In order to help us protect your personal identifiable information (PII), please return your W9, Institution Invitational Traveler Enrollment (IITE), Wire Transfer (if applicable) and Non-Disclosure and Conflict of Interest Agreement forms using the secure file upload link on your Reviewer Home Page.
These forms deal primarily with reimbursement, we must receive them prior to making any travel reservations.
The forms are printed by a single CXC staff member in a private office and sent to SAO Financial Management Department (FMD) in sealed envelopes. FMD stores all forms in a locked filing cabinet. The electronic forms are deleted annually.
Request for Taxpayer Identification Number and Certification
Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to withholding agencies (viz a viz, the Smithsonian Institution) who are required to file information returns with the IRS to report income paid to you....You must provide your TIN on the W-9 whether or not you are required to file a tax return. As authorized in the IRS W-9 instructions, the Smithsonian Institution...requests you sign the W-9 even if cited items indicate otherwise.
For the purpose of the Chandra Proposal Peer Review, held each June, travel reimbursement from the Smithsonian Institution is not reportable income to the IRS and is exempt from withholding of income tax. This ruling applies to nonresident alien individuals as well as to U.S. citizens and resident aliens. The Smithsonian Institution travel policies and procedures conform to the Federal Travel Regulations (FTR) issued by the General Services Administration (GSA), which can be found at www.gsa.gov. Only travel essential to the performance of official Smithsonian business, whether by an employee, research associate, or invitational traveler (i.e., an individual who is not a Smithsonian employee), and for which travel-related expenses are to be paid by the Smithsonian, can be approved, authorized, and reimbursed in accordance with this directive and the Smithsonian Travel Handbook [SD 312].
Who must complete Part I Taxpayer Identification Number and Part II's Certification?
- All U.S. citizens
- All resident aliens currently in the United States
- All prior aliens to the United States who were issued a social security number
Reviewers who never possessed a social security number and enter the United States under a Business visa (e.g., visa waiver program), write NONE in the social security box, XXX the signature line, and return the document as instructed. Your voluntary return of the W-9 will serve as a resource document to the Chandra Director's Office should your status be questioned and not delay the ticketing and/or reimbursement process. Collectively, we will have fulfilled the withholding agency financial requirement for travel arrangements and reimbursement.
As a means of identity theft prevention, please return Peer Review W-9s and other personal and sensitive documents using the secure file upload link on your Review Home page.
Institution Invitational Traveler Enrollment
The CXC completes Part I of this form using information in the RWS. You need to complete Part II with your reimbursement information.
Select Payment Method: check one box to indicate how you want any reimbursement to be sent to you. Refer to Reimbursement Methods for guidance selecting the best option for your situation.
Financial Institution Information for EFT: If you selected the EFT checkbox please fill in the bank name, bank address, routing number, account number and account type for the receiving account.
DO NOT USE EFT SECTION FOR WIRE TRANSFER TO NON-US BANK. A separate wire transfer form will be sent to you once we receive this IITE form.
Sign the form in the Traveler Signature area before sending it back to SAO.
Wire Transfer Form
If you selected Wire Transfer as your method of reimbursement, you will be sent a blank Wire Transfer Form to complete.
SWIFT Code (from Wikipedia) http://en.wikipedia.org/wiki/Wire_transfer:
Each financial institution is assigned an ISO 9362 code, also called a Bank Identifier Code (BIC) or SWIFT Code. These codes are generally eight characters long.
Using an extended code of 11 digits (if the receiving bank has assigned extended codes to branches or to processing areas) allows the payment to be directed to a specific office.
IBAN # (from Wikipedia) http://en.wikipedia.org/wiki/International_Bank_Account_Number:
The IBAN should not contain spaces when transmitted electronically. However, when printed on paper, the IBAN is expressed in groups of four characters separated by a single space, the last group being of variable length.
Vendor Bank Name: The name of the bank that holds your account
Bank address: The appropriate mailing address for the bank. Ask your bank for the appropriate address for wire transfers
Vendor Bank Account #: The number for the account you want your money wired into
Vendor Account Name used at bank: How your name is shown on the account.
All Peer Review Attendees are required to complete a Non-disclosure Form. If you are a U.S. Civil Servant, we ask that you complete the top portion of the form, indicating your status, but that you do not sign at the bottom.
Please note that a new form must be completed with each Review attended. If you have signed and returned a Non-disclosure Form in a previous cycle, we ask that you do so again this year.