TRAVEL SESSION

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TRAVEL SESSION

• Medical Education Building
• 3rd Floor Auditorium
• January 31, 2006
• 200 P.M.

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TRAVEL SESSION AGENDA

1. Purpose/Objective
2. Definitions
3. APMs (UH/UHF/RCUH)
4. Guidelines
5. Procedures
6. Attachments/Websites/Links
7. Memorandums/Updates

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1. PURPOSE/OBJECTIVE

• To provide intra-state and out-of-state travel
  procedures under the authority of the Board of
  Regents Policy, Part D, Chapter 8-7, and in
  accordance with the Internal Revenue Service
  (IRS) requirements and collective bargaining
  agreements.

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1. PURPOSE/OBJECTIVE

• The procedures presented relate only to the
  processing of travel documents through the
  UH/UHF/RCUH Disbursing Offices to initiate travel
  related payments (e.g. advances, reimbursements,
  and reclassification of advances).
• Procedures for non-cost related travel documents
  which may be required for leave authorization and
  other control purposes (but not processed through
  the Disbursing Offices) are not addressed in
  these instructions.

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1. PURPOSE/OBJECTIVE

• The general policy governing out-of-state and
  intra-state travel is that all travel must be
  approved in advance.
• The requirements for monthly out-of-state travel
  reports to the Board of Regents (BOR) are
  contained in the University's Budget Execution
  Policies and Instructions.

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2. DEFINITIONS

• TRAVEL STATUS
• An employee or representative is considered to be
  on travel status only during the time when
  conducting official business away from his/her
  regular place of employment and while traveling
  to and from the place (s) where business is being
  transacted.
• Begins upon departure from regular place of
  employment and ends upon return to regular place
  of employment.

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2. DEFINITIONS

• INTRA-STATE TRAVEL
• Authorized travel within the State of Hawaii
  which includes inter-island travel (both same-day
  and overnight trips), and on-island travel
  (travel on the same island that requires
  overnight absence).
• Travel" on the same island not requiring
  overnight absence does not qualify as intra-state
  travel.

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2. DEFINITIONS

• OUT-OF-STATE TRAVEL
• Authorized travel outside of the State of Hawaii
  to the United States (U.S.) and its Territories
  and foreign localities.
• Some procedural and accounting differences
  distinguish mainland U.S. travel from foreign
  travel (e.g. special per diem rates, additional
  approval requirements, separate sub codes, etc.).

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2. DEFINITIONS

• CONUS (Continental U.S.)
• The Continental United States (defined as 48
  contiguous states and the District of Columbia)
• OCONUS (Outside Continental U.S.)
• Non-foreign localities (Outside of the
  Continental U.S. including Alaska, Hawaii, Guam,
  Puerto Rico, the Northern Mariana Islands, and
  the possessions of the U.S.) and foreign
  localities

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2. DEFINITIONS

• PER DIEM (P/D) ALLOWANCE
• An allowance for lodging, meals, and related
  incidental expenses.
• CONUS Per Diem Rates provided by the General
  Services Administration.
• OCONUS Per Diem Rates established by the
  Department of State.
• A maximum specified amount for each day of
  authorized intra-state and out-of-state travel is
  established by the Hawaii Revised Statutes and
  collective bargaining agreements.
• Per Diem MIE Lodging
• Note As of January 1, 2006, Per Diem is only
  applicable to NON-BU 07/87 Employees.

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2. DEFINITIONS

• MEALS INCIDENTAL EXPENSE (MIE)ALLOWANCE
• A meal and incidental expense allowance is
  generally provided for travel where individual
  quarters/lodging are made available to the
  traveler, either free of charge or handled as a
  separate expense.
• MIE Per Diem - Lodging
• LODGING
• Allowable expenditure to cover the lodging costs
  of intra-state and out-of-state travel, where
  such lodging costs are necessary and reasonable.
• Lodging Per Diem MIE

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2. DEFINITIONS

• EXCESS LODGING
• Actual lodging expenses greater than the base
  lodging rate set by collective bargaining unit
  agreements.

• BU 07/87
• Intra-State Excess Lodging Actual Lodging gt
  Federal Allowable Rate
• Out-of-StateExcess Lodging Actual Lodging gt
  Federal Allowable Rate

• NON-BU 07
• Intra-State Excess Lodging Actual Lodging gt
  50.00
• Out-of-StateExcess Lodging Actual Lodging gt
  85.00

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3. APMs

• UH
• A8.851 Out-of-State and Intra-State Travel
• A8.852 Personal Automobile Mileage Voucher
• UHF
• Account Administrative Policies
• RCUH
• 2.510 Travel Definitions
• 2.520 Purpose of Travel Forms
• 2.530 Travel Expenses
• 2.540 Travel Procedures
• 2.550 Automobile Mileage Reimbursements
• 2.560 Taxability of Per Diem, Automobile Mileage
  and/or Allowance

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4. GUIDELINES

• APPLICABILITY
• Applies to all University employees.
• Applies to all State and Extramural sources of
  funds.
• Extramural funded travel follow Federal and State
  laws, rules and regulations, institutional
  practices, and granting agency guidelines unless
  exceptions are specifically cited.

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4. GUIDELINES

• APPLICABILITY (Contd)
• Whenever there is a conflict between these
  procedures and the provisions of a collective
  bargaining agreement, the provisions of the
  collective bargaining agreement shall take
  precedence.
• Under Chapter 89, Hawaii Revised Statutes (HRS),
  excluded employees shall receive the same
  benefits as employees included in the related
  bargaining units.

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4. GUIDELINES

• OFFICIAL TRAVEL SHALL BENEFIT THE UNIVERSITY

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4. GUIDELINES

• PERSONAL CONFERENCES REQUIRED FOR UNIVERSITY
  BUSINESS
• Travel to transact business on behalf of the
  University should be considered only when
• 1) Personal conferences will be financially or
  operationally advantageous to the University, or
• 2) Business cannot be accomplished
  satisfactorily by correspondence or by telephone.

