All Travelers, both employee and non-employee, must complete a W9 form to be reimbursed. This is a key first step in the travel process. Reimbursements are processed via the State of Maryland, and completing a W9 will add you to PeopleSoft as a vendor. Employees will not be able to proceed with a Request/Report until they are reimbursable, and non-employees will not have a profile or be able to have travel arranged for them until a W9 is on file.
Process
- Traveler completes
- UMBC Financial Services will respond to the ticket, and add the traveler as a vendor to PeopleSoft Finance.
- On the next day, the user will be updated in Concur
W-9 Form – W-9 DocuSign Form for Employees, Students, Suppliers to provided accurate information for payment or reimbursement.
W-8 BEN Form – W-8 BEN DocuSign Form for International Students and Suppliers to provided accurate information for payment or reimbursement.
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.