International Purchases (Payments to Foreign Entities)

Owned by Sara Yilmaz
Last updated: May 10, 2022Version comment

Instructions and policies for payments to foreign entities. 

FASSS Agent Step-by-step guide

Refer to BAO page fist: https://ba.uoregon.edu/content/payments-to-foreign-entities

Remember, All International P-Card Purchases have to be approved by Joy Germack, Senior Tax Analyst/Accountant, Business Affairs Office, jgermack@uoregon.edu, 541-346-0782 prior to the PCard payment being made. These approvals are for one-time-only purchases unless otherwise approved by Joy Germack.

  1. Check BANNER to see if the company is listed, if not and a P-Card is not being used, send the UO Substitute W9 Form package and note the links to the W-8BEN Series forms for International companies on Page 2 of the form.  You may have to allow for time zone differences and translation barriers from English to the language of the International company, it’s rare but has happened.
  2. If an International company can claim Treaty Benefits, we will not have to gross up that invoiced amount by 42.857%.  However, if they cannot claim Treaty Benefits, the amount of the invoice will have to be grossed up by 42.857% and the 42.857% amount must be JV’d to the index the payment is being charged to.  You do not include the 42.857% in the amount paid directly to the International company.
  3. If an exception is approved to use the PCard for an International purchase, including approved International purchases for the calendar year, a copy of the email with the exception approval will need to be uploaded into Concur and attached to the Expense Line in question as an additional receipt with each International purchase.
  4. Each Calendar Year, a year end report of total purchases made to each individual International company is due the January of the New Calendar Year and must be submitted to Joy Germack (jgermack@uoregon.edu)  for tax reporting purposes.  (This report will be submitted by FASS Accounts Payable.)