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4. GUIDELINES

• OUT-SERIVCE TRAINING
• The value to the University of travel for
  out-service training is recognized.
• However, attendance by University employees at
  Mainland conferences, workshops, seminars or
  special educational courses for training purposes
  should be authorized only when the training is
  not available locally. (See A9.160 - University
  Employee Training)
• Out service training approval (UH Form 410) will
  be retained in departmental file.

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4. GUIDELINES

• SURVEYS OF MAINLAND PROJECTS FOR THE UNIVERSITY
• Out-of-state travel for the purpose of making
  Mainland project surveys should be planned only
  when
• 1) The nature of the information desired is
  essential to development or completion of a
  University project, and
• 2) Data and experience cannot practicably be
  obtained locally or by correspondence.

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4. GUIDELINES

• CONFERENCES ON UNIVERSITY PROJECTS
• Travel for the purposes of attending conferences
  relating to University projects should be planned
  only in those cases where the presence of the
  University conferee is essential to the
  continuation of the University project.

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4. GUIDELINES

• CONVENTIONS AND MEETINGS
• Travel to attend conventions and annual meetings
  of national and sectional groups should be
  limited to those conventions or conferences at
  which matters of interest to the University are
  to be justified on the basis that
• a) Such matters are important and/or of urgent
  concern to the University, and
• b) The effect of the nonattendance would be
  adverse.
• Unless otherwise justified, attendance at any
  single conference should be limited to one
  University official.

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4. GUIDELINES

• OTHER NEEDS FOR OUT-OF-STATE TRAVEL
• Travel for miscellaneous and unexpected purposes
  should be considered on the merit of each
  individual case.

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4. GUIDELINES

• PERSONS TRAVELING
• In general, out-of-state travel should be
  confined to policymaking officials and employees
  responsible for developing University policies,
  personnel on in-service training, scholars or
  professional staff attending meeting of learned
  societies or for other special purposes, provided
  continuity of tenure is assured for a reasonable
  time.

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4. GUIDELINESFLY AMERICA ACT

• An instrumentality of the Federal Government is
  required to use a U.S. flagged air carrier unless
  prior written approval is received from the
  Federal Government or there is no U.S. flag
  service and have attached certifications.
• If traveling on federal funds, then should be
  using a U.S. flagged air carrier.(See Fly
  America Act)

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4. GUIDELINESTRAVEL AUTHORIZATION

• Agency-approved travel shall be authorized by the
  Principal Investigator or his/her designee.
• The proposed Travel Request Form must be
  completed, submitted, and approved by the
  designated University official prior to the
  actual travel.

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4. GUIDELINESTRAVEL AUTHORIZATION
TRAVEL REQUEST FORMS

• RCUH
• RCUH

UHF AFP
UH eTRAVEL

• INTRA-STATE TRAVEL
• Must be approved in advance.
• OUT-OF-STATE TRAVEL
• Must be approved in advance.

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4. GUIDELINESTRAVEL AUTHORIZATION

• SIGNATURES (UH)
• Traveler
• Approving Authority (Department Head)
• Fiscal Officer
• Dean (not needed at time of Travel Completion
  unless change exceeds Travel Advance by 10)

• SIGNATURES (RCUH)
• Traveler
• Principal Investigator and/or Supervisor
• Department Head
• Fiscal Officer
• Dean

• SIGNATURES (UHF)
• Traveler
• Account Administrators
• Fiscal Officer
• Dean (not needed at time of Travel Completion
  unless change exceeds Travel Advance by 10)

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4. GUIDELINESTRAVEL AUTHORIZATION

• SIGNATURES/APPROVALS (Contd)
• No individual should approve or certify a
  document which is used to expend funds directly
  for himself/herself.
• If an individual is traveling on another
  departments/unit's funds, appropriate approval
  should be obtained to authorize release time from
  the individual's base department/unit.

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4. GUIDELINESTRAVEL JUSTIFICATION

• Must answer the following questions
• Who? What? When? Where? Why?
• Be thorough and complete
• Explain unusual or complex situations
• Explain how the trip relates to travelers
  official duties/functions
• Explain how the trip will benefit the program,
  the University, or the State

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4. GUIDELINESTRAVEL JUSTIFICATION

• Explain multi-attendance
• Explain Project-Relatedness
• A statement that the trip has been properly
  authorized in the extramural contract/grant
  budget or has been specifically authorized by the
  granting agency
• Special justification is required for
  Non-Regular Employees (i.e. Casual Hire, Student
  Help, etc.)

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4. GUIDELINESALLOWABLE TRAVEL TIME

• Definition Allowable travel time is the time
  necessary to travel by the most direct route to
  and from the points specified in the travel
  authorization, plus the time necessary to conduct
  the required official business.

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4. GUIDELINESALLOWABLE TRAVEL TIME

• Start of travel time is currently based on the
  9/11 memorandum
• Intra-State Travel 90 minutes Pre-Board
• Out-of-State Travel 3 hours Pre-Board
• (Note Pre-Board times are optional)
• Travel time is computed in quarter day periods
  (please see chart on next slide)

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QUARTER DAY SCHEDULE
QTR TIME FRACTION
1 1201 AM 600 AM 0.25
2 601 AM 1200 PM 0.50
3 1201 PM 600 PM 0.75
4 601 PM 1200 AM 1.00
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4. GUIDELINESALLOWABLE TRAVEL TIME

• The allowable travel time terminates upon the
  traveler's arrival time to the island on which
  his/her regular place of business is located.

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4. GUIDELINESALLOWABLE TRAVEL TIME

• Intra-state and out-of-state travel should be by
  air whenever feasible and appropriate.
  Out-of-state, trans-ocean travel by surface ship
  is not allowed.
• Travel should be by the most economical means
  consistent with time available and urgency of the
  trip.

