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If this is your first time as an ICANN Supported Traveler, below are instructions on how to submit forms necessary for us to set you up as a traveler in our system. If any details below is wrong or incomplete, this may jeopardize our ability to send payments to you in a timely manner. Therefore, it is extremely important that you follow the instructions below. 

Step-by-Step Guide

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1. COMPLETE the Traveler Vendor Setup Form


STEPGUIDE
1DOWNLOAD the "Traveler Vendor Setup Form"
2

SELECT if you are a new traveler or if you would like to update your banking information:

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3

COMPLETE your contact information. Complete ALL requested information below:

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THIS IS A SAMPLE ONLY

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4

COMPLETE bank account details. 

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COMPLETE your main/receiving bank details. Complete ALL requested information below:

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5

THIS IS A SAMPLE ONLY

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COMPLETE your intermediary bank details.

If your bank doesn't have one, please indicate "N/A"

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THIS IS A SAMPLE ONLY

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2. COMPLETE AND SIGN W-8BEN (non-US entities) or W-9 (US entities) Form


STEPGUIDE
1

DOWNLOAD the W-8BEN or W-9 Form

2

SELECT if you are a new traveler or if you would like to update your banking information:

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  1. SUBMIT both forms to constituency-travel@icann.org

Traveler Vendor Setup Form 

  
  
  
  
  

 

 

 

If you are a US citizen/resident, complete the W-9 Form

If you are NOT a US citizen/resident, complete the W-8BEN Form

W-8BEN FORM
1.1.1

COMPLETE Part I. Complete ALL requested information below:

THIS IS A SAMPLE ONLY

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1.1.2

COMPLETE Part II - 9. Complete ALL requested information below:

THIS IS A SAMPLE ONLY

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1.1.3

SIGN the completed form

THIS IS A SAMPLE ONLY

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W-9 FORM
1.2.1

COMPLETE all requested information below:

THIS IS A SAMPLE ONLY

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1.2.2

COMPLETE Part I. Complete ALL requested information below:

THIS IS A SAMPLE ONLY

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1.2.3

SIGN the completed form

THIS IS A SAMPLE ONLY

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titleW-8BEN Forms and W-9 Forms


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titleWHY DOES ICANN NEED THESE FORMS?

The United States Internal Revenue Service (IRS) requires U.S. based organizations to obtain a completed Form W-9 or Form W-8BEN from every individual or organization that receives a payment and is not categorized as an “employee.”

The Form W-9 is required once every three years and a Form W-8BEN is required annually.

All completed forms are kept on file at ICANN’s offices and are only produced for an audit of our organization and in order to demonstrate compliance with U.S. law.

All U.S. based individuals and organizations should complete the Form W-9. If you carry a U.S. Passport or reside in the United States you are considered “U.S. based”. All others should complete the Form W-8BEN.

Payment for work performed in the United States may be subject to income tax reporting and withholding.  

U.S. based persons/organizations with a Form W-9 on file would not be subject to federal income tax withholding and would receive an IRS Form 1099-MISC at the end of year.

Non-US Based persons who submit a Form W-8BEN will have the appropriate federal income taxes withheld for work performed while in the United States. Tax withholding will be based on the respective Tax Treaties. No taxes will be withheld if the work is performed outside the U.S. 

Payments for Expense Reimbursement are not subject to tax withholding for either U.S. or Non-US persons provided the proper substantiation (receipts) are provided. 

In all cases we need either a completed W-9 or a W-8 on file.  



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3. SUBMIT Traveler Vendor Setup Form AND W-8BEN or W-9 Form to https://travelrequestform.icann.org/ 


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We accept these forms via soft copy and legible form in PDF format