Before the visitor’s participation begins, create an expense report to issue a monthly stipend, one-time/lump sum stipend, or honorarium for the visitor. Be sure to have a valid R1 (remit) address entered in the Visitor and Event application before submitting the expense report so that the payment and any applicable tax forms are sent to the correct location. This is needed even if the visitor signs up for EFT.


Creating the Expense Report

Create the expense report, using the participation dates for the expense report dates.

  • Add an expense for the total stipend/honorarium amount to be issued to the visitor.
  • Use the appropriate expense type (Participation Stipend or Honorarium).
  • Enter today’s date for the expense date.
  • Select the appropriate payment type. For monthly stipends, select “Paid by UCAR” as the payment type. (The monthly payments are issued manually by the Travel Department.) Otherwise, select “Out of Pocket”. Please note that honorarium expenses cannot be charged as PSC. If the trip type is PSC, the honorarium expense will need to be changed to non-PSC.

Attachments are not required for one-time/lump sum stipends or honoraria.

  • For monthly stipends: Attach the completed Stipend Payment Worksheet to the Participation Stipend expense. Please note that the worksheet must be saved as a PDF in order to attach it in Concur as Concur doesn’t accept Excel files as attachments.

Obtain a visitor certification and attach to the expense report.

Submit the expense report.


Approval Flow

Once submitted, the expense report first goes to the AP Lead for approval, then to each account key’s budget approver, and then to the Travel Department for final audit.

Once the audit is complete:

  • For one-time/lump sum stipends and honoraria, payment is processed and issued to the visitor.
  • For monthly stipends, payments are entered manually by the Travel Department at the first of each month and are issued to the visitors monthly.


Monthly Stipend Extension

If the visitor’s participation is extended, create an additional Payment Request expense report (if there's no travel) for the amount of the extended stipend and attach the updated stipend payment worksheet to the expense prior to submission.


Honorarium expenses cannot be charged as PSC. See all Honorarium Payment Guidelines.