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4. GUIDELINESALLOWABLE TRAVEL TIME

• Every effort should be made to reserve complete
  flight schedules in advance to avoid delays at
  transfer points.
• Travel should be made by the most direct and
  economical means.
• Official business and related travel should be
  conducted, whenever practicable, within the
  normal work week (Monday through Friday) and
  within the normal workday.

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4. GUIDELINESALLOWABLE TRAVEL TIME

• When a vacation or leave without pay is taken in
  conjunction with official travel, the allowance
  for transportation is limited to the cost of air
  passage by the most direct route.
• Per diem for time lost due to faulty bookings by
  the traveler may be disallowed.
• Travel time in excess of allowable travel time
  may be required to be charged to vacation time or
  to leave without pay.

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4. GUIDELINESALLOWABLE EXPENDITURES

• AIRFARE
• Air travel should be processed at the lowest
  possible airfare available and practical.
• Airfare may be advanced.
• Pre-payments for discounted tickets are
  permissible on a purchase order if the cost of
  the ticket before the date and the cost of ticket
  after the date by which the State can take
  advantage of the discount/savings is indicated on
  the vendor's invoice or purchase order.

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4. GUIDELINES ALLOWABLE EXPENDITURES

• LODGING
• The separate and direct payment of lodging via
  purchase order may be made when it is more
  advantageous to the traveler. When lodging is
  handled in this manner, the traveler is only
  allowed an MIE allowance, or an adjusted MIE
  allowance according to the meals provided.
• Lodging may also be handled as an allowance.

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4. GUIDELINES ALLOWABLE EXPENDITURES

• OTHER ALLOWABLE EXPENDITURES
• PER DIEM (Only Applicable to Non-BU 07
  Travelers)
• MIE
• EXCESS LODGING (Prior Approval Required)

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4. GUIDELINES ALLOWABLE EXPENDITURES

• AUTOMOBILE RENTAL
• Automobile rental is allowed only in instances
  when government owned vehicles or privately owned
  vehicles on a mileage basis are unavailable or
  impractical.
• Automobile rental is limited to compact or
  sub-compact vehicles. (Documentation requesting
  a larger vehicle shall be retained in the
  department file.)

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4. GUIDELINES ALLOWABLE EXPENDITURES

• AUTOMOBILE RENTAL (Contd)
• The Collision Damage Waiver charge is permitted
  for out-of-state travel but is not permitted for
  rentals in the State of Hawaii.(See A8.265 -
  Specialized Purchasing A8.400 - Risk
  Management)
• When renting vehicles within the State, employees
  should decline all insurance options and provide
  the rental agency with a copy of the Automobile
  Rental memorandum dated by July 1, 2001.

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4. GUIDELINES ALLOWABLE EXPENDITURES

• AUTOMOBILE MILEAGE
• Mileage reimbursements are allowed only when
  publicly owned vehicles at University departments
  and the University Transportation Service are not
  available or are not practical to use.
• Private automobiles on a mileage basis should be
  shared by travelers whenever possible.

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4. GUIDELINES ALLOWABLE EXPENDITURES

• AUTOMOBILE MILEAGE (Contd)
• The FMIS-33, Personal Automobile Mileage Voucher,
  in itself, shall be used to process mileage and
  parking fee reimbursements.
• Whenever feasible, travel related mileage/parking
  fee reimbursements should be processed for
  payment on the Employee Travel Form and properly
  supported by an approved Personal Automobile
  Mileage Voucher.
• The FMIS-33 must still be prepared with all
  relevant information entered. (See A8.852 -
  Personal Automobile Mileage Voucher)

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4. GUIDELINES ALLOWABLE EXPENDITURES

• OTHER ALLOWABLE EXPENDITURES
• Other necessary and reasonable expenditures
  incurred by the traveler in connection with
  official business may be claimed for
  reimbursement, provided they are supported by
  original receipts in those cases where receipts
  are issued in the normal course of business.
• All receipts must be itemized item descriptions
  must be provided for all cash register receipts.

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4. GUIDELINES ALLOWABLE EXPENDITURES

• OTHER ALLOWABLE EXPENDITURES (Contd)
• Where no receipts are issued, expenses shall be
  itemized on the FMIS-4D (UH) or the Travel
  Completion Report (RCUH) and certified, signed,
  and dated by the traveler that the expenses were
  incurred in the conduct of official business.
• BU 07/87 The certifying of lodging expenses in
  the absence of original receipts is disallowed.
  Original receipts are required.

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4. GUIDELINES ALLOWABLE EXPENDITURES

• OTHER ALLOWABLE EXPENDITURES (Examples)
• Certificates Birth, Health, Identification
• Conference and registration fees
• Currency exchange fee and traveler's check fees
  for out-of-state travel to the extent that the
  amount of traveler's checks do not exceed per
  diem and allowable expenses
• Excess baggage charges or mandatory baggage
  handling charges (does not include tips)
• Inoculation charges (Excluding insurance covered
  payments)

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4. GUIDELINES ALLOWABLE EXPENDITURES

• OTHER ALLOWABLE EXPENDITURES (Examples)
• Insurance for Automobile Rental - Collision
  Damage Waiver is the only Out-of-State car rental
  insurance allowed
• Parking fees
• Passport and visa fees
• Taxi and bus fares
• Telephone, radiogram, fax fees(See Table of
  Travel Expenditures)

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• CURRENT PER DIEM RATES
• Current Per Diem Rates available on eTravel
• There are separate Per Diem Rates for Intra-State
  and Out-of-State Travel

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• COMPUTING PER DIEM ALLOWANCE
• The calendar day (12AM 12 AM) shall be the
  unit.
• For fractional departure and return days, use the
  table on the next slide.
• Per diem allowances for departure and return days
  are added to the full per diem days to calculate
  the total allowable per diem claim.
• Connecting/transfer stops are to be calculated
  into the per diem days of the actual business
  destination.
• Do not calculate per diem days for personal stops.

