[atrt2] Buenos Aires

Alice Jansen alice.jansen at icann.org
Thu Aug 22 16:15:10 UTC 2013

Dear Review Team Members,

With respect to your Buenos Aires calendar, the Review Team agreed to map out its Buenos Aires activities as follows based on Team Members' requests that the Buenos Aires sessions be as encapsulated in time as possible:

 *   A webinar with the ICANN Community will be held prior to Buenos Aires to present the draft report;
 *   The Review Team Face-to-Face Meeting will be held on Monday;
 *   Sessions with SO/ACs, constituencies, stakeholders will take place on Monday, Tuesday and Wednesday;
 *   The Review Team will meet on Wednesday late afternoon for a wrap-up session.

Please note that the Review Team Chair and Vice-Chairs are currently working with ICANN staff to define a plan for the requested meetings while factoring in budget availability. As such, please consider the welcome notification you have received from constituency-travel for Buenos Aires as premature. Constituency-travel will hold off on travel arrangements until a course of action has been determined.

Thank you for your understanding.

Best regards


From: Alan Greenberg <alan.greenberg at mcgill.ca<mailto:alan.greenberg at mcgill.ca>>
Date: Thursday, August 22, 2013 6:38 AM
To: "\" Carlos Raúl G. \"" <crg at isoc-cr.org<mailto:crg at isoc-cr.org>>, "atrt2 at icann.org<mailto:atrt2 at icann.org>" <atrt2 at icann.org<mailto:atrt2 at icann.org>>, Alice Jansen <alice.jansen at icann.org<mailto:alice.jansen at icann.org>>
Subject: Re: [atrt2] ICANN Buenos Aires Meeting: Gutierrez, Carl os Raúl | ATRT - Welcome Email ­ RESPOND BY: Frid ay, 30 August 2013

I believe that we decided on Monday afternoon for out F2F.

Thursday departure seems too early unless we have definitively decided there will be NO stakeholder interviews or wrap-up meeting on Thursday (which I do not recall happeneing).


At 22/08/2013 08:01 AM, Carlos Raúl G. wrote:
Dear ATRT2,

I don't remember exactly but I thought we said saturday Nov 16 for the last F2F in Buenos Aires?
That would requiere us to arrive at least on Nov 15.

Carlos Raúl Gutiérrez

SUTEL, Costa Rica

+506 6060 7176

Skype carlos.raulg

El 21/08/2013, a las 22:51, ICANN Constituency Travel < constituency-travel at icann.org<mailto:constituency-travel at icann.org>> escribió:

Dear Carlos Raúl Gutierrez:

We are very pleased to inform you that ICANN will be providing financial support for you to attend the 48th 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


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 at bcdtravel.com<mailto:ICANN.Meeting at bcdtravel.com> AND constituency-travel at icann.org<mailto:constituency-travel at icann.org>

ICANN Bank Information Form:
constituency-travel at icann.org<mailto:constituency-travel at icann.org>

3)         Submit W-8BEN or W-9 Form to constituency-travel at icann.org<mailto:constituency-travel at icann.org>

Download from the link below the appropriate form as it pertains to you:
-       W-8BEN Form<http://www.irs.gov/pub/irs-pdf/fw8ben.pdf> (non-United States citizens/residents)
-       W-9 Form<http://www.irs.gov/pub/irs-pdf/fw9.pdf> (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


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 at bcdtravel.com<mailto:ICANN.Meeting at bcdtravel.com>

Primary contact at ICANN:
Joseph de Jesus
constituency-travel at icann.org<mailto:constituency-travel at 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 at icann.org<mailto:constituency-travel at icann.org>.


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<http://www.icann.org/en/news/in-focus/travel-support%23summary>

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 at icann.org<mailto:AccountsPayable at icann.org> if any additional information is needed.

Questions on how to fill out the forms?
-       Instructions for W-9 Form<http://www.irs.gov/pub/irs-pdf/iw9.pdf>
-       Instructions for W-8BEN Form<http://www.irs.gov/pub/irs-pdf/iw8ben.pdf>

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

12025 Waterfront Dr.
Suite 300
Los Angeles, CA 90094-2536

e-mail: constituency-travel at icann.org<mailto:constituency-travel at icann.org>

One World. One Internet.
<Gutierrez, Carlos Raúl - BANK INFORMATION FORM.doc>
<Gutierrez, Carlos Raúl - TRAVEL REQUEST FORM.doc>
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