Processing Travel Payments for Independent Contractors and Foreign Nationals

I. Independent Contractors (IC)

1.Approval must be obtained prior to purchasing ticket.
2.Department prepares PR (paper form) for travel and attaches an SPQ for the IC.
3.Department gets any departmental approvals required.
4.Department hand carries the PR to the appropriate Central Accounting office(s).
5.Central Accounting processes the same as any other walk-through, including review for Independent Contractor status (IC’s SPQ from IC’s PR), and Conflict of Interest.
6.Once Central Accounting approves the purchase, the waiting Department staff member will receive signed PR.
7.Department can then use P-card or Purchase Requisition (Lobo Mart) to make the purchase. Hotel charges must be paid for via a Purchase Requisition in Lobo Mart.
8.If using P-card, Department must attach the signed, pre-approved PR to the backup and keep it with the P-card log.If using a Banner Requisition, Department keeps the paper PR in their files. (Note: this PR does not go to Purchasing)

II. Airfare or Hotel Paid on behalf of Foreign Nationals (FN) that are not UNM students or employees

(Foreign National Students attending UNM and being reimbursed via a DPEZ will require a UNM business purpose indicating that UNM is benefiting more than the student.  If the student benefits more than UNM, the travel becomes taxable and the Department will be charged the tax.)

1. Approval must be obtained prior to purchasing ticket or making a hotel reservation.
2. Department prepares paper PR for travel.
3. Department gets any departmental signatures required.
4. Department hand carries the PR to Taxation Department.
5. Taxation processes the same as any other payment made to or on behalf of a FN.
6. See “List of Necessary Foreign National Items” below.
7. If Taxation approves the purchase of the tickets, the waiting Department staff member will receive signed PR for the departmental files.
8. Department can then use P-card or create a Purchase Requisition in Lobo Mart to pay for the airfare or hotel costs. Hotel charges must be paid through a Purchase Requisition in Lobo Mart.
9. If using P-card, Department must attach the signed, pre-approved PR to the backup and keep it with the P-card log. If using a Banner Requisition, Department keeps the paper PR in their files. (Note: this PR does not go to Purchasing)

List of Necessary Items Required As Attachment to Foreign National Travel PRs

The Taxation Department requires at minimum the following information to approve a p-card purchase of airfare for a foreign national visitor:

• UNM Business Purpose for the visit.
• A letter of Invitation that will be sent to the visitor.
• Length of visitor’s stay at UNM.
• A copy of the visitors Visa and Form I-94 if he/she is already in the United States (NO EXCEPTIONS). Please note: if the visitor is already in the United States, his/her Visa may prevent the airfare purchase. Taxation will ask permission to purchase the airfare from the visitor’s sponsoring institution. This takes some time and if it is denied, the airfare CANNOT be purchased.
• Any payments made to the FN once they are here at UNM will need attachment of Visitors Visa and Form I-94.
• There is also a possibility, depending on the type of Visa, that Taxation Dept may require additional information.