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION
  Time of Departure/Return Allowed on Day of  Allowed on Day of 
  Time of Departure/Return Departure Return
1201 am - 600 am 1 Day 1/4 Day
601 am - 1200 pm 3/4 Day 1/2 Day
1201 pm - 600 pm 1/2 Day 3/4 Day
601 pm - 1200 am 1/4 Day 1 Day
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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• EXCEPTIONS TO ESTABLISHED PER DIEM RATES
• If the terms and conditions of the contract or
  the grant award document require the University
  to follow the Federal Travel Regulations, the
  maximum Federal per diem allowance authorized for
  the destination area must be used (may be lower
  or higher than the State rate).

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• ALLOWANCE FOR DUPLICATE PAYMENT FOR MEALS
• An employee's per diem shall not be reduced on
  the basis of meals included in conference
  programs. (This provision applies to all
  bargaining units.)
• This duplicate meal payment provision will not be
  allowed in situations where conference meals are
  optional (at added cost), since the individual is
  exercising the freedom of choice.

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• ALLOWANCE FOR DUPLICATE PAYMENT FOR MEALS
  (Contd)
• On any double meal payment situation, supporting
  conference brochures or other documentation are
  required to support the claim that the conference
  meals were not optional.

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• ALLOWANCE FOR DUPLICATE PAYMENT FOR MEALS
  (Contd)
• If a reduction for meals is required, the
  following values of the optional meals will be
  used to reduce the per diem amount
• Breakfast 20 of MIE
• Lunch 30 of MIE
• Dinner 50 of MIE
• The total of the meals to be deducted shall be
  reflected in the Actual Expenditures" section of
  the completed Employee Travel Report.

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• PER DIEM FOR SAME ISLAND TRAVEL
• Employees are entitled to per diem for travel on
  the same island if it is impractical and
  undesirable to return home at the end of a
  workday and commercial lodging is utilized. (This
  provision applies to all bargaining units.)
• Per diem cannot be provided for travel" on the
  same island if overnight absence is not required
  since this does not qualify as being on official
  travel status.

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• PER DIEM FOR SAME ISLAND TRAVEL (Contd)
• Documentation that addresses the need to remain
  at the workstation is to be retained on files.
• Commercial lodging receipts must be attached to
  support the claim.

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4. GUIDELINES ACTUAL PER DIEM COMPUTATION

• PER DIEM FOR SAME DAY TRAVEL
• BU 08 Per Diem claim will be in terms of
  quarter-day periods (use quarter-day table)
• BU 01, 02, 03, 04, 09, 13, Corresponding
  Excluded Units Limited to a 20.00 meal
  allowance in lieu of per diem
• BU 07 87 No longer entitled to per diem.
  Effective 01/01/06, only entitled to 20.00
  allowance per M.O.A.

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4. GUIDELINESACTUAL PER DIEM COMPUTATION

• PER DIEM FOR PACKAGE DEALS
• When package deals are used traveler must list
  items covered in package. (e.g., airfare, car
  rental, meals, and/or hotel accommodations, etc.)
  
• Package deals shall be coded with applicable
  Other Travel sub code.
• Where hotel/lodging accommodations are part of
  the package, the traveler is only allowed to
  claim for the MIE allowance.
• If hotel/lodging and meals are included in the
  package the traveler will not be allowed to claim
  any allowance.

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4. GUIDELINESACTUAL MIE COMPUTATION

• CURRENT MIE RATES
• Current MIE Rates available on eTravel
• MIE allowance cannot be provided for travel" on
  the same island if overnight absence is not
  required since this does not qualify as being on
  official travel status.

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4. GUIDELINESACTUAL MIE COMPUTATION

• COMPUTING MIE ALLOWANCE
• The calendar day (12AM 12AM) shall be the unit.
• For fractional MIE allowance for departure and
  return days, use the table on the next slide.
• MIE allowances for departure and return days are
  added to the full travel days to calculate the
  total allowable MIE claim.

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4. GUIDELINESACTUAL MIE COMPUTATION
  Time of Departure/Return Allowed on Day of  Allowed on Day of 
  Time of Departure/Return Departure Return
1201 am - 600 am 1 Day 1/4 Day
601 am - 1200 pm 3/4 Day 1/2 Day
1201 pm - 600 pm 1/2 Day 3/4 Day
601 pm - 1200 am 1/4 Day 1 Day
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4. GUIDELINESEXCESS COMMERCIAL LODGING EXPENSE
COMPUTATION

• For all bargaining units, the collective
  bargaining agreements provide that commercial
  lodging costs in excess of the base lodging rate
  for intra-state and out-of-state travel shall be
  allowable in addition to per diem.
• Current Base Lodging Rates available on eTravel

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4. GUIDELINESEXCESS COMMERCIAL LODGING EXPENSE
COMPUTATION

• EXCESS LODGING APPROVAL SUPPORTS
• The excess lodging expense must be approved in
  advance and must be necessary and reasonable.
• The total excess lodging expense must be
  supported by conference brochures or other
  documentation which provide the basis for the
  estimates.

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4. GUIDELINESEXCESS COMMERCIAL LODGING EXPENSE
COMPUTATION

• EXCESS LODGING APPROVAL SUPPORTS (Contd)
• Recommend cost comparison (i.e. quotations) for
  excess lodging claims that exceed the Federal
  Allowable Rate.
• The statement The hotel Im staying at is
  hosting the conference is NOT sufficient
  justification in of itself.
• Other justifications may be accepted.
• Original receipts are required to support excess
  lodging claim.

