Additional Forms

Non-Employee Reimbursement Form

NonEmpl ER.pdf

List your expenses and the total expected reimbursement before submitting. This form requires your:

  • legal name

  • phone number

  • email

  • mailing address

  • date(s) of travel / date(s) of purchase

  • signature of supervisor or host

  • allocation / chartfield string

If your expected reimbursement is over $100 USD (students) or over $600 (University guests), a W9 or W8BEN is required. These forms are for tax purposes only.

W9 & W8BEN

IRS W9.pdf

Complete the W9 if you are a US citizen or resident alien who maintained US residency during the current tax year. This form requires a social security number (SSN) or an individual taxpayer identification number (ITIN).

Complete this form using your US-based mailing address. This address is where all checks will be sent unless a new address is supplied. Be sure to include all relevant apartment numbers.

W8BEN.pdf

Complete this form if you are a nonresident alien or a foreign national with non-US citizenship who did not maintain a significant presence in the US during the present tax year.

Complete Section 3 using your permanent address in your country of citizenship. Complete Section 4 using your mailing address (e.g. your US-based address). Be sure to include relevant apartment numbers.

Statement In Lieu of Receipt

um1566.docx

In the event that a receipt is missing or unobtainable, please submit any related documentation with a Statement In Lieu of Receipt. This form requires:

  • merchant name

  • location

  • date of transaction

  • dollar amount of transaction

  • description of transaction (what was purchased and for what purpose)

  • reason for missing receipt

Domestic Lodging Exception Request

Request for Lodging Exception_UM1636.doc

Non-conference lodging is reimbursed at a rate of 150% of the local US Government General Services Administration (GSA) rate. For more information on the local lodging rates, please see the GSA page.

Lodging that falls outside that rate should complete and submit this form to request approval. Approval should be obtained before the reservation is made.

ECE Pre-Award Funding

ECE Pre-Award Procedure.pdf

Faculty may request a pre-award/advance account set up for Sponsored funding.

Please send all pre-award related questions to ecepreaward@umn.edu