For Faculty

CEAS faculty, members, and affiliated faculty are encouraged to use the resources gathered here to learn more about:

Please keep the following in mind as you consider submitting a proposal to the Center for East Asian Studies (CEAS):

  • The CEAS annual budgeting process for the next academic year takes place during the late fall and early winter quarters each year (e.g., budgetary planning for AY 2024-2025 takes place from November 2023-January 2024);  it is best to PLAN AHEAD and submit proposals during this time frame when considering programming for the following year.
     
  • CEAS will consider proposals on a rolling basis, but there needs to be enough lead time for planning AND resources available (financial and/or administrative).
     
  • In preparing your proposal, please always include complete information about your total budget, other potential sponsors, and the status of funding secured.

PLEASE ALSO REVIEW our basic guidelines for submitting a funding proposal before formally applying for funding from CEAS.

Once you have reviewed the guidelines, please APPLY HERE

Questions about preparing your proposal and budget? Please reach out to Abbey Newman, CEAS Associate Director and Connie Yip, CEAS Assistant Director for Programming.

The Center for East Asian Studies (CEAS), in collaboration with the Visual Resources Center (VRC) at the University of Chicago, is pleased to announce a Call for Proposals for East Asian Studies Digitization Projects (EAS-DP). 

The EAS-DP Program is being piloted with support from a Title VI National Resource Center Grant from the U.S. Department of Education (2022-2026) to increase public accessibility to visual resources (image- and text-based) related to the study of East Asia across diverse and interdisciplinary fields.

Eligibility:  All University of Chicago CEAS-affiliated faculty and members.

Selection Criteria:  EAS-DP proposals will be evaluated based on feasibility (i.e., scope, scale, and timeline of the project), budget, and the project's alignment with campus teaching, research, programming, and outreach priorities. Projects should be public-facing and result in new or enhanced resources becoming available on university and/or external digital platforms. Ideal projects will include bi- or multi-lingual metadata where appropriate.

Amount:  EAS-DP Grant awards will typically not exceed $5,000, but larger projects can be considered with cost-share arrangements in place.  

Applications will be considered on a rolling basis for review by a Selection Committee comprised of faculty members of the CEAS Executive Committee and leadership of both CEAS and the Visual Resources Center.  Applicants can expect to hear decisions about proposals within 2-3 weeks of submission.

APPLY ON-LINE

Questions?  Please contact Abbey Newman (CEAS Associate Director) and Bridget Madden (VRC Associate Director).

Hire Students

All student employment must be initiated by a faculty member of CEAS.  Please email eastasia@uchicago.edu with the following information at least three weeks in advance of the anticipated start date to ensure students are added to the system:

Student Name:
Student ID#:
Email Address:
Social Security Number (or applied for one)? Y/N
Currently holding any other job on campus? Y/N
Work Study? Y/N
Job Title:
Brief Description of Work to be Completed:
Job Start and End Dates:
Hours Per Week:

Student Time Approval - UChicago Workday

All UChicago Students are required to use the Workday system in order to record their hours worked.  Students are required to clock in and out of the UChicago Workday system on the days when actual work is completed.  The hiring faculty member will be designated as the primary approver for the student, and CEAS will designate a staff member to be the secondary approver. Faculty members should approve and submit the hours worked by their students at the end of each week to ensure on-time payments.

Please email eastasia@uchicago.edu with any questions you may have.

Invited guests and speakers may be reimbursed for travel expenses if those expenses are approved by CEAS prior to the event.  Allowable expenses can include economy class airfare, lodging, meals, taxi fares, and other ground transportation.  Reimbursements can only be processed after travel is completed.

  • Reimbursement request must be submitted within 30 days of travel.
  • All receipts can be scanned and emailed to eastasia@uchicago.edu. Please note that receipts for airfare or any expenses over $65 must include the form of payment used (i.e. last 4 digits of a credit card). An itinerary or booking confirmation alone is not a receipt.
  • Oanda should be used to convert foreign currency to USD for the date of the expense.
  • UChicago Travel/Non-Travel Reimbursement Form must be completed and signed by the guest. 

Reimbursements generally take about 3 weeks to process after a request is submitted.  The reimbursement check will be mailed to the address provided on the UChicago Travel/Non-Travel Reimbursement Form.  Guests who require an international wire transfer will need to complete additional paperwork; contact us to make the necessary arrangements prior to the guest's arrival.

Please contact eastasia@uchicago.edu with questions about travel reimbursements.

Guests may be paid honoraria for speaking at or attending events if approved by the Center for East Asian Studies prior to the event.  The University is able to process an honorarium payment if the recipient is a US Citizen or Permanent Resident, or a Non-US Citizen with a WB/WT or  J1-Non-Student visa.  If a guest will travel on a visa other than one listed here, please email us, as payment may not be possible.

All honoraria must be reported to the Internal Revenue Service.  Please reference the categories below for the documentation needed to process honorarium payments.

US Citizens

Restrictions: None
Documents Required:

Permanent Residents

Restrictions: None
Documents Required:

Non-US Citizens

Thirty percent (30%) tax will be withheld from payments made to guests with the visa classifications below.  The tax withholding may be waived provided that:

  • A tax treaty exists between the US and the individual's country of tax residence, and
  • The individual has either a Social Security Number (SSN) or Individual Tax Identification Number (ITIN), and
  • The individual has an appropriate Visa Classification, and
  • The individual has not exceeded the maximum number of days of presence in the US per the tax treaty.

Please email us if you have any questions about the tax withholdings on honoraria.

WB or WT

Restrictions: Payment must be for activities lasting less than 9 days from 5 or fewer institutions in a 6 month period.
Documents Required:

J-1 Non-Student

Restrictions: Sponsoring institution must be the University of Chicago, or prior approval must be obtained from outside sponsoring institution. If you are paying a J-1 speaker an honorarium, please contact eastasia@uchicago.edu at least two months in advance of the even.
Documents Required:

  • Speaker Fee Form
  • UPP-192 Form
  • W-8BEN Form
  • Form 8233 (only applicable if claiming tax treaty exemption)
  • Front and back copy of IRS I-94 Card or ESTA receipt (90 days or less)
  • Copy of US Visa from passport, entry stamp, and main photo page
  • Copy of DS-2019 Form
  • Written permission from sponsoring institution, from that institution's visa granting department if not University of Chicago
  • Event flyer or program

For more information, please review the The University of Chicago Financial Services honorarium policies.