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Course Expenses

Course Funds

Course Funds may be available to support your class by providing funding for a guest speaker, additional materials/equipment, and/or funding for a field trip. Course Funds may not be used for any food-related expense or meals provided for your course. Please connect with Department staff to verify available funding and for additional policy information.

Art Practice lecturers should discuss needs with your Lab Manager: Photography, Experimental Media Arts (EMA), or Studio & Sculpture.

Film & Media Studies and Documentary Film lecturers should discuss needs with the Film & Media Studies Technical Manager.

Art History lecturers should discuss needs with the Director of Finance and Operations.

Lecturers must seek pre-approval from your course's lab manager prior to making any purchases allocated against Department funds. Please submit a copy of the approval email with your reimbursement request. This process enables the department to ensure there is sufficient available and allocable funding to support the expense.

If you have any questions about the policies, please contact the Assistant Manager.


Common Course Expenses

Guest Speaker Honoraria - The department has a sliding scale based upon the course length and audience.

Field Trip expenses, which may include:

  • Museum Admission (please note - the SFMoMA offers free admission for classes with advanced registration)
  • Transportation expenses

Supplies - For courses with funding available for supplies, please arrange with your lab manager to secure the supplies necessary for your course.


Guest Speakers

Guest Speaker Honoraria - If course funds are used to hire a guest speaker, first verify funding with your studio manager or the appropriate Department staff, then please fill out the Guest Honorarium webform to enter your request into the Department's processing queue.

  • The Department has a sliding scale for honoraria based upon the course length and the audience:
    • $250 for a 1-hour undergraduate course visit
    • $350 for a 2-hour undergraduate course visit
    • $300 for a 1-hour graduate seminar course visit
    • $400 for a 2-hour graduate seminar course visit
    • $500 for a 3-hour graduate seminar course visit
    • $500 for a workshop for either graduates or undergraduates
  • With limited exceptions, only non-Stanford affiliate guests may be paid honoraria to speak for your course. To pay a Stanford-affiliated guest speaker, please inquire with Director of Finance & Operations Elis Imboden.

The honoraria is inclusive of all compensation paid to the guest. Additional compensation or arrangements for parking or transportation are not permitted. It is expected that the guest will make their own arrangements, if applicable.

Honoraria will not be paid sooner than the date of the guest speaker's visit; however, the Department recommends submitting your Guest Honorarium webform as soon as the speaking engagement is confirmed. Delays in submitting your request will result in payment delays for the services.

Before submitting a webform, please confirm with the appropriate Department staff to verify funding and to identify the PTA (the funding account) to which the honorarium will be applied. Please also gather the following information from the guest:

  • Full Legal Name
  • Email Address
  • Legal Address
  • Citizenship (Required for tax purposes; foreign speakers visiting the U.S. typically must be visiting on a  J-1, B-1, or WB visa to receive honoraria from the University).
  • Preferred Payment Method (Mailed Check, Electronic/ACH Deposit, or Foreign Wire). Please note:
    • Mailed Check is the default payment method and is the easiest/quickest account to set up.
    • Electronic/ACH Deposit requires payees to later input their bank routing information, requiring additional steps in the payee setup process.
    • Foreign Wire incurrs an additional $35 fee that will be allocated against your available funding. Foreign wires are typically required when paying any Foreign guest as most foreign banking instutions no longer accept physical checks. The setup process for Foreign Wire also requires additional steps in the payee setup process.

Additional considerations:

  • The federal government requires the University to withhold 30% of any honorarium payment when the payee does not have an Individual Tax Identification Number (ITIN) or Social Security Number (SSN). If a foreign payee has an ITIN or SSN, they will need to claim their country's tax treaty throught the appropriate IRS forms in order to avoid the 30% withholding.The Department cannot assist with this.
  • The Department does not permit "topping" up honoraria to account for tax withholding.
  • With limited exceptions, only non-Stanford affiliate guests may be paid to speak for a course. To bring in a Stanford-affiliated guest speaker, please inquire with Director of Finance & Operations Elis Imboden.

For additional information, please refer to Stanford's Administrative Guide, Chapter 5.3.6 Payments to Nonemployees, Section 5. Foreign Visitors.