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UR Forms Required for Travel Reimbursement

All forms must have all required signatures before being sent to the Office of International Taxation for check request approval. 

  • The department chair and Krittika Onsanit in the Office of International Education must also sign the Compliance Statement Form. (When sending the form to Krittika Onsanit, include a copy of the individual's passport ID page, visa, I-94 card, and invitation to speak at UR.)
  • The department chair and Human Resources must also sign the Employee-Independent Contractor Form. (When sending the form to URHR, include a copy of the check request and individual's invitation to speak at UR.)

Contact Nancy Colón to determine whether the visitor should meet with the Office of International Taxation.  If a visit is necessary, please allow for no more than 15 minutes. Nancy's hours are 8:00-2:00, Monday-Friday. A meeting invite may be sent through Outlook.

NRA visitors traveling to the United States on a B or Visa Waiver (VW) should declare "business" as their purpose when entering the United States. Therefore, they should either travel on a B-1 or VWB. If "tourist" is declared (B-2 or VWT), the IRS may impose a tax withholding on the travel reimbursement as it may determine the travel is a grant rather than a reimbursement.

Travel Reimbursement With an Honorarium

Documents to be collected from and/or signed by visitor while at UR:

  1. Copies of:
    • Passport ID
    • Visa Foil (if available)
    • I-94 Card (front and back)
    • SSN or ITIN (if available)
  2. Foreign National Information Form (FNIF).
  3. Nonimmigrant Visa Waiver Checklist, if appropriate.
  4. W-8BEN or a W-9 (contact Nancy Colón to determine which form is appropriate)
  5. Compliance Statement Form
  6. If the visitor is eligible for a tax treaty, a Form 8233 may be signed at this time.  (Contact Nancy Colón for further information)
  7. If the visitor is eligible to apply for an ITIN number (Individual Taxpayer Identification Number), a Form W-7 should be completed.  (Contact Nancy Colón for further information)

Documents required for payment (NOTE: Submit all to the Office of International Taxation rather than Accounts Payable):

Travel Reimbursement Without an Honorarium

Documents to be collected from and/or signed by visitor while at UR:

  1. Copies of:
    • Passport ID
    • Visa Foil (if available)
    • I-94 Card (front and back)
    • SSN or ITIN (if available)
  2. W-8BEN or a W-9 (contact Nancy Colón to determine which form is appropriate)
  3. Compliance Statement Form

Documents required for payment (NOTE: Submit all to the Office of International Taxation rather than Accounts Payable):

  • Check Request Form -- Fully Signed
  • W-8BEN or a W-9 -- Fully Signed
  • Compliance Statement Form -- Fully Signed
  • Travel receipts to be reimbursed
  • UR department invitation letter with dates and purpose of visit
  • Copies of:
    • Passport ID
    • Visa Foil (if available)
    • I-94 Card (front and back)
    • SSN or ITIN (if available)
  • Visitor's foreign bank information if the visitor would like to have the payment wired to their home bank account OR indicate the currency of the AP check.
Thank you for your help ensuring compliance with IRS regulations.

Contact Us

Devon Slough, International Taxation Officer
(804) 287-6007
Maryland Hall, Room G-15
Monday–Friday, 8:45 a.m.–2:45 p.m.