Traveling Form

Use this form to to request all payments to individual non-employees.

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Download Payment to Individual Report (xlsm)

Instructions

Vendor #: Each vendor or individual will be added to our SFS Accounting System Vendor File and be assigned a vendor number. For Accounting Services use only, leave blank.

Voucher #: Each payment made in the SFS Accounting System will be assigned a voucher number. For Accounting Services use only, leave blank.

Payee name: The full, legal name of the payee (last name, first name, middle initial).

Amount: Enter the total amount to be paid to the individual before any applicable tax withholding.

Funding Information:  Enter the specific funding information to which the payment is to be charged. This includes Account, Fund, DeptID, Program, Class (Bldg #), Budget Year, and Project.

Taxpayer ID# (SSN, EIN, ITIN): The Social Security Number (SSN), Employer Identification Number (EIN), or Individual Taxpayer Identification Number (ITIN).

Enter the individual’s social security number or individual taxpayer identification number (ITIN), if any. This is the tax identification number under which any reportable payments will be reported to tax authorities. Accuracy is extremely important. Taxes must be withheld from reportable payments if a social security number or ITIN is not provided.

An individual who is a nonresident alien and does not have a social security number or ITIN, should apply for a social security number, if eligible, or for an ITIN, if not eligible for a social security number. After application has been made, enter “applied for” in this space, and see Accounting Services Policy and Procedure Manual on Tax Reporting and Withholding on Non-Salary Payments.

Invoice #: Leading characters PIR plus the date of service, complete as PIRMMDDYY. Where there is an attached invoice, PIR plus the invoice number should be used.

Payment Handling Code: Determines how the check will be routed. For Accounting Services use only, leave blank.

Mail To Address: Enter the address to which the check should be mailed or special handling instructions (i.e., call for pickup, campus mail, etc.). If the check is to be picked up, enter “please call (name) at (x-xxxx) when check is ready.

Permanent Home Address: Enter the individual’s permanent mailing address if different from the “Mail Check To” address. This is the address to which a tax form will be mailed at the end of the calendar year.
If State Employee indicate Agency/Dept: If paying an employee from another state agency or department, please agency and/or department.
Currently Enrolled UW Student: Is the payee a student currently enrolled at a UW Institution? Check yes or no.

Residency: If the payee is a legal United States resident or a resident of another country, check appropriate box. If resident of another country please enter the country name and VISA type in the space provided.

It is very important that the country of RESIDENCE be entered, which is not necessarily the country of CITIZENSHIP. Please follow the How-To flowchart, Which Tax Related Documents Are Required When Making Payments, to determine the tax related documents that must be obtained in order to process payments. Accuracy is a must in order to be in compliance with Internal Revenue Service (IRS) reporting requirements. Payments to nonresidents of the U.S. require various forms of visa documentation. There are tax considerations as well. For further information and instructions, refer to Accounting Services Policy and Procedure Manual on Tax Reporting and Withholding on Non-Salary Payments and UW-Madison instructions for Payments to Foreign Nationals.

1099-MISC/1042S Tax Reportable Payment: Select Yes, No, or Not Sure.

Please use the 1099-MISC/1042S Tax Reportable Transactions document (pdf) to determine whether a transaction you are processing needs to be reported to the payee for tax purposes. All transactions listed in the column labeled “1099-MISC/1042S REPORTABLE TRANSACTIONS INCLUDED IN THIS CODE” must be marked/checked as reportable on the processing form you are submitting (PIR, etc.).

If you are not sure please check the appropriate box on the form and Accounting Services will make the determination. Accuracy is a must in order to be in compliance with Internal Revenue Service (IRS) reporting requirements.

Date(s) of Service: Enter the exact dates during which service was/will be provided.

Purpose of Payment: Describe the purpose of payment. Use e-Reimbursement for travel and expense reimbursements as outlined in Policy 203-Payment for Services and Travel and Expense Reimbursement for Non-employees.

For more information, call: Indicate the name and phone number of a person to contact if there are questions regarding the payment request.

Add additional contact information from the Dean’s Office to be contacted instead of the individual listed on the DP/PIR form. Add the contact’s name and phone number directly under the departmental contact person.

Accounts Payable will only contact the person indicated from the Dean’s Office as responsible for supplying additional information; not both. If Accounts Payable receives a form without an additional Dean’s Office contact name, the contact person indicated on the form will be the only one contacted.

Business Office Use Only: Where taxes are calculated. For Accounting Services use only, leave blank.

Entertainer/Public Speaker Section: Complete this section if the payee is an entertainer or public speaker.

Attach a completed, signed entertainment contract. Only UW Purchasing can sign contracts for the University unless the Department has been delegated by Purchasing to sign contracts. Payment may be subject to withholding if the entertainer or public speaker is not a Wisconsin resident.

If the payee is an entertainer or public speaker and is a non Wisconsin-resident then a completed Department of Revenue (DOR) Form WT-11 must be attached to the PIR. See Accounting Services Policy and Procedure Manual on Tax Reporting and Withholding on Non-Salary Payments for complete instructions regarding the Wisconsin Entertainer Tax.

Federal Tax Calculation: For Accounting Services use only, leave blank

Scholarship/Fellowship Section: If the payment is for a scholarship or fellowship to a UW student, separately enter the portions of this payment which apply to Semester 1, Semester 2, and Summer Session. Enter the award date (date the student was notified of the award.)

Approving Signatures And Dates: Before payments can be processed all signatures and dates must be on the PIR (Department Chairperson/Project Director, Dean/Director, Student Financial Aids if expense is charged to Activity 9, and Authorized Institutional Approval (Pre-Audit). If the payment is for a scholarship/fellowship on activity 9, the form will be forwarded by the Dean’s office to the Office of Student Financial Aids.

Submitting the form: Print and submit one copy of the form to Accounting Services, Suite 5301, 21 N. Park Street. Photocopy original receipts that are not 8 ½ by 11 and attach the photocopy to the PIR instead of the original. The Department keeps the original receipt as a back up for 90 days and then destroys it.

Forms Help: Red triangles in various fields of the form contain comments designed to help you complete the form. Also, some form text is hyper linked to web information that will assist you in completing the form. Questions regarding this form should be e-mailed to uwtravel@bussvc.wisc.edu.

Printing Your Form: There are many versions of Excel on campus. The forms have been developed to print on one page. If you are having problems printing, use the Excel tool bar, select File, then Page Set Up. This will open a dialog box for you to select “Fit to 1 page”. If this solution does not work, please contact your IT support person for further assistance.
Questions regarding this form should be e-mailed to acctg@bussvc.wisc.edu.