Dear Carlos Raúl Gutierrez:

We are very pleased to inform you that ICANN will be providing financial support for you to attend the 48^th International Public ICANN Meeting in Buenos Aires, Argentina during 17-21 November 2013.

As a member of ICANN’s ATRT Program, ICANN will be responsible for the following expenses below for you to attend the Buenos Aires Meeting.

- Airfare: YES

- Hotel: YES

- Per Diem/Stipend/or Actual Reimbursement: YES

ACTION:

1) Review, verify, and/or provide the information requested on the forms attached.

2) Submit the completed forms to:

ICANN Travel Request Form:

ICANN.Meeting@bcdtravel.com AND constituency-travel@icann.org

ICANN Bank Information Form:

constituency-travel@icann.org

3) Submit W-8BEN or W-9 Form to constituency-travel@icann.org

Download from the link below the appropriate form as it pertains to you:

- W-8BEN Form (non-United States citizens/residents)

- W-9 Form (United States citizens/residents)

If you already submitted a form to ICANN, you will not submit this again unless requested.

4) DEADLINE TO SUBMIT FORMS: Friday, 30 August 2013

IMPORTANT INFORMATION:

Approved date of arrival: Sunday, November 17, 2013

Approved date of departure: Thursday, November 21, 2013

Primary contact for booking travel reservations:

BCD Travel

Dominick Mellace

ICANN.Meeting@bcdtravel.com

Primary contact at ICANN:

Joseph de Jesus

constituency-travel@icann.org or via private fax at +1-310-578-8652.

Hotel confirmations (if supported): will be provided one week before the meeting.

Self-booking: You must receive approval from ICANN prior to making your self-arranged trip. Please notify ICANN in writing and prior to booking at constituency-travel@icann.org.

TRAVEL SUMMARY:

The Buenos Aires Travel Summary is designed to assist you in planning your attendance at the meeting. We urge you to read it carefully as it answers questions about air travel, hotels, per diems, visas and more.

You can download the Buenos Aires Travel Summary here: http://www.icann.org/en/news/in-focus/travel-support#summary

Arabic, Chinese, French, Russian, and Spanish translations of the travel summary will follow shortly.

W-8BEN Forms and W-9 Forms

The United States Internal Revenue Service (IRS) requires U.S. based organizations to obtain a completed Form W-9 or Form W-8BEN from every individual or organization that receives a payment and is not categorized as an “employee.”

To ensure we are in compliance, we are requesting the forms as part of the payment process as we begin our new fiscal year. A Form W-8BEN is required annually and the Form W-9 is required once every three years.

All completed forms are kept on file at ICANN’s offices and are only produced for an audit in order to demonstrate compliance with the law.

All U.S. based individuals and organizations should complete the Form W-9. If you carry a U.S. Passport or reside in the United States you are considered “U.S. based”. All others should complete the Form W-8BEN.

Work performed in the United States may be subject to income tax reporting and withholding.

U.S. based persons/organizations with a Form W-9 on file would not be subject to federal income tax withholding and would receive an IRS Form 1099-MISC at the end of year.

Non-US Based persons who submit a Form W-8BEN will have the appropriate federal income taxes withheld for work performed while in the United States. Tax withholding will be based on the respective Tax Treaties. No taxes will be withheld if the work is performed outside the U.S.

Expense Reimbursements are not subject to tax withholding for either U.S. or Non-US persons provided the proper substantiation (receipts) are provided.

Please contact your tax advisor with any questions regarding your personal situation, and please feel free to contact AccountsPayable@icann.org if any additional information is needed.

Questions on how to fill out the forms?

- Instructions for W-9 Form

- Instructions for W-8BEN Form

We look forward to working with you and please do not hesitate to contact us with any questions.

Best wishes,

Joseph de Jesus

Travel Support Coordinator

Diane Schroeder, Joseph de Jesus and Karen Lettner

Constituency Travel Team

ICANN

12025 Waterfront Dr.

Suite 300

Los Angeles, CA 90094-2536

e-mail: constituency-travel@icann.org

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