University GuidelinesforResearch-Related ExpensesOutsideoftheU.S.1

Office of the Provost

May 14, 2015 (revised May 23, 2016)

Santa ClaraUniversityis committed tosupportingtheresearchinitiatives,bothdomestic andinternational,ofitsteachingscholars.Thiscommitmentisprovidedthroughtheprograms,grants,initiatives, andsupportstructuresoftheOfficeofFacultyAffairsand Research,theFacultyDevelopmentProgram, the SponsoredProjectsOffice,the RiskManagementOffice,theGlobalEngagementOffice,the OfficeofResearchComplianceandIntegrity, andothercampusoffices.Insupportingtheresearchinitiatives ofteachingscholarsSantaClaraUniversityfollowsdomesticandinternationalemploymentand taxlaws.

Thisdocumentprovidesguidelinesforresearch-relatedexpensesoutsidetheUnitedStates,includingpaymentforservicessuchasinterpreter,driver,surveyassistant,academicpartner,etc.

Overview

Facultyengaged in internationalresearchinitiativesmaypayforservicesoutsidethe UnitedStates bymeansof:

1.Directpaymentstotalinglessthan$500 ina givencalendaryeartoanyindividual

2.Workingwitha US organizationthatcanarrangeforeignservices,or

3.Workingwitha foreignorganizationthrough a memorandumofunderstanding(MOU).

Thesethreeoptionsaredescribedin detailbelow.

Option 1.Directpayments to anyindividualtotalinglessthan$500ina givencalendaryear.

Forin-countryexpensesof lessthan $500to bepaidwithwiretransfer,cash,orpersonaloruniversitycreditcard toa foreignperson,pleasehave the individual receiving paymentcompletetheformfor“PaymentsforServicesProvidedOutsidetheUnitedStates”.Pleasenotethatwiretransfersarethepreferredmethodofpayment. The completed form should returned to the faculty member conducting the work. The faculty member should then send the completed form to Accounts Payable with a quick voucher or a payment request form.

Payments toanyone personshouldtotallessthan$500 in a givencalendaryear.Ifthepaymenttoanyone personwillbe $500 ormore,pleasefollow Options 2 or3, below.Onepayment,ratherthanrepeatedsmallpayments, ispreferred. For reimbursements, acopyoftheformshould be submittedthroughConcur.ReceiptssubmittedthroughConcurarerequiredforanyexpenseover$75.

Example:Payingan academiccollaborator,interpreter,driver,surveyassistant,etc.: Facultymayuse the directpaymentapproachifthepaymentis no morethan$500.Submitthe PaymentforServicesProvidedOutsidetheU.S.Form. Ifthe paymentwillbe

$500 ormoreseeOptions2,Workingwitha U.S.OrganizationthatCanArrangeForeignServices, orOption 3,Workingwith a ForeignOrganization,below.

1TheseguidelineswerepreparedbytheOfficeoftheProvostinconsultationwiththe Faculty Affairs Committee (May/June 2015), Faculty Senate Council (May 2016)l, Research Committee (May/June 2016), GlobalEngagementOffice,DepartmentofHumanResources,OfficeoftheGeneralCounsel,SponsoredProjectsOffice,OfficeofResearchIntegrityand ComplianceandtheAccountsPayableOffice.

Option 2.Workingwith aU.S.Organization thatCan ArrangeForeign Services

Facultymaycontacta U.S.organizationthatcanarrangeforeignservices.The$500 limitdoes notapplytotransactionsarrangedin thisway.Thefollowingexamplesmay be helpful:

  • Faculty seeking drivers may contact Elfi at Travel Advisors, , (408) 354-6531, a travel agency with which Santa Clara University has an agreement. Elfi may be able to identify foreign travel services or agencies that can provide the needed service.
  • Faculty seeking interpreters, survey assistance, etc. may also contact Elfi at Travel Advisors, , (408) 354-6531. Elfi may be able to identify foreign companies that can provide the needed service.
  • Alternately, faculty seeking drivers, interpreters, or other services may contact Rochelle Fernandes, Director of Operations in Global Engagement o connect with an international temporary agency with which the University has an agreement. The International temp agency may be able to identify foreign companies that can provide the needed service.
  • Faculty seeking academic partners may contact visit: for information on current University partners.

