International guests engaging from their home nation

Inviting an international artist, designer, scholar, curator, etc. to engage with our students or another campus cohort remotely via Zoom or other on-line platform can allow the "host" department to connect with professionals that otherwise would not be able to devote time travel for a campus visit or for whom an invitation would obligate them to go through a lengthy visa process at a US Consulate. It is also a more financially sustainable alternative to campus hosting (flight, accommodations, per diem or wining and dining).

Process:
Like with any guest lecturer or critic, faculty wanting to extend an invitation should get written approval of the expense from their department head, copying their department's Academic Specialist (who monitors department expenditures and facilitates payments from department budgets).

Department staff/Academic Specialists (in academic departments)  complete this form which provides Academic Affairs with the information to contact the guest and to start the Create Supplier Request.

For guests who will engage from their home nation: Margaret Lewis will contact the guest and request that they complete and sign an affidavit attesting to their identity and their location during the engagement (see sample attached) and provide their banking information on the same form for wire transfer of their honorarium and a W8BEN tax form.

For guests who are already in the US: If the guest is already in the US Margaret Lewis will ask them regarding visa status and contact info for the visa sponsor. She will seek permission from the visa sponsor for RISD to engage the visitor. Once this is secured she will collect the required documentation and appropriate tax form from the guest and start the Create Supplier Request process.

Please read the last section of the page on Campus Visitors regarding potential legal constraints.

For all remote international guests: Academic Affairs will search for an existing supplier record. If there is none, Academic Affairs will initiate the Create Supplier Request for the remote lecturer/critic and will upload all required documentation.

When Academic Affairs receives emailed notice from Workday that the Supplier has been created, a staff member will notify the coordinator that they can submit the invoice for payment.

Academic Specialist logs on to Workday, uses the Create Supplier Invoice request process for the remote visitor. Upload a Honorarium Payment Form (template provided below). The process require that an Invoice number may be submitted--it's recommended that you adopt a simple system for Invoice numbers, e.g. FAV_Lewis_1 (noting the first FAV invoice for a guest named Lewis).

Considerations:
We cannot host participants in a nation that has been banned for travel and or commerce by our federal government.

Departments may want to increase the payment by $20 to defray the charges to the recipient of a wire payment.

Departments may want to send the visitor the Livestream release.

For guests engaging in their home nation with RISD travel courses OR providing a RISD Department with services executed in their home nation:  The department making the invitation requests that 1) the person completes and signs an affidavit attesting to their identity and their location during the engagement (see sample attached) and provides their banking information on the same form for wire transfer of their payment, 2) a W8BEN tax form (RISD must report to the federal government on all payments to foreign nationals and the tax form provides the evidence). 3)  In addition, either the person or the department must provide an invoice.

The department initiates the Create Supplier Request for the person and uploads all required documentation.

When the department receives emailed notice from Workday that the Supplier has been created, they log on to Workday, use the Create Supplier Invoice request process. The process requires that an Invoice number may be submitted--it's recommended that you adopt a simple system for Invoice numbers, e.g. FAV_Lewis_1 (noting the first FAV invoice for a guest named Lewis).