Use procedure
below if
visitor:
- is on the
visa waiver program (WB or WT status; typically from European
Union and Japan) or has B1/B2 visa;
- does not have US Social Security
Number or Tax Id
- can claim
Tax Treaty Benefits
- is staying NOT more than 9 days in Baton
Rouge
- has not been paid by more than 5 US institutions
in the preceding 180 days
|
Advice:
- Pay lodging directly to hotel
- Host may some pay some meals and get
(partially) reimbursed
- Pay visitor lump sum "honorarium", instead
of separate expenses [no need for airplane ticket, receipts,
etc.]
|
Preferably 3 weeks prior
to visitor's arrival [and before visitor departs for US], collect/arrange
following :
-
Visitor home address
- Visitor itinerary
- Advise visitor to hold on to I-94 card after US entry
- Send official invitation letter to visitor (may be used
at point of entry for I-94 designation)
- Form
AS 516 (available also in web version
AS 516)
- Form
AS 441
- Form
AS 209
- Form
AS 540 [for Lod Cook stay]
- Purchasing Requisition Form
-
PUR-CR attachment to Requisition (if payment is $2001-$5000,
include also
PUR-CLT )
- IRS
Form 8233 (available as fill-in pdf version
Form 8233)
-
Compliance Statement for Form 8233 (from Travel Office)
- IRS
Form W-7
|
Preferably 2 weeks prior to visitor's arrival [write
"applied for" in place of social security number/tax id
on all form]: - Complete AS 516. Signatures of Chair
and Dean needed.
- Complete Requisition and Attachement PUR-CR
(note: W-9 not needed for non-US persons). Signature of Chair needed
on Requisition.
- Complete AS 441 and AS 209. Chair signatures
needed for both.
- Complete AS 540 for Lod Cook if guest will stay there. Chair signature
needed.
- Fax AS 540 to Lod Cook (383-4200) or AS 516 to Faculty Club (8-2244), depending on where guest will be staying.
- Submit Requisition, PUR-CR, AS 209, and
AS 441 to Office of Purchasing (213 T. Boyd).
- Submit AS 516 and AS 540 (if staying at Lod
Cook) to Travel Office 217 T. Boyd.
|
On visitor's first day on campus:
- Sign IRS Form 8233
- Sign Compliance Statement
- Attach photocopy of visitor passport pages
- Attach copy of visitor I-94 card
- Attach invitation letter
- Fill out IRS Form W-7
- Submit above items to Travel Office 217 T. Boyd.
|
After visitor's departure (only if
host paid for any meals), to seek reimbursement for visitor meals paid
by host:
- Complete Travel Voucher (pink form) either using
the 0/8/12 formula (0 for breakfast for hotels which include breakfast)
with no receipts attached, or with actual prices and receipts attached.
|