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4. GUIDELINESEXCESS COMMERCIAL LODGING EXPENSE
COMPUTATION

• EXCESS LODGING COMPUTATION
• UH/UHF
• Travel involving excess lodging shall be
  separately calculated as MIE allowance and
  Lodging.
• RCUH
• For BU 07 travel after 01/01/06 Excess
  commercial lodging rate shall be entered in the
  Actual Rate column on the BU 07 Worksheet.
• For Non-BU 07 Travel Excess commercial lodging
  rate shall be reflected in the Excess Lodging
  section of the RCUH Travel Completion Report and
  the Multiple Destination/Per Diem Worksheet.

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5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL ADVANCE
• Limited to
• Employees
• Intra-State Travel Exceeding 4 Calendar Days
• All Out-of-State Travel
• Per Diem, MIE, and Lodging
• Conference/Registration/Excess Baggage Fees, Etc.
• Airfare (may now be advanced)
• Submit Original (and supports) 1 Copy to Fiscal
  Office at least 15 Days before Departure Date

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5. PROCEDURESDOCUMENT PROCESSING
5. PROCEDURESDOCUMENT PROCESSING
TRAVEL ADVANCE FORMS

• RCUH
• RCUH

UHF AFP
UH eTRAVEL
TRAVEL ADVANCE SUBCODES
RCUH Attachment 851-8 Use applicablesubcodes

• UHF
• 4501 Intra-State and Out-of-State

UH 4501 Intra-State and Out-of-State
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5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL COMPLETION (Intra-State Out-of-State)
• Submit Original (and supports) to Fiscal Office
  within 5 days from Return Date
• Besides Per Diem and MIE, all expenditure claims
  must be supported by original, itemized receipts
  in those cases where receipts are issued in the
  normal course of business.

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5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL COMPLETION (Intra-State Out-of-State)
  (Contd)
• In those cases where receipts are not issued,
  expenses shall be itemized on FMIS-4D (UH) or
  Travel Completion Report (RCUH) and certified by
  traveler.
• Ticket stub, invoice, itinerary statement or
  other document that specifies dates, times, and
  destinations must be attached to support Travel
  Completion.

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5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL COMPLETION (w/Advance)
• Failure to process a Travel Completion in a
  timely manner would categorize the payment (i.e.
  Travel Advance check) to the employee as gross
  income according to the IRS.
• If the Advance amount exceeds the Actual
  Expenditures amount, then Traveler must pay the
  difference to the University.

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5. PROCEDURESDOCUMENT PROCESSING
5. PROCEDURESDOCUMENT PROCESSING
TRAVEL COMPLETION FORMS

• RCUH
• RCUH

UHF FMIS-4
UH eTRAVEL
TRAVEL COMPLETION SUBCODES
RCUH Attachment 851-8

• UHF
• Attachment 851-8

UH Attachment 851-8
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5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL REVISIONS
• Required for deviations in Out-of-State Travel
  plans such as
• Purpose
• Itinerary
• Dates
• Major Cost Items that Exceed the Travel
  Advance/Estimated Expenditures by 10
• Source of Funding (i.e. Account Code(s))
• Must be signed by Dean/Dir./Chanc./Vice-Pres./Pres
  .

74
5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL ADVANCE REVISION
• Only process a revision if there is a significant
  change (i.e. advancing more money)
• Reflect updated amounts in Estimated
  Expenditures (Note Do not include amount
  already advanced.)
• Travel Authorization/Signatures Required

75
5. PROCEDURESDOCUMENT PROCESSING

• TRAVEL COMPLETION REVISION
• State both prior reimbursement claims and current
  reimbursement claims in Actual Expenditures
• Reflect additional amount in Claim Due Traveler
• Signatures Required

76
6. ATTACHMENTS/LINKS

• COLLECTIVE BARAGAINING UNIT RATES
• Collective Bargaining Unit Rates BU 07
• Collective Bargaining Unit Rates NON-BU 07
• FEDERAL ALLOWABLE RATES
• 2006 Federal High/Low Per Diem Rates
• CONUS/OCONUS Per Diem Rates
• Mileage Rates Taxability for 2004 2006

77
6. ATTACHMENTS/LINKS

• OTHER REFERENCE CHARTS
• Matrix for Document Requirements
• Table of Travel Expenditures
• List of Travel Sub Codes
• Per-Diem/MIE Allowance and Taxability

78
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79
6. ATTACHMENTS/LINKSUH Travel Forms/Attachments

• eTravel Website lthttp//www.hawaii.edu/etravelgt(R
  equired for all G-, S-, and R-funded travels
  where Traveler has an active record in
  PeopleSoft)
• FMIS-4 Employee Travel Form (Required for
  Non-eTravel Processed Documents)
• FMIS-4A Multi Intra-State Travel Reimbursement
  Expense Form (Required for Non-eTravel Processed
  Documents)
• FMIS-4B Multiple Destination / Multiple Rate
  Worksheet (Required for Non-eTravel Processed
  Documents)

80
6. ATTACHMENTS/LINKSUH Travel Forms/Attachments

• FMIS-4C Per Diem / MIE / Lodging Tax Calculation
  Worksheet (Required for Non-eTravel Processed
  Documents Note Required for eTravel Processed
  Documents if (1) a Flat Rate for Per Diem is
  used and (2) the trip is taxable)
• FMIS-4D Receipt Summary Worksheet (Optional for
  Non-eTravel Processed Documents)
• FMIS-33 Personal Automobile Mileage
  Form(Required to substantiate eTravel and
  Non-eTravel Processed Documents if traveler is
  claiming mileage)

81
6. ATTACHMENTS/LINKSUHF Travel Forms/Attachments

• FMIS-4 Employee Travel Form
• FMIS-2 Authorization for Payment Form
• (For Advance Portion only)

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83
6. ATTACHMENTS/LINKSRCUH Travel Forms/Attachments

• RCUH Website lthttp//www.rcuh.comgt(Required for
  all extramural-funded travels)
• Travel Request Form
• Travel Completion Form
• Per Diem/Subsistence Tax Calculation Form
• Multiple Destination Worksheet(Note Above forms
  are available online when processing through RCUH
  Website.)
• Personal Automobile Mileage Form
• Current RCUH Per Diem, Subsistence, and Lodging
  Rates (As of 1/2006)

