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Non Employee Travel Information

 

Non Employee Travel Reimbursements


For tax purposes, the non employee traveler will need to complete and sign the following forms for reimbursement:

After the tax forms have been completed and signed by the non-employee traveler, please follow these steps:

  1. Go into the EPIC system in OneStart and Create a New Vendor. This process will ask for Tax ID numbers and other information about the traveler. The W8BEN does not require a Tax ID number. 
  2. When the New Vendor electronic document has been completed, click the “route” button to route the document. 
  3. After the document has routed, a cover sheet will be displayed. Print the cover sheet and fax it to the number indicated, along with the W9 or W8Ben to FMS. 

It may take a few hours before you are given a Vendor number. This notification of vendor number will come by way of FYI in your EPIC action list. Once you have the vendor number then you will be able to go to FIS system and complete the DV transaction. Use “Travel for Non Employee" and object code 4089.

 

 

Reservations for Non-Employees


To make a reservation for a Non-Employee, you will need the following forms:

  • Substitute W9 (US citizens) or W8BEN (Non-Citizen) Reimbursements
    Faxed tax documents are acceptable.  You will need one of these forms even if no reimbursement will be paid to the non-employee traveler.
  • Disbursement Voucher Payee Certificate (must be signed by the traveler)
    This is only required IF reimbursement is given to the traveler.


After the tax forms have been completed and signed by the non-employee traveler, please follow these steps:
 

  1. Go into the EPIC system in OneStart and Create a New Vendor. This process will ask for Tax ID numbers and other information about the traveler. The W8BEN does not require a Tax ID number. 
  2. When the New Vendor electronic document has been completed, click the “route” button to route the document. 
  3. After the document has routed, a cover sheet will be displayed. Print the cover sheet and fax it to the number indicated, along with the W9 or W8Ben to FMS.

It may take a few hours before you are given a Vendor number. This notification of vendor number will come by way of FYI in your EPIC action list. Once you have the vendor number, you will be able to create a Disbursement Voucher in the name of the traveler, not in the name of the vendor. The "Reason for Payment" is Travel for Non-Employee, object code 4089. Please make sure that you either record or print this document so that you have a record of the DV number. If you are only paying lodging or limousine, you will enter no amount on the first page. The check stub information should include the name of the vendor and date of lodging.

If there is a possibility of other reimbursements payable to the traveler, such as per diem and air fare, you may go to “Workflow” and select “Save”. This will allow you to add to this document later as it will be saved to your electronic mail box in FIS.

If no other reimbursement such as per diem or air fare will be reimbursed to the traveler, then you will choose “Workflow” and select “Cancel”.

You may now call and make reservation with Classic Touch Limousine, Grant Street Inn, and Hilton Garden Inn by giving the vendor this cancelled DV number. 

There may be other services available from vendors who will accept the Disbursement Voucher numbers. If the vendor accepts the DV, then prepare a DV as described above. These vendors have been instructed to send the invoices directly to Payables and are paid quickly with this process. If an invoice should arrive to you, please call the vendor and give them the DV number and account number.

If you have any questions, please contact:

Tara Brinson
Travel/Purchasing Representative
812-855-6834
tlbrinso@indiana.edu