Participant expenses must be specifically approved in the sponsored budget and relate specifically to costs associated with attendance at a sponsored workshop, conference, seminar, symposia, or other short-term training or information-sharing activity.
Participants do not provide services but rather engage in a sponsored activity whose goals can only be met by such participation. Small stipends may be paid, but these should be relatively modest amounts, in the $100 range. Larger stipends indicate a “quid pro quo” or an equal exchange of money for effort.
Although participant costs must be approved by the sponsor, sponsor classification of certain costs as participant costs does not always mean ASU can treat those costs as participant costs. Participants who are ASU employees, including student employees, must receive their income stipends through Payroll using Supplemental Pay.
Participants who are not ASU employees may be paid their income stipends directly. Individuals whose participation is limited to speaking or presenting at the event do not qualify for participant support, and must be paid and/or reimbursed as independent contractors or guest lecturers, and not as participants. (See FIN 421–01, “Guest Lecturers, Consultants, and Other Independent Contractors” for more information.)