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Stanford University Visitor Reimbursement and Payment Guidelines

Every year, SGS welcomes many scholars, lecturers, and experts who enrich our programs by presenting, exhibiting, or participating in workshops, lectures and conferences.  Their presence greatly benefits our students, faculty, and members of the Stanford and nearby communities.   We are very grateful for their time and valuable contributions.

Stanford University policies require that all applicable forms are completed and documentation provided prior to the processing of any reimbursement of expenses or payments.  These requirements can be complex and we ask for your cooperation in complying with University and governmental rules.

In order to receive reimbursement or payment, visitors will be contacted by Stanford University's Purchasing and Payment Services to securely provide/upload required documentation.  Without this information, any request for payment cannot be processed.

TAX WITHHOLDING and REPORTING

  1. Travel Reimbursement
    Travel reimbursement payments to visitors, where Stanford has a business purpose such as inviting an expert speaker to a conference, are not tax reportable.  Visitors will be contacted to submit documentation, e.g. travel documents, proof of payment. etc. for all reimbursement requests.  This request comes directly from Stanford's Financial Management Services and documents are uploaded via a secure portal.
  2. Honoraria
    Honorarium payments  are subject to tax withholding and are reported to the federal and state agencies. Payments are subject to 30% federal withholding and 7% state withholding (if payment exceeds $1,500). The recipient receives a 1042-S (federal) and/or a 592-B (state) form after the calendar year end and must have or apply for a Social Security Number or an Individual Taxpayer Identification Number, ITIN.  Foreign visitors with a social security number or an ITIN from a country with a tax treaty can claim exemption from withholding by completing and filing form 8233.

Applying for an ITIN is the responsibility of the visitor. Please note that it can take up to 4-6 weeks to receive an ITIN.

If there are further questions, please contact the Bechtel International Center or administrator of the program sponsoring your visit.