UC Merced – Honorarium Payment Request Checklist
Before You Begin
☐ Confirm the payment qualifies as an honorarium:
- It is a one-time payment given as a thank you for services provided.
- It is for a guest lecturer, speaker, or panelist providing short-term service.
- It is not for UC employees, independent contractors, or consultants performing work that requires a contract.
- H-1B visa holders are not permitted to receive honorarium payments.
Important Disclaimer: All payments processed through Accounts Payable are subject to verification of eligibility in accordance with federal and state laws, and UC policies. Individuals or entities not authorized to receive payment will not be paid.
Step 1: Confirm Supplier Setup
☐ Verify the payee is set up in Oracle as a supplier.
☐ If the payee is not a supplier, submit a Vendor Setup ticket to Supplier Support to obtain a Supplier Number.
Step 2: Complete the Payment Request Form
☐ Complete the UC Merced Payment Request Form.
☐ Ensure the name on the Payment Request Form matches the Supplier Profile and includes the Supplier Number.
☐ Chart of Accounts (COA): List all 10 segment values. If a PPM project exists, include the Task.
☐ Approvals:
- Fiscal Approver (for HR Unit), or
- Research Administrator (RA) if PPM project.
Step 3: Submit Your Payment Request and Required Documentation
☐ Submit a Non-PO Payment Request via ServiceNow.
☐ Attach one file that includes:
- Completed and approved Payment Request form.
- Honorarium Letter (email confirmation) – Should confirm the amount, service date(s), and event date.
- Waiver of Liability Form – Required for in-person activities/events, when applicable.
- Event Flyer – Include event date, time, location, and sponsoring department.
- Course Syllabus (if applicable) – For class lectures, guest speakers, or panelists; confirm event date and topic.
Step 4: Tax Review
☐ Honorarium payments require a final tax review by Tax Services.