84
7. UPDATESMOA BU 07, Effective 01/01/2006

• MEMORANDUMS
• MOA from Edward Yuen J.N. Musto (BU 07)
• Memorandum from Howard Todo (BU 07)
• Amendment to UH Faculty Travel Policy (BU 07)
  (RCUH)
• Article VIII, Faculty Travel (BU 07) (UHPA)

85
7. UPDATESMOA BU 07, Effective 01/01/2006

• SUMMARY OF CHANGES
• Intra-State, Same-Day Travel
• Allowance of 20.00.
• Receipt(s) not required.
• Out-of-State Travel
• No longer entitled to Federal Per Diem Rate.
• Entitled to Federal MIE Rate.
• Reimbursement of actual lodging expenses shall be
  substantiated with original receipts.
• Excess lodging may be requested on an Exception
  Basis.

86
7. UPDATESCONUS HIGH/LOW P/D RATES

• Effective January 1, 2006, the CONUS Federal
  Allowable High/Low Per Diem Rates were amended.
• PER DIEM
• High Cost Localities Increase from 204.00 to
  226.00 per day
• Other Cost Localities Increase from 129.00 to
  141.00 per day

87
7. UPDATESCONUS HIGH/LOW RATES

• MIE
• High Cost Localities Increase from 46.00 to
  58.00 per day
• Other Cost Localities Increase from 36.00 to
  45.00 per day(See 2006 Federal High/Low Per
  Diem Rates)

88
7. UPDATESCONUS HIGH/LOW RATES

• NON-BU 07 EMPLOYEES
• These rates are now higher or equal to the Per
  Diem and MIE rates allowed for Non-BU 07
  employees traveling Out-of-State (U.S.
  Territories).
• As a result of these changes to the CONUS
  High/Low Per Diem Rates, taxability and report
  ability no longer applies to Non-BU 07 employees
  traveling Out-of-State (U.S./CONUS).
• FMIS-4C no longer required for Non-BU 07.

89
7. UPDATESTAXABILITY REPORT ABILITY

• For all BU Employees Same-Day Travel is still
  taxable and reportable.
• IRS defines travel as requiring an individual
  to be away from home substantially longer than an
  ordinary days work.
• Same-Day Travel does not meet this definition
  and, therefore, is taxable.

90
7. UPDATESFEDERAL ALLOWABLE MILEAGE RATES

• BU 07/87 EMPLOYEES
• Effective January 1, 2006, the IRS has adjusted
  the business and moving mileage rates.
• Business Mileage Rate Decreased from 0.485 to
  0.445 per mile
• Moving Mileage Rate Decreased from 0.22 to
  0.18 per mile

91
7. UPDATESFEDERAL ALLOWABLE MILEAGE RATES

• BU 02, 03, 04, 06, 13, 63 EMPLOYEES
• Business Mileage Rate 0.375
• BU 01, 08, 09, 57, 67, 68, 88 EMPLOYEES
• Business Mileage Rate 0.370
• (See Mileage Rates Taxability for 2004 2006)

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93
Non-Employee Travel Definitions

• Employee individual who performs services that
  are subject to the will and control of an
  employer with what must be done and how it must
  be done. Employer controls/supervises the
  individual in achieving a specified result,
  product, or service.
• Non-Employee defined as an individual not
  supervised or controlled by the University of
  Hawaii, RCUH, or Principal Investigator (PI).
• Honorarium/Perquisite speaking fees or
  perquisite (not wages or fee for service)
  provided to a non-employee which is intended to
  confer distinction on or to demonstrate respect,
  esteem or admiration for the recipient. An
  honorarium is not subject to federal income tax
  withholding or FICA, but is reportable. PIs are
  advised to review sponsoring agency restrictions
  relating to honorarium and potential reportable
  income tax issues relating to reimbursed
  expenses.

94
Non-Employee Travel Definitions (cont.)

• Consultant individual or firm possessing
  expertise in a particular field for which it is
  engaged to give expert or professional advice or
  counsel in return for an established fee.
• Independent Contractor any service provider
  having a contract with the institution who is
  subject to the control and direction of the
  institution. Qualified under the IRS guidelines
  where the project is interested in the end
  product not the means to achieve this
  product. Refer to applicable IRS Publication
  15A or other related documentation.
• Interviewee defined as an individual invited by
  the University of Hawaii for recruitment
  purposes. In some cases an Interviewee may be
  paid a Honorarium or a Fee for Service. All
  approved reimbursable travel expenses are
  non-reportable to the individual. Honorarium and
  Fee for Service payments are reportable ( A8.230,
  Section 3i).
• Speaker individual having specialized knowledge
  of a particular subject who is engaged to convey
  this knowledge by discourse to an audience in
  return for an established fee.

95
Non-Employee Travel Definitions (cont.)

• Fellowships defined as an individual receiving
  a form of financial assistance on the basis of
  academic achievement, vocational, professional
  objectives.
• generally awarded to Graduate or Post-Graduate
  students
• students are not required to render service to or
  repay the institution
• Traineeships financial assistance equivalent
  to fellowships for Graduate students in
  professional scientific fields.
• students apply to their respective departments
  for awards
• financed by the State or Federal
• Stipends financial assistance awarded to
  students for participation in programs that are
  educational in nature.
• Participation provides students opportunities to
  gain skills experience in leadership, community
  development, organization, volunteerism, human
  relations.

96
Non-Employee Travel Definitions (cont.)

• Post Doctoral Fellow PhD individual who is
  present at the University of Hawaii to continue
  training beyond the PhD level in their
  discipline.
• Student Trainee An undergraduate or graduate
  student who is present at the University of
  Hawaii to undertake training in their
  discipline.

