FINANCE - PAYROLL SERVICES EXTERNAL REPORTING
PHONE 409-747-7901
FAX 409 747 7904
ROUTE 0921
REIMBURSEMENT OF "EXPENSES ONLY" FOR INTERNATIONAL PERSON
Payments made for reimbursable expenses ONLY can be processed thru
regular Online Check Request (OCR) procedures. Please contact Renee
Fogle for processing reimbursement of expenses at:
afogle@utmb.edu
U. S. Social Security Number or Individual Taxpayer Identification
Number (ITIN)
A U.S. social security number or an ITIN is required to make a payment
for services (honorarium, compensation, fee) to an individual. Tax will
be withheld unless the person is determined to be eligible for treaty
benefits. A person from Canada cannot be paid with a Canadian social
insurance number, which appears similar to a U.S. social security
number. Applying for a social security number or an ITIN can take up to
10 weeks or more to be received. UTMB Payroll Services will apply for an
ITIN for an independent contractor. See processing steps below for more
detail. VISA STATUS
For visits to UTMB of nine days or less, visitor should apply for a B-1
"Visitor for Business" visa. (click
here for sample letter of invitation) For visit to UTMB is longer
than nine (9) days, visit the Office of International Affairs web page (http://www.utmb.edu/international/visainfo/indcontract.htm)
Independent Contractor visiting UTMB for nine days or less
PROCESSING STEPS
1. PRIOR TO VISITOR ARRIVAL:
- Department completes the
Employee/Independent Contractor Verification Form and forwards a
copy to Payroll Services-External Reporting.
- Department completes
MEMORANDUM and sends (fax, email or mail) to Payroll Services
External Reporting.
- Department sends (fax, email or mail) visitor
QUESTIONNAIRE to be completed. Visitor needs to complete and
return (fax or mail) the questionnaire to department.
- Department sends (fax, email or mail) a copy of this completed
questionnaire to Payroll Services External Reporting.
- Upon receipt of the above forms, Payroll Services External
Reporting performs tax analysis to determine treaty benefits
eligibility, determines if an ITIN is needed, and generates necessary
tax forms. External will send tax forms to Department that must be
forwarded to the visitor. Visitor needs to complete and return (fax or
mail) the tax forms to the department. Please do not download forms
from the IRS website.
2. VISITOR ARRIVES:
- Upon visitor arrival into the U.S., department makes copies of
Visitor information Visa, I-94, and Passport.
- Department sends (fax, email or mail) a copy of the forms to
Payroll Services External Reporting.
- Upon receipt of original ITIN, Payroll Services External Reporting
sends an email notification to Department to process OCR for payment
of services.
3. OCR IS PROCESSED AND PAYMENT IS MADE.
- Department submits OCR package which should include original
independent contractor form to Payroll Services External Reporting at
route 0921.
- Payroll Services External Reporting vouchers OCR.
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