IU guests, such as speakers or job candidates, are responsible for the tax impact of taxable expenses. A travel expense becomes taxable when it is submitted 61 or more days past the trip end date. This applies to reimbursements and IU-prepaid travel booked on behalf of the guest.
The guest’s tax information must be on file in BUY.IU before you submit a travel expense report that contains taxable travel expenses. Tax information is collected via the BUY.IU supplier registration process.
When you submit a Non-Employee Travel Report that contains a taxable expense, Emburse displays compliance warning messages like the ones pictured below.
Follow the steps on this page to learn how to search for a guest profile in BUY.IU, confirm its registration type and status, and invite the guest to complete registration, if necessary.
Search for the guest in BUY.IU
Access BUY.IU via the task tile on One.IU. After logging in, follow the instructions on the Search for a Supplier documentation page to search for the guest.
If you find the guest’s BUY.IU profile, proceed to the next step.
If you didn’t find the guest in BUY.IU, submit a Check Request (Tax ID Required) supplier request form.
Check the guest's registration status and type
On the supplier search result page, review the Registration Status and Registration Type columns.
- Registration Status must be “Approved.”
- Registration Type must be “Individual Profile,” “Profile 1 – Full – US,” or “Profile 2 – Full – Foreign.”
The image below is an example of a supplier profile that meets these requirements. The Registration Status is Approved, and the Registration Type is Individual Profile. This supplier’s taxable reimbursement can be submitted.
Invite the guest to complete registration
Guests whose profiles do not meet the criteria listed in the previous step must be invited to complete the supplier registration process. This is accomplished by submitting a supplier edit request form in BUY.IU.
Review the Upgrade a Supplier documentation page to learn how to complete this process.