2007-8 WORKING GROUP GUIDELINES
Natalie Hartman (Associate Director, Duke Center for Latin American and Caribbean Studies, 681-3983, njh@duke.edu ), Beatriz Riefkohl Muñiz (Associate Director, UNC-CH Institute for the Study of the Americas, 962-2418, riefkohl@email.unc.edu ), Susan Wilson (Financial/Program Administrator, Duke Center for Latin American and Caribbean Studies, 681-3262, sawilson@duke.edu , and Shelley Clarke (Business Manager, UNC-CH Institute of Latin American Studies, 962-6879, sclarke@email.unc.edu ) will share responsibility for overseeing and coordinating all aspects of all working groups. This means that you should always contact one of them when you have questions about your group, or when you need assistance with making arrangements for your group's activities.
In general, all financial transactions related to the working groups will be processed by Susan or Shelley. Be aware that it can take several weeks to more than a month to obtain reimbursement and honorarium checks. In most cases we will not be able to give the checks to the visitors while they are here. In all cases, working groups are strongly encouraged to consult with Susan or Shelley well in advance of any special event (such as visiting speaker or conference) that your group has planned.
1) Visiting Speakers: Travel, Honoraria and Other Arrangements
a) Flight Arrangements
All airline ticket purchases on behalf of a working group must be approved in advance by Susan Wilson. It is imperative that you consult with her prior to booking any flights for working group visitors. She can also assist you with purchasing the tickets and paying directly with a Duke credit card. Call Susan at 681-3262 for help with making your visitors' travel arrangements.
b) Hotel Reservations:
The host faculty member or graduate student should contact Susan Wilson (at Duke, 681-3262) or Shelley Clarke (at UNC-CH, 962-6879). They will make reservations at the Millennium Hotel or other Durham hotels (near Duke) or the Carolina Inn or other Chapel Hill hotels (near UNC-CH). They will arrange for the Consortium to be billed directly.
c) Other Expenses:
The Consortium will reimburse speakers for other normal expenses such as meals and airport parking, but not for unusual expenses such as long-distance telephone calls. Visitors should submit requests for reimbursement and related receipts to Susan Wilson (at Duke) or Shelley Clarke (at UNC-CH). They are advised that these payments will take at least one month and must be sent to their home addresses.
Note : Working groups often use a portion of their budget for entertainment expenses during a guest speaker's visit (e.g., group members going out for lunch or dinner with the visitor or organizing a catered meal for a large number of people). Please use discretion and choose moderately priced restaurants and caterers. University guidelines allow for up to $12 for lunch and $20 for dinner per person, including food, beverages, tax, and tips . We ask you not to exceed these limits. In addition, it is necessary for such group meals to be paid for by (and reimbursed to) a Duke or UNC-CH student or faculty member. The university systems will only reimburse a visitor for his/her own expenses. Please submit your receipts for reimbursement in a timely fashion. Be sure to list name, social security # and home address of person to be reimbursed along with justification of the expense (example: Dinner with Visiting Scholar (list name) on (list date) for Working Group (list name) and names of attendees (if less than 10).
d) Local Hospitality and Transportation
The host faculty member or student is responsible for local hospitality and transportation of the visitor to and from the airport, between campuses, etc.
e) Honoraria:
The Consortium can provide each outside speaker with a modest honorarium as follows:
--up to $300 for a U.S. citizen or a citizen of a tax treaty country.
--up to $400 for a Latin American non tax treaty citizen residing in the U.S. *
--up to $500 for a Latin American non tax treaty citizen residing in a Latin American country.*
Honoraria beyond these amounts must be obtained from sources other than the Consortium. To obtain the check, Susan Wilson or Shelley Clarke will need the following information:
1. Full name and permanent home address of the speaker
• Social security number or ITIN (It is possible that the universities will not process an honorarium payment without a social security number or ITIN. This rule applies both to U.S. citizens and citizens of other countries.)
*For foreign visitors, we will also need to:
1. Be sure the visitor has obtained the appropriate visa type;
Groups must clarify all visa and tax withholding issues prior to inviting the visitor. Not all visa statuses allow honoraria or reimbursements of expenses by the Consortium. If an individual does not already have a social security number or ITIN prior to visiting UNC-CH or Duke, it is possible that we will not be able to obtain an honorarium payment for that person. Consult with program staff well in advance of the visit to avoid confusion and embarrassment later. |
2. Provide a photocopy of the first 2 pages of the visitor's passport, plus a photocopy of the page showing the visa (I-94 card, front and back);
3. Submit a completed Form W-8, Certificate of Foreign Status (for payments processed through the Duke University system);
4. Provide a copy of the visitor's Form IAP-66/DS2019 (if traveling on a J-1 visa) and letter of authorization from the J-1 host approving payment to the J1 visitor.
Please check with Susan or Shelley at least a month in advance about when we can get the honorarium check. Please be aware that it may not always be possible at Duke to obtain the check in time for the visitor's arrival, and it is almost never possible at UNC-CH, especially in the case of international visitors. Regarding honoraria, income tax withholding will almost always be a concern. There are currently no tax treaties between the U.S. and Latin American countries, with the exception of Mexico . This is the reason for the "variable" honoraria rates listed above. Note that the tax treaty rules sometimes pertain to the individual's country of residence rather than country of citizenship.
