Urban program housing contracts must be reviewed and approved by the Legaldeparment.
Urban program housing rentals, or any other rental, may be paid by Pcard (preferred) or by submitting a check request (which must be completed by your staff director) to Accounting Services.
To pay housing rentals with a check request, a social security number or Federal Tax ID number is required for payments of $600 and over. The necessary tax information needs to be submitted on a W-9 form filled out by the payee before any check request will be processed by Accounting Services.
All W-9 forms must be sent to the Accounting department (not to Legal). Please send W-9 forms to Pete Luisi-Mills in Accounting, and call the Accounting office if you have any questions about W-9 forms.
If you are paying a host family, the fee needs to be a “reasonable” amount, not to exceed what it would have cost if you had rented a place for students for the duration of your program.
If you are the host or owner of rental property used during the program, InterVarsity's Legal Department has determined that this may present a conflict of interest.
You should review your plans with the Legal Department before the program. With their approval, you may be able to request a check for payment to yourself for the same fee that would be given to the host family but, again, this needs to be a “reasonable” amount.
When submitting the check request, obtain a supervisory authorization making it clear that you are paying yourself for the housing allowance or rent.
This amount will be considered taxable income and Accounting will issue a 1099 tax form at the end-of-year.
