General Rules and Regulations Regarding the Schomburg Account
1. A contract must be completed for each performer/group – even if there is a last-minute substitution for the original performer. No one is excluded from completing the contract – regardless of the amount of the honorarium or stipend.
2. If a performer is to receive any type of payment, such as an honorarium than they must also complete a W-9 form.
3. The state of NJ does not permit public institutions such as Ramapo, to pay for the following things:
a. Alcohol, when dining out – or for personal consumption in a hotel room.
b. Anything outside of basic food - such as flowers, gum, fruit in a hotel room, mini bar etc. or any other incidentals.
c. Mileage or car service from home to airport or any other means of transportation, or parking at “home” airport or any expenses incurred at “home” airport.
d. Car rental fees for luxury or town cars – only economy cars.
All expenses should be pre-approved by the Provosts’ office. Other departments on campus should not be procuring services or purchasing materials for performers/scholars. In some cases if monies have already been expended they can be reimbursed or transferred back from the Schomburg account provided original receipts are provided.
Honorarium – performers who live outside the US:
Without a tax ID or Social Security number the person cannot fill out the W-9. There is no other tax form that a non-USA citizen can complete.
The rule for non-resident alien payments is that 30% is withheld from the payment. Ramapo submits this to the IRS. The awardee will receive an IRS tax form 1042, and will have to file a return to possibly receive a refund of the amount withheld.
In some cases there is an agreement between the US and the country of the performer and there will be no withholding – however, this is something to be checked with the Ramapo Controller at Extension 7494 before submitting an honorarium.
Air travel – must be made by the performers themselves who are then reimbursed. Travel cannot be billed through the Roukema Center etc.
Lodging – Scholars who need overnight housing can consider either of the following:
DoubleTree by Hilton Hotel Mahwah
180 Route 17 South,Mahwah, New Jersey, United States07430
Tel:1-201-529-5880 Fax: 1-201-529-4767
Reservations must be made by the office of the Provost. Guests of Ramapo will receive special rates and do not pay room tax.
The following is an approximate cost for rooms:
Ramapo's current rate is $129- Monday, Tues , Wed.
Regular rate this month is 179.00
Weekend rate is 102.00 for Ramapo
And ranges from 109-124.00 regular rate
Scholars can also lodge at the White House on the Ramapo Campus. Costs for this must be discussed with Ben Levy, Director of International Education – ext. 7806.
Visas, and misc travel documents – should be discussed with Rajesh Adhikari, Assoc Dir International Students and Scholar Services, International Education, before any arrangements are made with the performer/scholar. Raj can be reached at: ext. 7567.