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UPB - Submit an Expense Reimbursement – Foreign National Student or Non- Employee

Submit an Expense Reimbursement – Foreign National Student or Non- Employee

Expense reimbursements must meet the criteria set out by the Internal Revenue Service for an accountable plan. See Taxable vs. Non-Taxable Reimbursements: the IRS’s Accountable Plan.

Expense reimbursements paid to nonresident aliens by U.S. bank direct deposit or paper check are submitted through the Travel Expense Management (TEM) system. Expense reimbursements paid by wire transfer are submitted through the Foreign National Payment e-Form.

Foreign national employees and student employees can create their own expense reports and should follow the steps in the Create an Expense Report (ER) job aid rather than this one.

Expense reimbursements to pay via U.S. bank direct deposit or paper check:

  1. Use the Foreign National Payment Selector to verify the reimbursement meets the accountable plan.
  2. Check payment eligibility using the Foreign Nationals Payment Eligibility Grid.
  3. Check for a UIN or vendor ID and make note of it. See Banner Vendor ID and Address Query. If there is no UIN or vendor ID, continue as a temporary vendor (with no ID).

    OR

    Set up a new vendor ID (if making multiple payments). See Set Up a New Vendor ID in Banner.

  4. Collect the documents required for the foreign national’s visa type.
    See the Document Checklist for Foreign National Reimbursements. Individuals not entering the U.S. only need to submit receipts and the Tax Reporting and Withholding Checklist (TRWC)
  5. Login to Travel Expense Management (TEM) system.
  6. Create and submit an expense report.

    A Power User must create expense reports for non-employees and follow the steps in the Miscellaneous or Temp Vendor Payment job aid.

    AND

    Select the appropriate foreign national Purpose:

      • If there is a vendor ID, select Misc Vendor – Foreign Natl Payments (for students, or other non-employee vendors in Banner).
      • If there is no vendor ID, select Temp Vendor Payments – Foreign Natl Reimbursements (for non-University of Illinois System individuals).

    AND

    Attach required forms and documents along with receipt(s).

Expense reimbursements to pay via wire transfer:

Save the completed Foreign National Payment e-Form to your computer to retain a copy for your records.

  1. Use the Foreign National Payment Selector to verify payment type and submission method.
  2. Check payment eligibility using the Foreign Nationals Payment Eligibility Grid. Restrictions may apply.
  3. Check for a UIN or vendor ID and make note of it. See Banner Vendor ID and Address Query. If there is no vendor ID, continue as a temporary vendor (with no ID).

    OR

    Set up a new vendor ID (if making multiple payments). See Set Up a New Vendor ID in Banner.

  4. Collect the documents required for the foreign national’s visa type.
    See the Document Checklist for Foreign National Reimbursements. Individuals not entering the U.S. only need to submit receipts and the Tax Reporting and Withholding Checklist (TRWC).
  5. Open the Foreign National Payment e-Form.
  6. Complete the payee information section.
    1. Enter the payee UIN or Vendor ID if applicable. Leave blank for a temporary vendor.
    2. Enter the name in the Payee Name field.
    3. Enter the payee address in the Address field.
    4. Select the university from the Campus menu.
    5. Enter the department’s university mail code in the Mail Code field.
    6. Enter the department’s name in the Department Name field.
    7. Enter the department contact’s name in the Department Contact field.
    8. Select Wire Transfer from the Special Handling menu.
    9. Enter the department contact’s 10-digit phone number in the Phone Number field.
  7. Complete the payment description section.
    1. Select the Wire Transfer or Taxable Expense Reimbursement payment type.
    2. Enter the date or date range in the Date of Activity column.
    3. In the Description column explain the business purpose of the reimbursement.
    4. Enter the total dollar amount of the reimbursement in the Amount column.
    5. Itemize and date each expense on your own department form or spreadsheet.
    6. Enter the appropriate C-FOAPAL(s).
  8. Click the Department Authorized Approval field and electronically sign the form. See the instructions on how to set up your digital ID if it has not been set up yet.
  9. Enter today’s date in the Date field.
  10. Click the E-Mail button.
  11. Make note of the tracking number auto-populated in the Payroll Use Only section of the form.
  12. Complete the Electronic Funds Transfer (EFT) form. See Instructions: Electronic Fund Transfer Form.
  13. Fax supporting documents (see Step 4 above) to the Foreign National Service Center, 217-239-6909. Include the following:
    • the tracking number on the cover page
    • all required forms and documents for the individual’s visa status
    • an itemized list of expenses, if applicable
    • the Electronic Funds Transfer (EFT) form




Keywords:Submit an Expense Reimbursement – Foreign National Student or Non- Employee   Doc ID:119885
Owner:Erik O.Group:University of Illinois Training and Development Resources
Created:2022-07-25 10:01 CDTUpdated:2022-07-25 10:16 CDT
Sites:University of Illinois Training and Development Resources
CleanURL:https://answers.uillinois.edu/training/upb-submit-an-expense-reimbursement-foreign-national-student-or-non-employee
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