Program Leader Handbook - International Education and ...

Appalachian Overseas Education Programs Program Leader Handbook
4. Payments for Teaching Services by Non-Appalachian Personnel
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Non-Appalachian personnel (U.S. citizens and foreigners) involved in an Appalachian course delivery abroad
Payment may require pre-approval by the Departmental Personnel Committee (DPC). Please consult with OIED as one-time
contracts need to be initiated by OIED, require several layers of approval, and cannot be paid on-site using program funds, to
insure compliance with federal and/or state regulations. U.S. citizens or foreign nationals in possession of a U.S. social security
number can only be compensated via one-time payment contracts initiated by OIED in collaboration with the program leader
before the program departs, and can only be disbursed after the services have been rendered and signed off by the program
leader. Such payments are subject to e-verification by the home/academic department of the program leader.
On-site honoraria for guest lectures/presentations
Such payments can be paid on-site using program funds under the condition that the presenter is neither a U.S. citizen nor in
the possession of a U.S. social security number. Honoraria for presentations/guest lectures by U.S. citizens or foreign nationals
in possession of a U.S. social security number cannot be paid onsite. U.S. citizens or foreign nationals in possession of a U.S.
social security number can only be compensated via one-time payment contracts initiated by OIED in collaboration with the
program leader before the program departs and disbursed only after the services have been rendered and signed off by the program
leader. Such payments are subject to e-verification by the home/academic department of the program leader (see previous
section).
5. Payments from Program Associates
Payments from official travelers
If you have official program associates using university funds other than your program funds to cover travel expenses, OIED
cannot process your travel advance until we have received a full payment/budget transfer from the sponsoring department or
college covering the cost of their participation, or at minimum a written confirmation from that department that the funds will
be transferred into your program account. If your official associates are paying for a portion of their travel expenses out of private
funds, their payment is due at this time.
Payments from unofficial travelers
All unofficial travelers must pay for all travel expenses incurred (airfare, any per capita costs for food, lodging, plus any program
costs incurred). A spouse or dependent of the program leader is considered an unofficial traveler affiliated with Appalachian.
Anyone NOT affiliated with Appalachian must sign an Assumption of Risk and Indemnity Agreement before being allowed
to participate in your program.
OIED cannot release a travel advance to the program leader until all payments covering travel expenses of all program
associates have been submitted to OIED, and/or applicable budget transfers have been confirmed in writing. If your program
account were to be audited, you would need to be able to demonstrate that all program associates have paid all their costs.
Revision Date 5/8/13
507_AOEP_LeaderHandbook