Hamilton College Checklist for Payments to Foreign Visitors

Before Arrival

_______ 1.         Six to eight weeks prior to visit send visitor “Invitation Letter” (template)

_______ 2.         Ask visitor if they have a valid Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN).

_______ 3.         Ask visitor to complete appropriate W-8 Form.

_______ 4.         If the visitor is already in the U.S., ask for current visa status and name of the sponsoring organization.

_______ 5.         If your visitor has a “B” visa status, and you plan to make an honorarium payment and/or reimburse the visitor for travel expenses, verify that your visitor has not received similar payments for more than five times in the last six months and that no payment was for a period that lasted more than nine days.

_______ 6.         Once you have issued the Invitation Letter and received a completed W-8, email both documents to Amanda Gleasman in the Business Office to verify that payment can be made and if there are any applicable tax treaties.

After Arrival

In order to issue payment, please complete a Check Request and upload the following supporting documents.

 _______ 1.         Copy of visitor’s passport

________ 2.       Copy of visitor’s I-94 Card

________ 3.       Wire Transfer Instructions

________ 4.       Copy of “Letter of Invitation”

________ 5.       If visitor has a “B” visa status, have them sign the following statement to ensure compliance with visa requirements.

I, __________________________________, certify that during calendar year _____________________, I have not received more than five (5) payments over a period of six (6) months for a duration of not greater than nine (9) days at any one location.

This certification testifies to the fact that I have adhered to the restrictions of my B1/VWB or B2/VWT immigration status.

_______________________________________________________            _________________________
Signature                                                                                                           Date


Contact Name

Business Office

Office Location
Philip Spencer House
8:30 a.m. - 4:30 p.m.
8:30 a.m. - 4:30 p.m.
8:30 a.m. - 4:30 p.m.
8:30 a.m. - 4:30 p.m..
8:30 a.m. - 4:30 p.m.

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