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:
All Travelers (both employee and non-employee) remit address updates
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
Travel Forms
Travel Forms