97
Non-Employee Travel Reimbursements

• UH
• All travel payments to Non-Employees should be
  made on a reimbursement basis after the travel
  has been completed.
• All reimbursement requests should be submitted on
  a UH Purchase Order FMIS-31
• Use FMIS-36 or FMIS-36a for Travel Reimbursements
  to Post-Doctoral Fellows, Student Trainees,
  Fellowship, Traineeship, and FMIS-26 Scholarship
  individuals.
• Use Applicable Non-Employee Travel Sub Codes
  (Please see chart on next slide).

• RCUH (3.225)
• All travel payments to Non-Employees should be
  made on a reimbursement basis after the travel
  has been completed.
• All reimbursement requests for individuals who do
  not meet any of the existing Master EIC criteria
  must be sent to the RCUH Director of Human
  Resources who will render a determination of the
  individuals appropriate classification (EIC
  Determination). Requests must be submitted no
  later than 7 working days prior to commencing any
  activity with the individual.
• All reimbursement requests for U.S Citizens
  should be processed on the RCUH on-line
  Non-Employee Reimbursement Form.
• For all other Non-U.S Citizens use hard-copy
  Non-Employee Reimbursement form
• Use Applicable Non-Employee Travel Sub Codes
  (Please see chart on next slide).

98
Travel Sub Codes for Non-Employees Point of Origin Destination Tax Status Mileage Meal IE Transportation Other Travel
Use For Non-Employee (NE)U.S. Citizen/Resident Alien (1099) N/A Non Reportable (NE, NR) 4140      
  N/A Reportable (NE, R) 4141      
  In State Non Reportable (NE, NR)   4340 4240 4820
  In State Reportable (NE, R)   4341 4241 4821
  Out-of-State Non Reportable (NE, NR)   4540 4440 4840
  Out-of-State Reportable (NE, R)   4541 4441 4841
  Foreign Non Reportable (NE, FNE, NR)   4570 4470 4870
  Foreign Reportable (NE, R)   4571 4471 4871
Use For Non-Employee (FNE)Non-Resident Alien (1042) N/A Non Reportable (NE, NR) 4140      
  N/A Reportable (NE, R) 4141      
  In State Non Reportable (NE, NR)   4340 4240 4820
  In State Reportable (NE, R)   4363 4263 4813
  Out-of-State Non Reportable (NE, NR)   4540 4440 4840
  Out-of-State Reportable (NE, R)   4563 4463 4863
  Foreign Non Reportable (NE, FNE, R)   4570 4470 4870
  Foreign Reportable (FNE, R)   4593 4493 4893
Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination. Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination. Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination. Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination. Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination. Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination. Travel for Non-Employee coming to Hawaii and returning home is based on Point of Origin. Travel for Non-Employee departing from Hawaii and returning to Hawaii is based on Destination.
99
Non-Employee Travel Reimbursements

• UH
• Supporting documentation required for
  reimbursement
• Completed Signed Non-Employee Invoice
• (UH Form NE-INV)
• Letter of Invitation
• Event announcement,
• agenda, or brochure
• Original Receipts
• Completed Signed WH-1 Statement of Citizenship
  Federal Tax Status for Non-US Citizens
• Copy of both sides of the Permanent Resident Card
  Green Card IRS Form I-551 for Resident Aliens

• RCUH
• Supporting documentation required for
  reimbursement
• Completed Signed Electronic or Hard-Copy
  Non-Employee Reimbursement Form
• Letter of Invitation
• Event announcement,
• agenda, or brochure
• Original Receipts
• Completed and Signed
• WH-1 Statement of Citizenship Federal Tax
  Status for Non-US Citizens
• Copy of both sides of the Permanent Resident Card
  Green Card IRS Form I-551 for Resident Aliens

100
Required Forms Attachments for Non-Resident
Aliens (UH RCUH)Travel Reimbursements

• B-1 B-2 Visitor
• Individual has a Social Security Number (SSN) or
  an Individual Taxpayer Identification Number
  (ITIN) and is from a country with a Tax Treaty
  with the U.S.
• WH-1
• UH Form 45 (For B-2 Visitor)
• I-94
• IRS Form 8233
• Individual has a SSN or an ITIN but is not from a
  country with a Tax Treaty with the U.S
• WH-1
• I-94
• UH Form 45 (For B-2 Visitor)
• Payment is subject to 30 withholding

• B-1 B2 Visitor
• Individual does not have a SSN or ITIN but is
  from a country with a Tax Treaty with the U.S
• WH-1
• I-94
• UH Form 45 (For B-2 Visitor)
• Photocopy of IRS Form W-7
• IRS Form 8233
• Individual does not have a SSN or an ITIN and is
  not from a country with a Tax Treaty with the
  U.S
• WH-1
• I-94
• UH Form 45 (For B-2 Visitor)
• Payment is subject to 30 withholding

101
Required Forms Attachments for Non-Resident
Aliens (UH RCUH)Travel Reimbursements

• F-1, J-1, Student J-1 Non-Student Exchange
  Visitor
• Individual has a Social Security Number (SSN) or
  an Individual Taxpayer Identification Number
  (ITIN) and is from a country with a Tax Treaty
  with the U.S.
• WH-1
• I-94
• IRS W8-BEN
• DS-2019 (For J-1 Student J-1 Non-Student)
• Individual has a SSN or an ITIN but is not from a
  country with a Tax Treaty with the U.S
• WH-1
• I-94
• DS-2019 (For J-1 Student J-1 Non-Student)
• Payment is subject to 14 withholding

• F-1, J-1, Student J-1 Non-Student Exchange
  Visitor
• Individual does not have a SSN or ITIN but is
  from a country with a Tax Treaty with the U.S
• WH-1
• I-94
• DS-2019 (For J-1 Student J-1 Non-Student)
• Photocopy of IRS Form W-7
• IRS W8-BEN
• Individual does not have a SSN or an ITIN and is
  not from a country with a Tax Treaty with the
  U.S
• WH-1
• I-94
• DS-2019 (For J-1 Student J-1 Non-Student)
• Payment is subject to 14 withholding

102
Required Forms Attachments for Non-Resident
Aliens (UH RCUH)Travel Reimbursements

• H-1B Temporary Worker in a Specialty Profession
• WH-1
• I-94
• ALL TRAVEL EXPENSES MUST BE SUBSTANTIATED BY
  ORIGINAL RECEIPTS.

