UMBC Business Services has launched a combined new W-9/W-8BEN Tax Document form to streamline the process of setting up employees to be reimbursable. Travel Reimbursements continue to be fulfilled/ via the State of Maryland General Accounting Division (GAD).
If you are a UMBC Employee (including Graduate Assistants) who previously completed a W-9, you will be automatically set up to be reimbursable in Concur. You can double check your status via the current Travel System – if you see a remit address at the top of your pre-approval or reimbursement, you’re good to go. Otherwise, if you will be traveling on UMBC business for the first time or arranging guest travel, please complete the new W-9/W-8BEN Tax Document form.
Guests and non-Graduate Assistant students will not have access to Concur, and will need to recomplete a W-8BEN/W-9 to be reimbursed in Concur, even if they have traveled before. The travel arranger will initiate the new W-9/W-8BEN Tax Document form, not the traveler. The travel arranger is the UMBC person who will be arranging the details of the travel, submitting the request on behalf of the guest/student, and submitting the final expense report on their behalf.
This form is required for:
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All Travelers (both employee and non-employee) remit address updates
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Creation of new traveler profiles for non-employees
Travelers who do not have a remit address on file will not be able to complete (or have completed on their behalf) requests and expense reports in Concur until this form has been processed. For instructions please follow these links:
I am a UMBC employee filling this out for myself
I am a Travel Arrangers initiating this form on behalf of a non-employee: student or guest
Note: Please use the W-9 and W-8 links provided above as this is a secure process for communicating sensitive social security numbers. (Only reimbursements to individuals can be processed through the UMBC Travel System.)
If you have a W-9/W-8 for an individual that has been completed in another manner, please do NOT attach the completed form to emails or RT tickets as this is not secure. Instead, please reach out to Business Services staff at travelservicesap@umbc.edu and we will work with you to submit the forms in a secure manner.
EFT/ACH Payment initiative is designed to have the majority of our vendors/payment recipients paid electronically, providing several benefits including: elimination of mail delays and lost checks in addition to secure receipt of payment.
Business Services Forms and Transaction Requests are available on the Form Icon, such as PeopleSoft / PAW Security, Working Fund Information, W9 requests, Sales and Use Tax Exemption Certificate, Meal/Food Policy form, NRA, along with various other forms.
UMBC / USM Policies support a range of activity including Working Fund, Petty Cash, Change Funds, Travel Policy and Procedure as well as the Moving Expense Policy.