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

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:

3

COMPLETE your contact information. Complete ALL requested information below:

4

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

5

COMPLETE your intermediary bank details.

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

 

 

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

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
2.1.1

COMPLETE Part I. Complete ALL requested information below:

2.1.2

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

2.1.3

SIGN the completed form

W-9 FORM
2.2.1

COMPLETE all requested information below:

2.2.2

COMPLETE Part I. Complete ALL requested information below:

2.2.3

SIGN the completed form

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.”

 

To ensure we are in compliance, we are requesting the forms as part of the payment process as we begin our new fiscal year.  A Form W-8BEN is required annually and the Form W-9 is required once every three years.

 

All completed forms are kept on file at ICANN’s offices and are only produced for an audit in order to demonstrate compliance with the 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.

 

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.

 

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

 

Please contact your tax advisor with any questions regarding your personal situation, and please feel free to contact AccountsPayable@icann.org if any additional information is needed.

3. SUBMIT Traveler Vendor Setup Form AND W-8BEN or W-9 Form to constituency-travel@icann.org

We accept these forms via soft copy, scanned copy, clear and legible photo in JPEG format