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.

 

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 to receive payment other than reimbursement for substantiated expenses.  Letter must be from the Visa Services or equivalent department

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 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 form to receive payments of any kind, including reimbursement of substantiated expenses

9-5-6 rule for all short-term visitors, B1/WB for honoraria payments and B2/WT for any payment

The "9-5-6 rule" is an honorarium rule that limits how many times a foreign national can receive an honorarium and/or travel reimbursement over a 6-month period, specifically for activities like lecturing or teaching. 

  • Purpose: The rule, often used by universities and educational institutions, is designed to ensure that foreign nationals are not considered employees or engaged in employment activities when receiving honoraria. 
  • The Rules:
    1. The activity cannot last longer than 9 days at any single institution. 
    2. The visitor cannot accept honorariums or expense reimbursements from more than 5 institutions in the previous 6-month period. 

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.