Human Resources Mission, Vision, and Strategic Goals For You

Personal Payments Information

Statement of Work (SOW)

All payments are processed via ZV60

Payee Type

Tax Status Required Documentation Notes
Employee n/a Employee's cannot be consultants. Payments should be made through payroll. Statement of Work (SOW) template is supplied by the Tax Department.

Statement of Work Template
Non-Employee US Citizen, Perm. Resident
International

Honorarium / Participant Support / Services

Payee Type

Tax Status Required Documentation Notes
Employee n/a

If allowed:

Approval by Payroll and Tax Services - Tax Dept. required. Cannot be related to employee's general employee function / job duties.
Individual

This includes businesses with tax classification of individual, sole proprietor, or single member LLC
US Citizen, Perm. Resident  
International  

Human Subject

Payee Type Tax Status Required Documentation Notes
Employee n/a  
Non-Employee US Citizen, Permanent Resident
International

Moving Allowance

Payee Type Tax Status Required Documentation Notes
Employee n/a
  • Moving reimbursements to active employees must be paid through payroll
Contact appointment specialist.
Future Employee
(Offer has been accepted)
US Citizen, Perm. Res.,
Res. Alien
Full SSN required on DIV. 
International Full SSN required on DIV. If person does not have an SSN, Tax Department will issue a 999 number.

Moving Reimbursement

Payee Type Tax Status Required Documentation Notes
Employee
(or Future Employee)
n/a
  • Receipts - kept in business office.
    Offer Letter
  • Ad Pay
Do not send receipts to payroll.
Non-Employee US Citizen, Perm. Resident
  • Non-employees cannot receive Moving Reimbursements
 
International
  • Non-employees cannot receive Moving Reimbursements
 

Reimbursement: Travel, Supplies, etc.

Payee Type Tax Status Required Documentation Notes
Employee n/a
  • Receipts (original if possible)
  • Statement of Purdue business purpose
  • If business travel, process through Concur.
  • Graduate and student employee travel is processed via ZV60
  • Sales tax is reimbursable with department approval
Non-Employee US Citizen, Perm. Resident WT and B2 visa holders are limited to 9 days reimbursement (after which, 9-5-6 statement must be signed).
International
  • Payee Certification Form
  • Glacier Packet + documents (if not prospective employee)
  • Receipts (original if possible)
  • Statement of Purdue business purpose

 

Prospective Employee Reimbursements

Payee Type Tax Status Required Documentation Notes
Non-Employee

US Citizen, Permanent

Resident, International

  • Form 17C
  • Receipts (original if possible)
  • If business travel, process through Concur.
  • Graduate and student employee travel is processed via ZV60
  • Sales tax is reimbursable with department approval

Living allowance

Payee Type Tax Status Required Documentation Notes
Non-paid Employee n/a Documentation may be sent each month for which the employee is being paid a living allowance.
Student US Citizen, Perm. Resident
International

Prizes / Awards

Payee Type Tax Status Required Documentation Notes
Employee n/a

For non-job related:

International
  • Glacier Packet + documents (listed on Tax Summary Report)

If award is job-related, should be processed through Payroll payment (i.e. Bravo Award, incentive pay, etc.)

STUDENTS

  • If enrolled: process via DFA database.
  • If not currently enrolled, process as a Non-Employee.
  • If international, send glacier to Tax Department.
Non-Employee

US Citizen

Permanent Resident

Resident Alien

International

Fellowships

Payee Type Tax Status Required Documentation Notes
Employee n/a
  • Employees may not be fellows
Non-Employee

US Citizen

Permanent Resident

Resident Alien

n/a
International
  • Glacier Packet + documents (listed on Tax Summary Report)

Scholarships

Payee Type Tax Status Required Documentation Notes
Scholarships Currently enrolled Processed through Division of Financial Aid database If international, complete Glacier, but do not send to Tax Dept.
Not currently enrolled
If international:
  • Glacier Packet + documents (listed on Tax Summary Report)

Cash Advance

Payee Type Tax Status Required Documentation Notes
Employee n/a
  • Cash advance requests must include an IRB number
  • Project Advance Form, if applicable.
Project Advance Process

ZV60 process to include the documentation of the event/reason for the request and the IRB number.

Cash Advance Reconciliation sheet must be returned to Tax Department after funds are disbursed 
Non-Employee n/a

Wire Transfers

Payee Type Tax Status Required Documentation Notes
Individual

(including businesses with tax classifications of individual, sole proprietor)
US Citizen, Perm. Resident  
International
Corporation Domestic
International
  • Wire Transfer Request Form
  • Invoice
  • If work performed in the US: W-BEN-E (only services performed outside the US)
  • Substitute W-9 does not need to be attached to a ZV60. It is only used for Master Data purposes.