Workshop Guests

1)   The faculty member should notify the appropriate staff member of the funding source and date for the event. Name and contact information for student project managers should also be sent. 

2)   A list of participants should be sent to the appropriate staff member using the Workshop Guests form. If participants will only be receiving travel reimbursements they will only need to fill out a vendor from.  If they are to be paid an honorarium they must also fill out an Independent Contractor Form.  (Note:  If the individual has been an UNC employee in the past 12 months, you will need to contact Tammy Cox.)

If guests will be staying at the Carolina Inn, the Franklin Hotel or the Siena Hotel, please be sure to send Susan Sylvester (ssylvest@email.unc.edu) a copy of the Workshop Guest form.  Rooms at these hotels at the university rate must be booked through Susan Sylvester.  Be sure to indicate if the rooms will be directly bill to SILS and which nights, if any, SILS is not covering.  If you will be booking guest into another area hotel, but they will be billed back to SILS please ensure that Tammy Cox receives the list of guests.

3)   If necessary have the participants complete the W-9, direct deposit from and Independent Contractor (IC) Form.  Completed forms should be sent directly to Michelle Taylor minimally 30 days before the guest is scheduled to visit. Individuals who are paid must complete an IC  form before commitment for payment is made. Please use the language below when communicating with guests.

For travel only:

"In order to get your travel arrangements made the university requires that you get added as a "vendor".  Attached you will find the necessary form. If you would please fill it out we will be able to get all your information into the system. We do need both an actual signature and your social security number.  You can either fax (919-962-8071) or email the form back to Michelle Taylor (michele@email.unc.edu). If you would prefer not to send your social security number through either of these methods, after sending your form you can call and give the number to Michelle Taylor (919-962-8367). Once the information is in the system, you will be able to book your flights directing with an approved travel agent and will not have to worry about reimbursement for the flight.  This is the university's preference.  However, if you would prefer to be reimbursed, we will still need you to fill out this form.  Once the information is in the system I will send you information concerning booking flights."

For honorarium only:

"In order to pay you an honorarium the university requires that you get added as a "vendor" and complete an Independent Contractor form.  Attached you will find the necessary forms.  If you would please fill them out we will be able to get all your information into the system.  We do need both and actual signature and your social security number.  You can either fax (919-962-8071) or email the forms back to Michelle Taylor (Michele@email.unc.edu).  If you would prefer not to send your social security number through either of these methods, after sending your form you can call and give the number to Michelle Taylor (919-962-8367).

For travel and honorarium:

"In order to get your travel arrangement made and your honorarium paid the university requires that you get added as a "vendor" and complete an Independent Contractor form.  Attached you will find the necessary forms.  If you would please fill them we will be able to get all your information into the system.  We do need both an actual signature and your social security number.  You can either fax (919-962-8071) or email the forms back to Michelle Taylor (michele@email.unc.edu).  If you would prefer not to send your social security number through either of these methods, after sending your forms you can call and give the number to Michelle Taylor (919-962-8367). Once the information is in the system, you will be able to book your flights directly with an approved travel agent and will not have to worry about reimbursement. This is the university's preference.  However, if you would prefer to be reimbursed, we will still need you to fill out these forms.  Once the information is in the system I will send you information concerning booking flights."

4)   Michelle Taylor will enter the information into the system, after which is must be approved by Tammy Cox.  Once the forms have been completely processed, Tammy will send a notice to the project manager and/or faculty member.  Note: Forms must be entered into the system before travel can be booked.

5)   After receiving the notice you can send the message below to visitors/guests for contacting Maupin Travel to book airline tickets.

"You have been entered into the vendor system. To book your airline tickets you will want to call Maupin Travel at 1-888-466-6451. You will need to let them know that the ticket will be paid by UNC-Chapel Hill through a CABS.  Just let the agent know that they should send a copy of the information to Michelle Taylor (michele@email.unc.edu) and Susan Sylvester (ssylvester@email.unc.edu). They will enter the necessary flight information into the UNC system and then send the necessary information back to Maupin.  After which, Maupin will be able to issue your ticket."

6)   Before notifying guests about what expenses will be reimbursed please be sure contact Michelle Taylor to ensure that all items can be reimburse.  All reimbursement paperwork must be mailed to a SILS main office (100 Manning Hall, CB 3360, Chapel Hill, NC 27599-3360) to your attention.  The office will create a folder for incoming mail.  When notifying participants about reimbursements please include the following message: "Please complete the attached non-affiliate travel reimbursement form.  When you submit your paperwork please be sure to submit the original receipts and boarding passes.  Additionally, if any meals (breakfast, lunch or dinner) are to be reimbursed, we are required to have an itemized receipt. Receipts should be taped to 8.5x11 paper, one side only please. Be sure that you do not tape over any of the information on the receipts. All materials must be submitted within 30 days of travel."

NOTE: All correspondence with guest should be done on university email, per federal and university regulations.

Forms: