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How to Plan an Event in GNS
How to Plan an Event in GNS
Created by: Sunny Yudkoff, GNS Faculty
Before the Event
1. Identify the professor/speaker whom you would like to invite
2. Create a budget
i. In general, GNS can offer a modest base honorarium (~$150); this may be adaptable depending on source of funding.
ii. If the invited guest is a professor/employee in the UW system, note that s/he may not receive an honorarium
iii. If the invited guest does not have an ITIN# or SS#, you must set up an appointment with Jose Carus, Tax Compliance Manager, 21 N. Park St., for a W-7 Form. This appointment should be made well in advance of the event (preferably, at least 2 months in advance). Also, prior to the appointment, the guest speaker should fill out the following form that Jose Carus created (Katja also has the form in the GNS office):http://www.bussvc.wisc.edu/acct/policy/tax/CAA_CERTIFICATION%20 FORMS_2015_01-26- 2015.pdf
iv. All U.S. Residents must supply:
1. Completed W-9 Form
2. Mailing address (if different from home address)
v. All non U.S. Residents must supply:
1. Copy of Social Security Number or ITIN Number)
2. Completed 8233 Form
3. Completed W-8BEN Form
4. Copy of the face page of passport
5. Copy of Homeland Security Stamp in passport
6. Copy of Visa J1, F1 (DS-2019, I-20) or ESTA (if from Europe)
7. Copy of I-94
8. Mailing Address for check (if different from home address)
9. A letter from his or her home department indicating the he or she is able to receive additional honoraria
b. Identify additional funding sources and co-sponsoring organizations
i. Possible funding sources include other departments and programs, as well as:
1. The Lectures Committee (https://www.secfac.wisc.edu/university- lectures.htm). Applications to the Lectures Committee are due on the 15th of each months.
2. The Anonymous Fund (https://kb.wisc.edu/ls/page.php?id=22144). There are four annual deadlines for the Anonymous Fund
3. Center for German and European Studies: http://daadcenter.wisc.edu/
4. CREECA: https://creeca.wisc.edu/
5. Mosse/Weinstein Center for Jewish Studies: http://jewishstudies.wisc.edu/
c. Identify all associated food costs. Note:
i. Alcohol may not be purchased using state funds.
ii. Remember to bring the card/paper indicating tax exemption status to restaurant.
iii. If you eat at Steenbock’s on Orchard or the University Club, then you can bill the department directly. Be sure to check with Katja Mohaupt-hedden before doing so.
iv. Also, be sure to inquire about guest’s dietary restrictions.
v. At the restaurant, be sure to take a copy of both the itemized receipt and the final receipt with tip (the one you sign)
vi. The 2016-2017 State Rates are below and include tip (tips can be no more than 20%). Full Accounting Rules on Hosted Events can be found here.