The Fund for Innovations in Teaching (FIT) is seed funding that aims to promote the Faculty of Health’s vision by supporting innovative teaching practices in your courses that include but are not limited to experiential education (EE) and eLearning. One of the eligible activities funded by the FIT is recognition of individuals (e.g. an honoraria) who support a FIT-funded activity in the course. The money provided through the FIT comes from university funds, as the university is funded by the public it is important to be mindful that we remain good stewards of public funds.
The information below addresses Frequently Asked Questions (FAQs) regarding honoraria, and is intended to illuminate, not substitute, University policies or procedures. This information is derived from University policies, procedures, and guidelines:
Hospitality
Guidelines for Employee/Employer vs. Independent Contractor
All other Finance Department Guidelines, Documents and SOPs
Frequently Asked Questions
An honorarium is a gift of an object or a small sum of money in thanks for a favour done for the University by an individual. An honorarium is a token of appreciation for a gratuitous contribution, not compensation or a reflection of the value of the work. Honorariums cannot be more than $500 to one individual in a calendar year. The Canada Revenue Agency (CRA) view Honorarium over $25 as taxable income. Monetary honorarium values typically range between $50-$100, but it depends on the circumstances of the request. Suggested monetary honorarium amounts are gross payment prior to statutory deductions.
The preferred honorarium is a modest gift or gift card (maximum $25).
A Gift Card (or eGift Card) can be issued as a token of appreciation for a guest speaker or community partner. You do not need to complete a FIT application to request this token of appreciation. You can request a gift card through the request for Appreciation for Guest Speakers and Community Partners. Gift cards from the York University Bookstore are preferred, but other select retailers are also available.
A modest gift purchased at the York University Bookstore is another good option because:
- It is more convenient for you (you do not need to worry about receipts)
- There is a 25% discount for purchases made using a Cost Centre
- The York-branded items can be a memorable gift for guests
If you are awarded Funds for Innovations in Teaching (FIT) that includes paying a monetary honorarium you can connect with the Dean’s Office Financial Assistant, who can make a purchase directly for you. The financial assistant contact details are provided in the letter granting you a FIT.
Purchases made on your own, at the bookstore or in other retail locations, may be eligible for reimbursement with original receipts, but know in advance this process for reimbursement is resource intensive and time-consuming (e.g., someone has to file a Concur claim, other people review and approve, bank transfer has to occur, etc.).
If you are awarded a FIT that includes monetary monetary honorarium for a community partner/guest speaker, then you are not also eligible to attain a $25 gift card for that guest through the Appreciation for Guest Speakers and Community Partners process.
For honorarium for Indigenous Speakers, see Question 8.
When you are awarded a FIT you make arrangements and discuss next steps with the Dean’s Office Financial Assistant. The information you will need to share with the Financial Assistant to expedite the process will be outlined in your letter granting you a FIT.
Purchases made on your own at the bookstore or in other retail locations may be eligible for reimbursement. You will need to:
- Keep and provide original receipts
- Submit a claim through Concur using the budget information provided by the Faculty of Health, Dean’s Office, Financial Assistant
- Provide confirmation of receipt of gift card (name and signature of the recipient)
Note that reimbursement is not guaranteed.
Once you are awarded a FIT, contact the Dean’s Office Financial Assistant to discuss the option of a monetary honorarium and the required next steps. Note suggested honorarium amounts should be described as gross payment prior to statutory deductions.
The following is a summary of the steps (the Financial Assistant will confirm when you reach out to them).
- Provide the following information:
- the amount to be given for the honorarium
- whether or not the person receiving the honorarium is an employee of York
- supporting documentation for the individual receiving the honorarium, which includes:
- copy of the invitation to speak or participate in the event
- number of participants or invitees
- announcement of the event clearly indicating the participation of the individual being paid
- Connect the guest speaker/community partner directly with the Dean’s Office Financial Assistant so that they can obtain the information needed to process their payment.
Note, that because the honorarium is considered taxable income, the individual will need to provide Canada Revenue Agency-required information such as Social Insurance Number to the Deans Office Financial Assistant.
Please note that if you are awarded a FIT to offer a monetary honorarium for a community partner/guest speaker, you are not eligible to also attain the $25 gift card through the expedited request process, and vice versa.
No. Honorariums are a small token of appreciation and are not a fee for service. For example, we cannot pay someone else to deliver a lecture in a course for which a different faculty member is already being paid to teach. Faculty or staff members may not receive a monetary honorarium for activities that are part of their duties and responsibilities as part of their job. But they may be given a token of appreciation, a small gift, as a thank you.
All monetary honoraria will be issued T4A – they need to be reported as income and taxed accordingly.
Recommended rates vary and depend on the type of engagement. If you want some advice on Protocol and Guidelines for Working with Indigenous Speakers (e.g., types of gifts or monetary honoraria to provide), then please speak with the Special Advisor to the Dean on Indigenous Resurgence (idghlth@yorku.ca).
No. If the funds will be issued to a company or association, rather than an individual, then it cannot be classified as an honorarium. Ask the Financial Assistant for guidelines related to fee-for-service.
If the honorarium is expected by the recipient for the completion of a task for the University, or the value of the honorarium is greater than $500, it is no longer considered an honorarium or gift, but instead is a Fee for Service typically requiring a contract. In this situation speak directly with the Dean’s Office Finance Assistant.
You can request free parking (promo code) for community partners visiting on campus to support experiential education activities through the Appreciation for Guest Speakers and Community Partners Request Form.
Hospitality must be reasonable for the number of people present. In order to charge the University for hospitality all food should be purchased by on campus vendor. This will require a staff person to place the order.
To claim hospitality expense reimbursement for a special event taking place within your course, the following information is required:
- a written account of the purpose of the event
- number of invited guests & students (i.e., number of students who attend the event and the number of invited speaker(s))
- names and affiliation of the invited guest(s) (i.e., the invited speakers home institution/organization and their position, if available)
The preferred option is to request a $25 electronic gift card by completing the very brief Appreciation for Guest Speakers and Community Partners Request Form. For other types of monetary honoraria, you can proceed to apply for a FIT. Please note that these two options are mutually exclusive-- if you are awarded a FIT to offer a different type of monetary honorarium for a community partner/guest speaker, you are not eligible to apply for the $25 eGift Card for that guest.