F-1 and J-1 Students

If payment involves travel related expenses/reimbursements, please read and follow UW Policy 3023 – Payment for Services and Travel and Expense Reimbursement for Non-employees.

For campuses using eReimbursement (UW–Madison)

• Documented travel expenses must be processed through eReimbursement. See UW Policy 3023 – Payment for Services and Travel and Expense Reimbursement for Non-employees.
• If payment involves travel related expenses/reimbursements, please read and follow UW Policy 3023 – Payment for Services and Travel and Expense Reimbursement for Non-employees.

 For campuses not using eReimbursement

• Use a Payment to Individual Report (PIR).
• Immigration documentation required are outlined at Required Documents for Payment, including applying for U.S. Individual Taxpayer Identification Number (ITIN) (Flowchart).
• If payment involves travel related expenses/reimbursements, please read and follow UW Policy 3023 -Payment for Services and Travel and Expense Reimbursement for Non-employees. All of the policy applies, except, instead of using eReimbursement, you use a PIR.

Effective January 1, 2015 – all payments to Nonresident Aliens (NRA) for Scholarships and Fellowship must be processed through Payroll. Please refer to the Process and Document Flowchart for Fellowship and Scholarship Payments (PDF).

• For payroll payments please contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).
• For non-payroll payments no taxes are withheld for FICA.

Salary

• Contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).
• Documented travel expenses are considered business expenses of the UW and thus no federal tax is withheld.
• Scholarship and Fellowship, 14% withholding, unless tax treaty exemption applies and Form W-8BEN is filed. To determine if tax treaties apply, refer to Tax Treaties – Independent Contractors and Scholarships by Country and IRS Tax Treaty Table 1.

Salary

Contact your Dean’s Office Payroll Representative for additional documentation required for completing the I-9 Verification and other required documents to set up the employee on the Human Resources System (HRS).

Travel reimbursement

None

Scholarship and fellowship

None