2) Working Group Meetings: Arrangements and Publicity
So that working group meetings and activities are scheduled and publicized as efficiently as possible, we ask for your help with the following:
a) Meeting Arrangements
Working group representatives should contact Natalie Hartman (681-3983) or Susan Wilson (681-3262) at Duke, or Beatriz Riefkohl Muniz at UNC-CH (962-2418 or riefkohl@email.unc.edu ) as early as possible but at least two weeks in advance for help with reserving a room for the meeting/speaker's presentation. Be aware that both ISA and CLACS have moved to new buildings and both have very limited parking available. Consortium staff can help you to determine parking options depending on your meeting's location and time.
b) Refreshments
If refreshments are to be served during the meeting or event, working group representatives must make arrangements for providing them. If you purchase items for a meeting, submit receipts for reimbursement to Susan Wilson at Duke or Shelley Clarke at UNC-CH. Please be sure to submit the receipts in a timely fashion. Be sure to list name, social security # and home address of person to be reimbursed along with justification of the expense. Example: Refreshments for Working Group (list name) meeting held on (list date and location) and names of attendees (if less than 10).
If you require more formal catering, consult the Consortium staff. We will be happy to offer suggestions and help arrange payments for catering, etc. For regular meetings, working groups should limit their expenditure on refreshments to no more than $5 per person per meeting. Purchases in excess of this amount may not be reimbursed by the Consortium. There are strict rules governing the consumption of alcoholic beverages on the Carolina campus. Please see "Policies and Procedures" at http://www.unc.edu/campus/policies.html and contact UNC-CH office staff for more information.
c) Publicity
All working groups are required to publicize all of their meetings and other events widely through the Consortium's online calendar of events and e-mail listserve. Please note that failure to do this could result in termination of Consortium support for your group.
The Consortium's online calendar of events is available at http://isa.unc.edu/events/display_events.asp . To list your event, click on "Post/edit an event" or go to http://isa.unc.edu/events/event_intro.asp and follow the simple instructions on the screen. If you have any problems or questions with the calendar, contact Beatriz Riefkohl Muniz at 962-2418 or riefkohl@email.unc.edu .
Working groups should also publicize their meetings and other events on the Consortium ' s list serve by sending messages to intl-duncplas@duke.edu . Listserve messages reach UNC-CH and Duke Latin Americanist faculty, students, and members of the local community. Anyone who is subscribed to the list can send messages to this address. However, the list-serve is not a substitute for the online calendar of events.
Working group representatives are responsible for producing and distributing any other special flyers or announcements that are deemed necessary. You may use the resources of the Consortium offices (such as paper, envelopes and labels, and photocopier machines) to produce these special mailings.
d) Distribution of Readings and Other Materials Prior to Meetings
A representative of the working group is responsible for making the photocopies of readings on the copiers located in the Consortium's offices. Groups may choose to leave a "master copy" of the readings in each office and ask group members to stop by and make their own personal copies, or they may choose to have someone make and distribute the copies to all group members. In either case, the cost of the copies will be charged to the working group.
Both offices also now have scanners, which may be used by working group representatives to distribute electronic copies of readings to working group members. Contact a Consortium staff member to find out more about this option.
Some groups have also used E-reserves in the Duke and UNC libraries. Contact library personnel for more information on how this works.
3) Guidelines for Working Group Purchases: Books, Videos, Subscriptions, etc.
All books, videos, journals, or other research materials purchased with Consortium funds for the use of the working group are the property of the Consortium. Thus, when working group participants finish using the materials, they will be donated to the Duke or Carolina libraries or housed in the Consortium's offices so that they will be widely accessible to Latin Americanists on both campuses. All videos purchased by working groups should be added to the Consortium's video library, which is housed in the office of the Consortium's Outreach Director at UNC-CH. (Contact the video library at 843-8888.)
4) Hiring Student Assistants for Working Groups
Under a new policy recently approved by the Consortium Executive Committee, all working groups are required to designate a graduate student coordinator on each campus. Working groups are permitted to use up to a total of $500 from their budget to compensate these students for their efforts. Please consult with Susan Wilson or Shelley Clarke about payment options. If the students are to be paid via the Duke or UNC payroll systems, it is imperative that Susan or Shelley be notified before the student(s) begin working. According to university regulations, all payroll-related paperwork must be completed before the student may begin working.
5) Acknowledgment of Support from the Mellon Foundation and the Consortium
Working groups are asked to notify the Consortium staff of any publications or successful grant applications resulting from working group activities. They should also give credit to the Andrew W. Mellon Foundation and the Consortium in Latin American and Caribbean Studies for all published work produced by the working group or supported by working group funds.
6) Reporting Requirements
If your group will be applying for continued funding next year, your proposal will serve as a final report on this year's activities. If your group does not reapply, you should still submit a final report. This information is important to us because our funding agencies ask us to report on all of our activities and their impact as a condition of eligibility for future funding.
Specifically, in the course of the year, we ask each group to keep records of:
• The date, place, time, topic, and estimated attendance for each event organized by your group throughout the year.
• The disciplines and institutions represented among your working group's active membership.
• Co-sponsorship you obtain for your meetings, speakers, or other activities, whether from other working groups, from other departments or programs within Duke and UNC-CH, or from other funding sources (e.g., private foundation grants, state or federal agency grants, etc.). Record both co-sponsor names and amounts.
• Your 2007-08 budget allocation and how much is actually spent. (Susan and Shelley can help confirm your expenses, but good stewardship of these funds entails monitoring expenditures on an ongoing basis.)
• Your working group's impact on the Carolina and Duke Consortium in Latin American Studies and the larger Latin Americanist community. Note both qualitative and quantitative measures of that impact.
• How effective has your working group been in fostering collaborative research and training among Consortium faculty and graduate students? Note other types of collaborations resulting from working group initiatives (e.g., team-taught courses, cross-campus teaching, conference panels, publications outside of the working group's planned program, etc.).
• Other anecdotal information (e.g., experiences in administering the group, interaction with Consortium staff, coverage by news media, etc.).
THANKS FOR YOUR COOPERATION!
12/2007 |
