Guest Invitations: Funding & Planning Guide

Funding 

1. Identifying Funding Sources 

Before inviting a guest, you must obtain prior approval from the Department Head if you plan to use ROML funds.

Other potential funding sources include:

• Willson Center Grants: Willson Center Opportunities
• Research awards
• FYO (First-Year Odyssey)
• Other internal or external grants you may have access to

2. Understanding Fund Types

When requesting funding, consider the type of funds you are using:

• STATE Funds

  • Typically begin with a ‘1’ (e.g., 10500)
  • May come from FYO, research awards, etc.
  • Most restricted in use
  • Appropriate for:
    • Hotel bookings
    • Flight reimbursements
    • Honorarium payments
    • Meal per diems
    • Groome shuttle bookings
       

• FOUNDATION (Non-State) Funds

  • Typically begin with a ‘2’
  • Usually come from the department
  • More flexible in use
  • Recommended for:
    • Food-related expenses (Tip: F = Food)
  • Can also be used for travel and lodging if State funds are unavailable

3. Preliminary Planning Questions

Ask yourself:

• Is the guest local (Athens) or non-local?
  • Non-local guests may require travel funding (e.g., flights, hotels, mileage, Groome, car rentals). Do you plan to use your available funds to cover those costs?
• Will the guest receive an honorarium or payment for services?
  • Some guests cannot be paid honorariums
  • Sometimes an honorarium is provided instead of travel reimbursement
  • Refer to Honorariums and Non-Employee Payments for guidance
• Will meals be covered or provided at the event?
  • Consider whether to pay a meal per diem or provide food directly
  • Review the Guidelines for Paying Guest Meals

Planning & Execution 

1. Invite the Guest and Confirm Event Details

Once the guest is confirmed and the event is scheduled:

• Send your guest an email with:
  • Required Information from Invited Guests PDF
  • Event details
    • Request they make their flight arrangements
      • Note: If the guest is not flying, notify your Office Manager in step 3 [below] so they may ensure reimbursement eligibility of a rental car and/or mileage with the Franklin Business Office. If your guest prefers not to fly, the most convenient option may be to pay a lump sum honorarium instead of paying reimbursement(s).

2. Event Preparation Tasks

• Reserve a room using the Room Reservation Request Form
• Create an event flyer and send it to the Office Assistant to:
  • Post on the ROML website
  • Display on digital signage

3. Notify the Office Manager

Send an email with the subject line: 

• Guest Last Name, First Initial – Guest – Your Name
• Example: Harris, K. – Guest – Antonella Pérez Ferrero

Include the following information in your email:

• Guest’s full name
• Event flyer (attach PDF)
• Travel type and dates, including receipts for flights or other travel arrangements
• A list of all of the sources of funding that you have secured, including the primary contact for each type, if different from your home department.
• Plan for payment (e.g., honorarium + travel reimbursement, honorarium only, etc.)

4. Food & Meal Planning

Pending plans for food/meals:

• Follow the Guidelines for Paying Guest Meals
• Provide the necessary details to the Office Manager

Links in this guide: