Sample Letter/Email - Lecturer/Speaker
Subject: Your Presentation/Seminar at UNLV
Dr. __________:
I am the __________in the __________ Department/College. I am the person who will process the paperwork to pay/reimburse you for your expenses in conjunction with your presentation on __________.
In preparation to do this, I will need some information. Please enter the information in the space provided and send it to me via (a reply email or a fax to (702) 895-XXXX). The information I need to proceed is:
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Are you a US Citizen or Permanent Resident Alien?__________
If the answer is "no," you must contact the UNLV Nonresident Alien Tax Specialist (NRAT) at (702) 895-1243 as soon as possible before making any travel arrangements.
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Your full (legal) name:
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Your home address:
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Your phone number and fax number:
Once I receive this information from you I will send you an IRS Form W-9. Please complete it and return it to me by fax or mail as soon as possible.
After receipt of this documentation a contract will be sent/faxed to you for your review and signature.
Please inform me immediately of any special accommodation needs you may require while on the UNLV campus.
UNLV will pay you a fee and will reimburse you for only the following expenses:
Airfare: Single round-trip coach airfare to and from the work location, if necessary.
Lodging: The maximum rates allowed for Independent Contractors is $150/night, including any taxes (Sun-Thurs); and $175/night, including any taxes (Fri-Sat). These rates may be exceeded on a case-by-case basis, with proper justification (e.g. COMDEX dates, NFR dates, etc.) and only with the prior written approval of the President, Provost, Vice President, Dean or the Director of ICA. These rates are inclusive of all taxes.
Meals: Meals will be reimbursed upon presentation of original receipts not to exceed $10.0 (Breakfast); $15.00 (Lunch); and $20.00 (Dinner). If the Independent Contractor hosts a meal, the reimbursement for the hosted meal is limited to the applicable dollar amount for the meal.
Car Rental: Not to exceed $60.00 per day, including all taxes, insurance, etc., if necessary.
All other expenses incurred during the performance of the contract are the responsibility of the contractor. You will need to make your own travel arrangements (airfare, lodging, shuttle/taxi, etc.) unless other arrangements are made. The fee is subject to 1099-MISC reporting to the IRS.
Thank you for your time. Should you have any questions, please call me at (702) 895-XXXX.
Sincerely,
(Name)
(Title)
Department name)
Box 45XXXX
4505 Maryland Parkway
Las Vegas, NV 89154-XXXX
(702) 895-XXXX
Fax: (702) 895-XXXX
Email:
