For All Types of Payments (Substantiated Expenses, Honoraria/Guest Lecturers, Independent Personal Services, etc.)

On the Accounts Payable Check Request, please follow the below instructions and include the appropriate documentation as indicated below:

  • Residency Status
    If the payee is a non-resident alien, enter the individual’s visa status into the Visa Status field in the Payee Details Section and enter the individual’s country of citizenship in the Comments Section.
  • Visa Type
    Attach a copy of the Citizenship & Immigration Services paperwork, which states the type of visa, or visa waiver the payee holds, as follows:
    1. Passport
      (permission to enter country with certain visa status)

      AND
    2. Copy of electronic I-94 card printed from website or copy of Admission Stamp
      (current visa status)

      AND
    3. Duke University Certificate of Foreign Status form to receive payments other than reimbursement of substantiated expenses.

AND

  1. J-1 Visa:
    Requires a copy of Form DS-2019

Note: For payments other than reimbursement of substantiated expenses also need Letter from Visa Services (or equivalent) department at sponsoring institution listed on DS-2019 stating payee has approval for this payment

F-1 Visa:
Requires a copy of Form I-20 and letter from sponsoring institution listed on I-20 stating payee is in good standing at that institution (lettermust be from the Visa Services or equivalent department to receive payment other than reimbursement for substantiated expenses)
Note: F-1 visa holders are students and would typically be paid through Payroll or Employee Travel & Reimbursement (ET&R)

B-1, B-2, WB & WT Visa Statuses:
Requires a copy of Declaration by Visitors Engaged in Academic Activities (pdf) form to receive payments other than reimbursement of substantiated expenses.

B2 & WT Visa Statuses:
Requires a copy of Declaration by Visitors Engaged in Academic Activities (pdf) form to receive payments of any kind, including reimbursement of substantiated expenses

Permanent Resident:
(Green Card Holder) Requires copy of the card OR Confirm immigration status of payee and state "permanent resident" in Comments Section of request.