XV. College Speaker Funds

A. PURPOSE

The College has a budget of about $125,000 from endowed funds annually that supports bringing speakers to the College to enrich our scholarship, culture, and learning. Our general principle and practice is to distribute the funds as equitably as possible using two deadlines; September 1 for fall events and January 6 for spring events. We encourage departments to plan in advance and to discuss their plans with the appropriate Associate Dean to ensure the budget can support the level of activity they are seeking. Chairs should discuss speaker funding requests with the entire department. Be sure to enter all lectures and other departmental events on the College Calendar, both to help advertise these events, and to avoid conflicts.

Note that there are also endowed funds for special speaker series, such as the Morris, Plant, and Tolles lectures, which typically allow departments to invite more expensive speakers.

B. REQUESTING FUNDING

After discussing with the department, and setting priorities within the department for invited speakers for the year, Department Chairs or Program Directors should request speaker funding from the Dean using the College Speaker Fund form. There is a guide on honoraria and other expenses on the speaker form. Note that some departments have their own endowed accounts that can be used for speakers, and these funds will generally be drawn on first. 

C. REIMBURSEMENT 

Speakers should normally be offered reimbursement for their actual expenses. For payment of speaker expenses, please submit original receipts in Workday. Honoraria must be paid via a supplier invoice request. A W-9 will be required in order to process payment for anyone with a U.S. social security number. International speakers will need to have the additional forms listed on the website under Payment to Foreign Speakers completed, such as a W-8 form. If the individual wants to seek a tax exemption, the individual must complete form 8233.  The College offers direct deposit (ACH/EFT) for payments to speakers.  Please reach out to Amanda Gleasman at agleasma@hamilton.edu to request the ACH form.

Before issuing any honorarium payments, the correct IRS tax form must be collected from the payee.  The form required depends on whether the individual or organization is based in the United States or abroad. Use the table below to determine which form applies.

Which Form Is Required?