The University of Texas at Dallas has partnered with PaymentWorks to streamline the way we onboard suppliers and manage supplier information. With the implementation of PaymentWorks, our suppliers:
To become a University of Texas at Dallas supplier, a UTD department must have a justifiable need to onboard the supplier to the UTD supplier database. Once a UTD department has determined that they do have a need for the given supplier, the department will initiate a PaymentWorks invitation to being the onboarding process.
If you are a supplier already setup with UTD and you have a PaymentWorks account with us, please use the following login link to access the PaymentWorks system: PaymentWorks Login 
.
If you have questions regarding the PaymentWorks platform or specific aspects of the registration process, please contact PaymentWorks Support .
If you have questions regarding billing, invoices, or payments, please email accountspayable@utdallas.edu
UTD Departments should refer to Supplier Management for additional information.
All payments made by UT Dallas to foreign individuals or foreign entities must follow both immigration and IRS tax rules and be reviewed by the Tax Compliance Office. Depending on the category of payment, special documentation is required when making payments to foreign suppliers. Certain payment categories are subject to federal income tax withholding and nonresident alien tax reporting.
To ensure compliance with IRS regulations, please follow the instructions below and provide required information and documents to the Tax Compliance Office based on the payment type category.
Tangible/physical goods purchased from a foreign supplier are not subject to federal income tax withholding. However, if there is a service component associated with the purchase which takes place in the U.S., such as on-site installation or training, payment for such a component will be treated as a payment for services performed in the U.S. and subject to 30% federal income tax withholding, unless the foreign supplier can claim an income tax treaty exemption.
Payment Procedures:
Please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
Being Paid for Services Performed Outside the US
Payments for services performed outside the U.S. are considered foreign source income and not subject to federal income tax withholding.
Payment Procedures:
Please provide/upload the following items in PaymentWorks.
, Statement for Foreign Entity (for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
Being Paid for Services / Performance / Entertainment Performed in the U.S.
Payments for services performed in the U.S., including guest speaker fees, honorariums, consulting fees, performance fees, entertainment fees, etc., are considered U.S. source income and subject to 30% federal income tax withholding, unless the foreign supplier can claim an income tax treaty exemption.
Foreign suppliers who will receive payments for services performed in the U.S. from UT Dallas are required to complete the tax compliance process. Before performing services to UT Dallas, please refer to the Service Payments to Foreign Suppliers Matrix below to make sure the foreign supplier is eligible to receive service payments under immigration rules.
Service Payments to Foreign Suppliers Matrix
| Visa Type | Definition of Visa | Independent Contractor | Honorarium |
|---|---|---|---|
|
B-1, B-2, Visa Waiver |
Visitor |
No |
Yes, |
|
F-1 |
Student |
No |
Yes, |
|
F-1 |
Student |
No |
Yes, |
|
J-1 Scholar |
Exchange |
Yes, |
Yes, |
|
J-1 Scholar |
Exchange |
Yes, |
Yes, |
|
J-1 Student |
Exchange |
No |
Yes, |
|
J-1 Student |
Exchange |
No |
Yes, |
|
H-1B, O-1 |
Temporary Worker in Specialty Occupation |
No |
Yes, |
|
H-1B, O-1 |
Temporary Worker in Specialty Occupation |
No |
No |
|
TN |
NAFTA Professional Worker |
No |
Yes, |
|
TN |
NAFTA Professional Worker |
No |
No |
|
All Other Visas |
Please contact the Tax Compliance Office |
||
Restriction A: Must meet the 9/5/6 Rule: foreign nationals entering the U.S. in B-1, B-2, VWB, and VWT status may accept an honorarium and/or reimbursement of travel expenses for “usual academic activity or activities” if staying no more than 9 days at UT Dallas and if the individual has accepted such payment from no more than 5 educational or research institutions (including UT Dallas) in the previous 6 months.
Restriction B: Requires written authorization from UT Dallas International Student Services Office (ISSO) or Human Resources (HR).
Restriction C: Requires written authorization from the sponsoring university’s SEVIS designated school official (DSO).
