminded to show the tax exempt letter to the restaurant or caterer. For budgeting purposes, general recommendations for food costs are:

  • Restaurant meal: $20-45 per person, including tip of 15-18% (check bill as gratuity is often included for large parties)
  • Catered event: $15-30 per person, including tip of 8-10% (check bill as delivery and gratuity may be included)
  • Delivery tip: 8-10% (check receipt as delivery fees are often already included)

Less expensive Hyde Park restaurants with seating include, but are not limited to, the Medici, the Nile, Cedars of Lebanon, and the Snail. There are also a number of budget-conscious options in nearby neighborhoods such as Chinatown and Pilsen. Potluck dinners can be a good way to build camaraderie and reduce expenses.

Lodging and Transportation

In general it is reasonable to cover up to two nights of lodging for a speaker. Special circumstances may warrant additional nights, and coordinators should consult CAS with questions or concerns. See above under payment guidelines for additional information about travel restrictions.

Reapplication Process

The workshop reapplication process is announced in the winter quarter and applications are due in the spring. Faculty sponsors receive award letters in early summer.