Non-SU Payees (visitors) are invited to Stanford from around the world to speak, collaborate and study. Visitors from the United States will provide documentation regarding tax status to be reimbursed for eligible expenses that meet the university criteria. Visitors may also receive honorarium payments when they meet the criteria for honoraria.
Letter of Invitation
A formal letter of invitation should be provided to the visitor to summarize the terms of the visit. Visitors should be advised that they are expected to adhere to Stanford’s Travel Guidelines regarding class of flight, lodging costs and meal costs. The letter should include the following components:
- Purpose of the visit
- Period of time covered by the visit
- Payment offered, including what travel expenses will be covered, original receipt requirements:
- Car rental restrictions on insurance (for more information, refer to Policy: Ground Transportation)
- Air fare class allowed (for more information, refer to Policy: Airfare)
- Lodging maximums (for more information, refer to Policy: Lodging) and
- Meal payment details (for more information, refer to Policy: Travel Meals).
To review Stanford policy further on these items, refer to Administrative Guide Policy 5.4.2: Business and Travel Expenses.
If a spouse or family member accompanies a visitor, their costs are not reimbursable.
- Advise the visitor regarding the payment process within Stanford (department requests payment, department approval is needed, confirming payee information, processing by Business Expense, payment is issued). Payment is affected by all parts of the payment process.
- Current payees should have necessary documentation updated yearly.
- New payees will be sent an email asking them to provide their address, banking details (if desired) and tax information in our Secure Portal to facilitate payment.
- There may be tax obligations for honoraria or payment for services.
CA nonresident withholding of 7 percent is required for honoraria payments that total over $1,500 in one year made to non-resident recipients who come to California to fulfill their services. For more information, refer to withholding on nonresidents on the State of California Franchise Tax Board website.
Advise visitors who the department contact is regarding any questions about their visit.
Stanford's Travel Guidelines
Requirements for Payment
Payments are made via Oracle and the Non-SU Payee (visitor) must be set-up to be able to receive a payment. Department administrators may request a new payee record after verifying that the payee does not already have an existing record in the Supplier Query and Request database. Generally, when a new account is requested, information such as Social Security numbers or other tax ID numbers, bank account information for electronic payment and any necessary forms and information for tax purposes are requested.
Customary travel expenses are reimbursed by submitting an expense report for a Non-SU Payee (visitor), which will result in a reimbursement to the payee for eligible out-of-pocket expenses. Staff can arrange honorarium payment to non-Stanford employees by submitting a Non-PO Payment Request in the Expense Requests system. Honorarium payments are subject to tax and therefore require specific documentation before payment can be made. This documentation must be submitted by the new payee (or authorized agent) via the secure Payee Request Portal.