Restriction D: Must be for work relevant to primary position at UT Dallas. Approval from UT Dallas Human Resources (HR) is required.
Payment Procedures:
If the payment is allowed per the Service Payments to Foreign Suppliers Matrix above, please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will contact the foreign supplier to complete the tax compliance process outside PaymentWorks. Once the tax compliance process is completed, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
Being Paid for Business Expense Reimbursements
Business expense reimbursements that meet the IRS accountable plan requirements are not considered taxable income to foreign suppliers, and are exempt from federal income tax withholding. To meet the IRS accountable plan requirements, the expenses incurred must have a business purpose for UT Dallas and the original receipts must be submitted to UT Dallas within 60 days.
Payments for expenses not related to the conduct of business on behalf of UT Dallas will not be classified as business expense reimbursements, and will be considered taxable income to the foreign supplier. Please refer to appropriate section on this page for more information related to the particular payment category.
Travel payment or travel reimbursement is not a payment category under IRS tax rules. The payment category with respect to travel payments or travel reimbursements must be determined first. If the reason why UT Dallas is making the travel payment or reimbursement is mainly for the benefit of UT Dallas, then the travel payment may fall under “Business Expense Reimbursements” payment category. If the travel payment is mainly for the benefit of the foreign supplier, the travel payment may fall under “Scholarships and Fellowships” payment category or “Services Performed in the U.S.” payment category.
Payment Procedures:
Please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
Being Paid for a Non-service Scholarship / Fellowship
A scholarship is an amount paid or allowed to, or for the benefit of, a student, whether an undergraduate or graduate, to aid such individual in pursuing his studies. A fellowship is an amount paid or allowed to, or for the benefit of, an individual to aid him in the pursuit of study or research. Scholarship and fellowship payments are subject to either 14% or 30% federal income tax withholding, unless the foreign supplier can claim an income tax treaty exemption.
Scholarships and fellowships paid to UTD students must be processed through the Office of Financial Aid. For non-UTD individuals, please refer to the Scholarship and Fellowship Payments to Foreign Suppliers Matrix below to make sure the foreign individual is eligible to receive scholarship and fellowship payments under immigration rules.
Scholarship and Fellowship Payments to Foreign Suppliers Matrix
| Visa Type | Definition of Visa | UTD Scholarship or Fellowship |
|---|---|---|
|
B-1, B-2, Visa Waiver |
Visitor |
No |
|
F-1 |
Student |
Yes |
|
F-1 |
Student |
Yes |
|
J-1 Scholar |
Exchange |
Yes, |
|
J-1 Scholar |
Exchange |
Yes, |
|
J-1 Student |
Exchange |
Yes |
|
J-1 Student |
Exchange |
Yes, |
|
H-1B, O-1 |
Temporary Worker in Specialty Occupation |
No |
|
H-1B, O-1 |
Temporary Worker in Specialty Occupation |
No |
|
TN |
NAFTA Professional Worker |
No |
|
TN |
NAFTA Professional Worker |
No |
|
All Other Visas |
Please contact the Tax Compliance Office |
|
Restriction C: Requires written authorization from the sponsoring university’s SEVIS designated school official (DSO).
Restriction E: Can only receive non-student fellowship payments to support J-1 scholars’ own research activities. Non-UTD sponsored J-1 scholars require written authorization from the sponsoring university’s SEVIS designated school official (DSO).
Payment Procedures:
If the payment is allowed per the Scholarship and Fellowship Payments to Foreign Suppliers Matrix above, please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will contact the foreign supplier to complete the tax compliance process outside PaymentWorks. Once the tax compliance process is completed, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
Being Paid for Prizes and Awards
Prizes and awards are typically gifts of cash, gift cards, gift certificates, or other cash equivalents bestowed on individuals in recognition of outstanding achievement in teaching, research, academic performance or other performance-related activities. Prize and award payments are subject to 30% federal income tax withholding and an income tax treaty exemption is not generally applicable for prizes or awards.
