Tax Documentation (W-9 and W-8 BEN)

All Travelers, both employee and non-employee, must complete their Tax Documentation (W-9 or W-8 BEN) form to be reimbursed.

This is a key first step in the travel process. Reimbursements are processed via the State of Maryland, and completing this process 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 this is on file.

A W-9 or W-8 BEN must be completed by every traveler (including employees), and should be resubmitted if your remit address changes.

What’s the process?

  1. Employee Traveler completes the DocuSign Envelope
    OR Arranger initiates the form on behalf of a Guest or Student Traveler, and it routes to them to complete.
  2. UMBC Financial Services will respond to the ticket, and add the traveler as a vendor to PeopleSoft Finance.
  3. On the next day, the user will be updated in Concur. If the request was to set up the Student or Guest profile, the arranger will have access to that account as a delegate.

Tax Documentation Forms

The above form will provide either the W-9 DocuSign Form for Employees, Students, Suppliers to provided accurate information for payment or reimbursement. The 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.

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 and we will work with you to submit the forms in a secure manner.