Payments to Individuals using Check Request Forms UoW 1570 or UoW 1571

• Description
• Procedures for Payments of $3,000 or less (over $3,000 must be on a PAS Requisition)
• Payment of honoraria
• Check Requests Prepared in Advance of Service Ending Date
• Services not Allowed
• Reimbursement of travel and/or incidental expenses for non-UW individuals related to honoraria
• Reimbursements to individuals
• Expenses that are NOT reimbursable on a check request form
• Additional payments that may be requested with forms UoW 1570 or UoW 1571 (not subject to $3,000 limit)
• Payments to Non-Resident Aliens (NRA)
• Contacts

Description

Payments to individuals using forms UoW 1570 or UoW 1571 must be for $3,000 or less. A PAS requisition/purchase order or an invoice voucher is not required. Payments for more than $3000 must be submitted on a PAS Requisition.

The check request form UoW 1570) (instructions) is mainly used to pay honoraria and related travel expenses to an Non-UW individual.

The multiple check request form (UoW 1571) (instructions) can be used for payments to multiple individuals. The multiple check request form is used if all persons being paid:

• charge expenses to the same budget number and object/sub object code (expenditure code)
• have the same reason for payment
• have the same service date or service period
• have their checks distributed in the same way (i.e. mail to permanent address, pick-up, etc.)

Payments are generally processed within 10 days from the date the form is received.

Procedures

Payment of honoraria

To process a payment for a single honorarium:

1. Complete Check Request Form UoW 1570 (instructions)
2. Attach the required Independent Contractor Form--Visiting Lecturer UoW 1631
3. Send both forms to:
   Accounts Payable Payman Team
   Box 351130
   
4. NOTE: Payments to Non-Resident Aliens (NRA's) will require additional forms.

To process a payment for multiple honorariums for the same event (all information must be identical for each payee):

1. Complete Check Request Form UoW 1571 (instructions)
2. Attach the required Independent Contractor Form--Visiting Lecturer UoW 1631 for each payee
3. Send both forms to:
   Accounts Payable Payman Team
   Box 351130
   

Check Requests Prepared in Advance of Service Ending Date

Services not Allowed

• Analyzing
• Consulting (advising)
• Design services
• Editing
• Facilitating
• Interpreters
• Performance fees (excluding UW students)
• Programming
• Organizational Development

Reimbursement of travel and/or incidental expenses for non-UW individuals related to honoraria

Expenses associated with honoraria may include personal out-of-pocket expenses associated with the honoraria, such as travel, hotel, meals, mileage and supplies. Expenses associated with an honorarium that is processed on a Check Request must be listed on a separate Check Request Form from the honorarium payment. Use object code 03-20. These expenses associated with the honorarium may exceed the $3,000 threshold.

1. Complete Check Request Form UoW 1570 (instructions)
2. Attach original paid receipts. Keep copies for your records.
3. Attach copy of the honorarium check request (mark as "Reimbursement Copy").
4. Send Form UoW 1570 with attachments to:
   Accounts Payable Payman Team
   Box 351130
   

If paying a vendor directly (i.e. hotel) the invoice is paid through the Travel Office. Create a PAS requisition and send invoice to Travel Box 351117. The CTA may also be used to pay a hotel.

If no honoraria was paid, reimbursement of expenses paid in lieu of an honoraria, such as hotel and travel, must be paid through the Travel Office. Create a PAS requisition, attached appropriate documents to a Travel Expense Voucher (TEV) and send to Travel Box 351117.

• Payments to UW students for performances do not need the Employee vs Independent Contractor Form (U o W 1631). Forward these check requests directly to the Financial Services Tax Desk at Box 351120 instead of the Payman Team.
• If sharing the purchase with budgets other than your own, complete the Request for Shared Purchase (PR3) and forward to Buyer Assignment Box 35115.

Reimbursements to individuals (Other than honoraria and related expenses)

Whenever possible a Procurement Card should be used for such purposes.

1. Complete Check Request Form UoW 1570 (instructions)
2. Provide a detailed description of the expenditures on Form UoW 1570, beginning with the phrase "Reimbursement for..."
3. Attach original paid receipts. Keep copies for your records.
4. If paid receipts are not available, provide a signed perjury statement.
5. Individual to be reimbursed must sign Vendor's Certificate field on form.
6. Send Form UoW 1570 with attachments to:
   Accounts Payable Payman Team
   Box 351130
   

Expenses that are NOT reimbursable on a check request form

• Printing
• Payments an individual makes to research subjects (individual should request a field advance or a petty cash revolving fund)
• Payments for personal services such as consulting, editing, design services, and programming should not be paid by an individual. These payments are required to be on a Purchase Order and paid directly to the vendor.
• Rental of equipment or purchases of equipment over $2,000
• Refunds from revenue budgets (should be submitted on Refund Check Request Form UoW 1768)
• Prizes and awards for UW employees and UW students (should be submitted through Payroll and Student Fiscal Services)
• Gift Certificates for Employee Recognition and Tax Requirements (should be submitted through Payroll)
• Travel Expenses not related to an honorarium
• Moving Expenses
• Housing

Additional payments that may be requested with forms UoW 1570 or UoW 1571 (not subject to $3,000 limit)

Check Requests for the payments below should be sent directly to the Financial Services Tax Desk @ Box 351120. Form UoW 1631 is not needed for these payments. The types of payments listed below may exceed the $3,000 limit..

• Payments to clubs or groups for assistance at UW athletic games (ushers, parking fee collection, cleanup crews) (UoW 1570 only)
• Royalties, copyrights, permission fees, use fees (UoW 1570 or UoW 1571 for individuals only) (Exception: UoW 1570 may be used to pay these fees to companies and schools also. No purchase order is necessary.)
• Prizes as a result of a contest, games of chance, etc. use form UoW 1570 or form UoW1571 for US taxpayers (use only form UoW 1570 for non-resident aliens)
• Scholarship awards for non-UW individuals use form UoW 1570 or form UoW1571 for US taxpayers (use only form UoW 1570 for non-resident aliens)
• UW Student musicians and actors performing at UW functions use form UoW 1570 or form UoW 1571 for US taxpayers (use only form UoW 1570 for non-resident aliens).
• Payment of any insurance to or on behalf of a non-resident alien individual (UoW 1570 only)
• Medical Insurance paid on behalf of individuals whose medical insurance is not paid through UW Benefits (UoW 1570 only)
• Application fee for H-1B Visa. For H-1B Visa, follow the instructions on the International Services Office (ISO) website
• Application fee for I-140.

Payments to Non-Resident Aliens (NRAs)

Non-Resident Alien payments must be submitted only on individual check request forms (UoW1570) and must include appropriate documentation. Photocopies of the passport picture page, the I-94 or I-94W and any supporting immigration documents must be made at the time the individual is at the University of Washington. These documents are returned to the U.S. Citizenship and Immigration Services (USCIS) upon the individuals departure from the United States. The documents determine whether an honoraria payment can be made. Additional documentation may also be required. Please check the NRA website for more information. Payments cannot be released until all paperwork is reviewed and verified by the Financial Services Tax Desk.

The Department requesting payment is responsible for providing accurate information for reporting to the Internal Revenue Service (IRS) and the U.S. Citizenship and Immigration Services (USCIS).

Contacts

For questions about the difference between honoraria and consulting fees:

For questions regarding payments to individuals:

For questions concerning Non-Resident Aliens (NRA's):

Financial Services
A Department of Financial Management
Modified: October 17, 2007