Stanford Visitor Reimbursement and Payment Information
Please refer to the following information regarding reimbursement and payment pertinent to your visit.
You should first determine your visitor’s status:
- US Citizen
- Non-US Citizen/US Resident
- Non US Citizen/Foreign Resident
US CITIZEN
Provide the following information:
- LA6 form (PRINTER FRIENDLY VERSION)
- W-9 form (PRINTER FRIENDLY VERSION)
- Invitation email or letter
NON-US CITIZEN/US RESIDENT
Provide the following information:
- LA6 form (PRINTER FRIENDLY VERSION)
- W-9 form (PRINTER FRIENDLY VERSION)
- Invitation email or letter
- Photocopy of green card (alien registration card)
NON-US CITIZEN/FOREIGN RESIDENT
In most cases, Stanford is only able to make payment to short-term visitors entering on a J-1, B-1, or WB (waived business) visa.
Provide the following information:
- Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) if available
- LA6 form (PRINTER FRIENDLY VERSION)
- Invitation letter or email
- Photocopy of passport visa page
- Photocopy of passport biographical information page
- Photocopy of I-94 arrival/departure (stapled inside passport)
- IRS form 8233 (for citizens of tax treaty countries) (PRINTER FRIENDLY VERSION)
More information on how to complete the form
TAX INFORMATION
Most payments to foreign visitors are subject to tax withholding and reporting. Withholding and reporting requirements are described below:
Travel Reimbursement (Stanford Business Purpose)
Travel reimbursement payments to visitors, where Stanford has a business purpose such as inviting an expert speaker to a conference, are not tax reportable.
Honorarium
Honorarium payments are tax reportable. Payments are subject to 30% federal withholding and 7% state withholding (if payment exceeds $1,500). The recipient receives a 1042-S (federal) and/or a 592-B (state) form at yearend and must have or apply for a Social Security Number or ITIN. Foreign visitors from a country with a tax treaty can claim exemption from withholding by filing form 8233.
