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Travel reimbursements pay qualified individuals conducting business for IU reasonable and customary costs for air fare and other transportation costs, lodging, meals, and per diem. Employees and independent contractors may be reimbursed for travel expenses according to the rules of the IU travel office. Tax is not withheld. When funds for such travel expenses are paid to a student who is not conducting IU business, the payments may be part of a fellowship and may be subject to tax. Contact the Tax Department for more information about such payments.
If the payment is made on a purchase order or on a disbursement voucher outside of payroll, the department should attach a copy of the employee's I-94 departure card, visa, passport, and visa document (I-20, DS-2019, H1 approval notice, if applicable) and a completed form W-8BEN to the disbursement voucher when processing the travel reimbursement.
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