International Speakers & Performers

Due to international regulations, a speaker/performer can not be confirmed (the Short Form Service Agreement can not be signed) until the speaker’s/performer’s Non-Payroll Form has been approved by Payroll in Human Resources.  To guarantee timely payment, the process below needs to be started at least one month before the check is needed.

1. The requesting department must complete a Non-Payroll Form (Foreign National Information Form) and submit it to the Payroll Team at lupayroll@liberty.edu in Human Resources to be approved. Payroll will also need a copy of I-94 and a copy of visa and/or passport.
2. Once Payroll has approved the Non-Payroll Form, the requesting department must submit a requisition and send the documentation below to procurement@liberty.edu with the requisition number in the subject field.
   1. Written approval (i.e. an email) of the Non-Payroll Form from Payroll
   2. Non-Payroll Form (Foreign National Information Form)
   3. W-8BEN
   4. Appropriate Short Form Service Agreement For Guest Speakers & Performers (The service agreement must be signed by Procurement regardless of dollar amount due to international regulations.)
3. When the check is ready to be picked up, Payment Services will contact the requestor to let him/her know the check is ready.  Payment Services will require a copy of the speaker’s/performer’s:
   1. Passport page – with picture and signature (please check passport expiration date)
   2. Visa type page – showing the type of Visa the person has (F1, J1, etc.)
   3. Visa entry page – showing the USA stamp with the date he/she entered the USA
   4. I-94 – given to him/her at the airport

NOTE:  Payment Services will withhold and pay the taxes (if applicable) to the IRS within 3 days of the engagement date.  Payment Services will be responsible to send the speaker/performer a tax receipt in January of the following year.

For specific questions regarding the Non-Payroll Form or an individual’s Visa status, please contact Human Resources by email (hr@liberty.edu) or by phone at (434) 592-7330.  If you have any questions about the paperwork Payment Services needs or to check the status, please contact Payment Services by email at acctspay@liberty.edu or by phone at (434) 592-3166.