Please refer to the Prize and Award Payments to Foreign Suppliers Matrix below to make sure the foreign individual is eligible to receive prize and award payments under immigration rules. Prize and award payments made to UTD students may qualify as a scholarship or fellowship payment if it is to aid students in paying for their study, training, or research. If this is the case, please refer to “Payment for Scholarships and Fellowships” section and contact the Office of Financial Aid to process the payment.
Prize and Award Payments to Foreign Suppliers Matrix
| Visa Type | Definition of Visa | UTD Prize or Award |
|---|---|---|
|
B-1, B-2, Visa Waiver |
Visitor |
Yes |
|
F-1 |
Student |
Yes |
|
F-1 |
Student |
Yes |
|
J-1 Scholar |
Exchange |
Yes |
|
J-1 Scholar |
Exchange |
Yes, |
|
J-1 Student |
Exchange |
Yes |
|
J-1 Student |
Exchange |
Yes, |
|
H-1B, O-1 |
Temporary Worker in Specialty Occupation |
Yes |
|
H-1B, O-1 |
Temporary Worker in Specialty Occupation |
No |
|
TN |
NAFTA Professional Worker |
Yes |
|
TN |
NAFTA Professional Worker |
No |
|
All Other Visas |
Please contact the Tax Compliance Office |
|
Restriction C: Requires written authorization from the sponsoring university’s SEVIS designated school official (DSO).
Payment Procedures:
If the payment is allowed per the Prize and Award Payments to Foreign Suppliers Matrix above, please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will contact the foreign supplier to complete the tax compliance process outside PaymentWorks. Once the tax compliance process is completed, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
Being Paid for Industrial / Copyright Royalties
A royalty is the payment for the right to use intangible property. Some examples of royalties are: copyright fee of a work of art, license fee of a software program, subscription fee of a database, etc. Royalties are sourced based on the location of where the royalty is exercised. Payments for royalties used outside the U.S. are considered foreign source income and not subject to federal income tax withholding. Payments for royalties used in the U.S. are considered U.S. source income and subject to 30% federal income tax withholding, unless the foreign supplier can claim an income tax treaty exemption.
Payment Procedure:
Please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will contact the foreign supplier to complete the tax compliance process outside PaymentWorks. Once the tax compliance process is completed, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
None of Above Statement Are True
If a payment doesn’t fit into one of the payment categories described above, please provide/upload the following items in PaymentWorks.
(for foreign individual) or Form W-8BEN-E (for foreign entity)After receiving the above documentation in PaymentWorks, the Tax Compliance Office will determine the payment category and contact the foreign supplier to complete the tax compliance process outside PaymentWorks. Once the tax compliance process is completed, the Tax Compliance Office will work with the Supplier Management team to set up the foreign supplier profile. Please note that if a payment doesn’t fit in a particular income category, it generally is subject to 30% federal income tax withholding and will not qualify for an income tax treaty exemption.
Instructions about Form W-8BEN and Form W-8BEN-E:
Form W-8BEN (for foreign individual):
Form W-8BEN-E (for foreign entity):
If you are a non-English speaker and you need some assistance translating the registration form or
PaymentWorks system, we recommend using the resources below:
Domestic Suppliers
International Suppliers
How do I become a UT Dallas Supplier?
A UT Dallas department must express interesting in doing business with you/your company by getting a quote/business justification for their needs and submitting an invitation within PaymentWorks.
Do I have to complete my Registration form in one sitting?
No, you can click ‘Save & Exit’ if you need to complete the registration form at a later time. However, please note that you will have to re-attach documents when resuming your registration form.
After I have become a connected Supplier, how do I update my business or personal information?
Log into your PaymentWorks account and update your personal or business information in the Company Profile section or on your Registration form. For additional information on how to make updates to your PaymentWorks information, please refer to Making Updates to Your PaymentWorks Account – Quick Guide
My payment method does not require a routing number. Why is the registration form asking for one?
The display of the routing number field is based on the Country of your bank address. Please skip to the next section and provide your bank address information. Upon completing this section, the routing number field should be removed from your bank account information.
Yes, you will also have to re-attach documents if you make an update to your registration once you are a connected Supplier.
How do I add a new remittance address and a new bank account?
.Even though the field says ITIN, you can still use the field to enter your EIN.