103
  Required Forms Attachments for Non-Resident Aliens (UH RCUH) Required Forms Attachments for Non-Resident Aliens (UH RCUH) Required Forms Attachments for Non-Resident Aliens (UH RCUH) Required Forms Attachments for Non-Resident Aliens (UH RCUH) Required Forms Attachments for Non-Resident Aliens (UH RCUH) Required Forms Attachments for Non-Resident Aliens (UH RCUH)
Attachment 1_NRA TRAVELREIMBURSEMENT B-1 Short Term Visitor for Business B-2 Short Term Visitor(Tourist) F-1 Student H-1B TemporaryWorker in a Specialty Profession J-1 Student J-1 Non-Student Exchange Visitor
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation WH-1 WH-1 WH-1 WH-1 WH-1 WH-1
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation UH Form 45 Certification of Academic Activity for Foreign Visitors DS-2019Certificate of Eligibility for Exchange Visitor (J-1) Status DS-2019Certificate of Eligibility for Exchange Visitor (J-1) Status
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation IRS W8-BEN Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding N/A - All Travel must be Substantiated IRS W8-BEN Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding IRS W8-BEN Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual N/A - All Travel must be Substantiated
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. N/A - All Travel must be Substantiated Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS.
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record
Required Internal Revenue Service (IRS), United States Citizenship Immigration Services Forms Supporting Documentation Subject to 30 Withholding Subject to 30 Withholding Subject to 14 Withholding N/A - All Travel must be Substantiated Subject to 14 Withholding Subject to 14 Withholding
104
  Required Forms Attachments for Non-Resident Aliens (UH RCUH) cont. Required Forms Attachments for Non-Resident Aliens (UH RCUH) cont. Required Forms Attachments for Non-Resident Aliens (UH RCUH) cont. Required Forms Attachments for Non-Resident Aliens (UH RCUH) cont. Required Forms Attachments for Non-Resident Aliens (UH RCUH) cont. Required Forms Attachments for Non-Resident Aliens (UH RCUH) cont.
HONORARIUM B-1 Short Term Visitor for Business B-2 Short Term Visitor(Tourist) F-1 Student H-1B TemporaryWorker in a Specialty Profession J-1 Student J-1 Non-Student Exchange Visitor
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation WH-1 WH-1 WH-1 WH-1 WH-1
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation For UH FMIS 45 - Certification of Academic Activity for Foreign Visitors For UH FMIS 45 - Certification of Academic Activity for Foreign Visitors For UH Written approvalBy Designated School Official For UH Written approvalBy Designated School Official  
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation DS-2019Certificate of Eligibility for Exchange Visitor (J-1) Status DS-2019Certificate of Eligibility for Exchange Visitor (J-1) Status
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual IRS Form 8233 Exemption from withholding on Compensation for Independent ( certain Dependent) Personal Srvcs of Nonresident Alien Individual
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS. Photocopy of IRS Form W-7 Application for IRS Individual Taxpayer Identification Number stamped by the IRS.
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation Subject to 30 Withholding Subject to 30Withholding Subject to 30Withholding Subject to 30Withholding Subject to 30Withholding
105
NON-RESIDENT ALIENS (UH RCUH) NON-RESIDENT ALIENS (UH RCUH) NON-RESIDENT ALIENS (UH RCUH) NON-RESIDENT ALIENS (UH RCUH)
CASH AWARDS PRIZES F-1 Student J-1 Student J-1 Non-Student Exchange Visitor
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation WH-1 WH-1 WH-1
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation N/A DS-2019Certificate of Eligibility for Exchange Visitor (J-1) Status DS-2019Certificate of Eligibility for Exchange Visitor (J-1) Status
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation N/A N/A N/A
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation N/A N/A N/A
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record I-94 Immigration Naturalization Srvc Departure Record
Required IRS, U.S. Citizenship Immigration Services Forms Supporting Documentation Subject to 30 Withholding Subject to 30 Withholding Subject to 30 Withholding
106
Non-Employee ATTACHMENTS/LINKSUH RCUH Forms

• UH Forms
• UH FMIS-26 Student/ Scholarship/ Grant/ Loan
  Payment Request
• UH FMIS-36 Student Fellowship/ Traineeship/
  Stipend Payment FMIS 36A List of Student
  Fellowship/ Traineeship/ Stipend Payments
• UH Purchase Order FMIS-31
• UH FMIS 45
• UH Form NE-INV (Disb) Non-Employee Invoice
• UH Office of International Education Website for
  updated information, links, forms for
  International Faculty, Scholars, UH Departments
• RCUH Forms
• RCUH EIC Determination

107
Non-Employee ATTACHMENTS/LINKSIRS USCIS Forms

• IRS USCIS Forms
• WH-1 Statement of Citizenship Federal Tax
  Status
• Permanent Resident Card Green Card Department of
  Homeland Security U.S.C.I.S I-551
• DS-2019 Certificate of Eligibility for Exchange
  Visitor (J-1) Status
• IRS W8-BEN Certificate of Foreign Status of
  Beneficial Owner for U.S. Tax Withholding
• IRS Form 8233 Exemption from withholding on
  Compensation for Independent ( certain
  Dependent) Personal Srvcs of Nonresident Alien
  Individual
• Photocopy of IRS Form W-7 Application for IRS
  Individual Taxpayer Identification Number stamped
  by the IRS.
• I-94 Immigration Naturalization Srvc Departure
  Record