Travel Reimbursement Instructions

International conference attendees who are eligible for reimbursement of their travel and incidental expenses should take the following steps and use the linked forms to ensure proper processing of their request for reimbursement.

Visitors in business or tourist status (B-1, B-2, WB and WT) may be paid honoraria and reimbursed for associated travel expenses if (a) the visitor is engaged in the activity being compensated for any portion of nine days or less, and (b) the visitor has not been paid or reimbursed by more than five other United States institutions or organizations during the past six months. All payments are subject to standard University policies and procedures.

PAYMENT REQUIREMENTS FOR TRAVEL AND INCIDENTAL EXPENSES:

A. Prior to travelling, fill out, sign, and return the Visitor Information Form.

B. To prepare for reimbursement, gather and fill out the following:

1. Copy of passport pages including:
a) photo identification and passport number
b) entry visa

2. Copy of both sides I-94 Arrival/Departure Record:
When you are on the airplane, you are given a white I-94 card. After you land in the U.S., you will go through Customs at the airport. U.S. Customs will stamp the I-94 card and staple it in your passport.

3. Expense Receipts.
When submitting reimbursement for airfare, an original passenger airline receipt is required. In the event of a ticketless transaction, the actual “receipt” is required. An email receipt is acceptable. The receipt would include the ticket number of a passenger’s flight.

4. Foreign National Tax Information Form (requested not required).
Form available from University of Illinois Office of Business & Financial Services website

5. Copy of SSN Card, ITIN or Certification of Application (requested not required).
Use Form SS-5, Application for Social Security Card and Form W-7, Application for IRS Individual Taxpayer Identification, both available from University of Illinois Office of Business & Financial Services website

6. Foreign National Compliance Statement.
Form available from University of Illinois Office of Business & Financial Services website

7. Form I-20 for F1 visa holders.
Form available from U.S. Department of State website

8. Form DS-2019 for J1 visa holders.
Form available from U.S. Department of State website

9. Foreign National Payment Checklist
Form available from University of Illinois Office of Business & Financial Services website

10. Foreign National Payment Form
Form available from University of Illinois Office of Business & Financial Services website

ADDITIONAL PAYMENT REQUIREMENTS IF YOU ARE RECEIVING AN HONORARIUM:

1. Honorarium Agreement
Forms available from University of Illinois Office of Business & Financial Services website

2. Foreign National Tax Information Form (REQUIRED).
Form available from University of Illinois Office of Business & Financial Services website

3. Copy of SSN Card, ITIN or Certification of Application (REQUIRED).
Use Form SS-5, Application for Social Security Card and Form W-7, Application for IRS Individual Taxpayer Identification, both available from University of Illinois Office of Business & Financial Services website