Traveling Form

Payment to Individual Report

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The Payment to Individual Report (PIR) is used to request all payments to individual non-employees.

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

When to use the Payment to Individual (PIR) Form

Payments to individuals are typically used for one-time non-repetitive payments to entertainers, instructors, speakers, and consultants.

The Payment to Individual form is used to request payments to individuals except salaries, employee reimbursements and payment to sub-contractors when an employee/employer relationship does not exist.

The following are acceptable uses for this form:

  • Prizes and Awards (Note: payments related to a person’s employment with the university should be made through payroll)
  • Research Subjects

You are strongly encouraged to submit a purchase requisition and use a PO for services. PIRs over $5,000 may be reviewed by Purchasing.

The following criteria must be followed:

  • Submit only one payment per PIR form.
  • UW-Madison requires that a completed and signed form W-9 or W-8BEN be on file in Disbursements for all payments.
  • Non-U.S. Source Income payments are exempt from tax withholding and reporting.  For details on what constitutes Non-U.S. Source Income payments please refer to Federal Tax Withholding under the section on Non-U.S. Source Income. A W-8BEN must be on file in Disbursements.
  • Review Non-Resident Alien Required Documents (PDF) to ensure all appropriate documents are included with PIR. (Sensitive documents will be removed after department approvals have been completed.)
  • Please complete the Non-Resident Alien Payment Worksheet (Excel) to determine withholding amount, if any, and attach a copy to the PIR.

Access PIR Form in ShopUW+

Questions regarding this form should be e-mailed to uwsaproblemsolvers@uwsa.edu

Finding the Payment to Individual Report Form in ShopUW+

  1. After you Login, Click on “Shop” on the left-hand side.
  2. Next, click on “Shopping” in the fly-out menu
  3. Click “View Favorites”. You will see all the forms you have access to in ShopUW+. If you need access to a form that is not listed please contact, uwsaproblemsolvers@uwsa.edu

Screenshot of ShopUW+ Forms

Group/Team Travel Expense Receipt Form

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This form should be used in cases of student group/team travel, where monetary allowances are dispensed in advance for food or entertainment expenses.

This form should be used in cases of student group/team travel, where monetary allowances are dispensed in advance for food or entertainment expenses.

Download the Group/Team Travel Expense Form

This form is for convenience and can be used in recording payment information of student group/team travel, where monetary allowances are dispensed as a cash advance in e-Reimbursement for food or entertainment expenses. This form will serve in place of a receipt for these types of small expenditures when there is no official receipt from a vendor. The university employee, (e.g. coordinator, Dean, Director, Chairperson, Coach, etc.) with permanent status, who can certify that the expenditures were travel related, should complete the Group/Team Travel Receipt Form, provide all names of attendees, purpose of payment, then approve and submit for reimbursement on an expense report, Direct Payment, or PIR form.

  1. Print the form on your printer.
  2. Complete appropriate sections of the form, including Department and funding string, name of payee and affiliation, purpose of payment and date of expenditure.
  3. Attach to the payment mechanism and route through usual channels.

Questions regarding this form should be e-mailed to uwtravel@bussvc.wisc.edu.