Internationaltempagencies,foreigntravelagencies,andotherforeigncompaniescanarrangeservices andinvoicetheUniversitydirectly. A U.S. taxID numberisneeded.Onepayment,ratherthanrepeatedsmallpayments,ispreferred

Option 3.Workingwith aforeign organizationsuchas aforeign university,foreign non-profitorganization,or foreign agencyorconsultingfirm,throughan MOU.

Forpaymentforservicesof $500 ormore to surveyassistants,research assistants, oracademiccollaborators,facultymaydevelop an MOUwith aforeignorganization suchas a non-profitoranothereducationalinstitution.ContactMary-EllenFortini,DirectorofSCU’sSponsoredProjectsOffice(,scu.edu/sponsoredprojects)or the Associate Provost for International for the University’s templateMOU for global university partners andforassistancein thepreparationandexecutionoftheMOU.MOUsneedto becompletedbeforetraveloccurs.

Forpaymentforresearch-relatedservicesof $500ormorefacultymaydevelop aMOUwith aforeignagencyorforeignconsultingfirm.Consultantswhoarepartofan agencyorconsultingfirmcan invoicetheUniversitydirectly. A U.S. tax ID numberisneeded.Consultantswhoarenotpartofanagencyorconsultingfirmcan:

  • receive a directpaymentoflessthan $500asin Option1,
  • receivepaymentthroughthrough an internationaltempagencyora companyintheforeigncountry, asin Option 2, or
  • receivepaymentthrough anMOU witha foreignorganization, asin Option 3.

In allcases,onepayment,ratherthanrepeatedsmallpayments, ispreferred.

Ifthe researchiscurrentlyfunded bygrantfroman externalsponsorora proposalto anexternalsponsorisbeingprepared,pleaseconsultthe SponsoredProjectsOfficeregardingtravelandbudgetprocessesthatmay be required bythesponsor.ResearchconductedoutsideoftheU.S.maybe subjectto exportcontrols,humansubjectsregulations,hazardousmaterialsrestrictions,orcountry-specificpermits.Anyquestionsregardingthesetopicsshould be directed tothe OfficeofResearchComplianceand Integrity.

Santa Clara University

PaymentsforServicesProvided Outside the United States

Name ofBusinessorIndividual:

CountryofResidence: PermanentResidence Address:

Streetaddress: City,town,state, or province,andpostal codeifapplicable: Country(do notabbreviate):

Description ofservicesrendered:

Date(s)ofservices: Locationofservices: Amountbilled forservices:

Circletype ofentity:Individual Corporation Partnership Government

InternationalOrganization Tax-exemptorganization University Other(pleasedescribe)

U.S.Citizen orLegalResident.Provide SSNorU.S. tax payeridentification number:

Non-U.S.Citizen

Foreign taxidentifyingnumber,if any:

PaymentOptions(circleone):

Wire ACH(U.S.DirectDeposit) Check Concurcreditcard Personalcreditcard Cash

Icertifyoraffirmthat:

1.) IamnotaU.S.CitizenorPermanentResident,orResidentAlienforU.S.TaxPurposes,and;

2.) Alloftheservicesperformed, ortobeperformed,onbehalfofSantaClaraUniversity,asagreeduponunderseparatecontractorotherdocument,willbeperformedoutsideoftheUSA.Allserviceswillbe conductedinthecountryof

PrintName

SignatureDate(MM-DD-YY)

Return completed form to your Santa Clara University contact / partner:

Name:

Address:

Email:

Fax: