Per University of California guidelines, any payments made to foreign nationals must include documentation that the payee had a valid visa while conducting university-related business. Below are some guidelines specific to invited speakers of this event.
Canadian Visitors: Canadian citizens can enter the United States without a formal visa or status and are deemed to have a B-1 status. However, effective June 1, 2009, Canadian citizens entering the United States without a formal visa or status are required to present specific documents before entering the United States. The link for Western Hemisphere Travel Initiative (WHTI) in Related Information explains the requirement in more detail. The most common documents will be:
- Canadian passport
- Enhanced driver’s license or ID card
- Trusted Traveler Program (NEXUS, FAST/Expres, SENTRI) enrollment cards
- Special situations (see WHTI link)
- Prospective students who enter the United States on a B-2 visa are eligible for travel reimbursement if it is designated on their entry documentation.
Visa Waiver Countries: Visitors who are citizens of Japan, Australia and Korea can enter on a Visa Waiver status. See the Visa Waiver Program for more information. Please note that there are new requirements for visitors from a Waiver country (see info on ESTA on their website).
Visitors from China: Visitors from China (or Chinese nationals residing in other countries) should enter on a B1/B2 visa.
Please note: the actual status B1 or B2 or WB or WT is determined by immigration when the visitor enters the US. This is indicated on the I-94 stamp in the passport (with the exception of visitors from Canada). Foreign visitors must provide a copy of the I-94 stamp before departure. Meeting staff will be onsite during the meeting to make copies of your passport. However, it is your responsibility to seek out event staff and present your passport for photocopying.
|The following types of visas may be reimbursed for travel and subsistence expenses:
A-1/A-2, B-1, B-2, F-1, H-1A, H-1B, H-2, H-3, J-1, J-2, K-1, K-2,
O-1, O-2, P-1, P-2, P-3, Green Card, Refugee, TN, WB and WT.
|The following visa types are NOT eligible to receive any travel payments for expenses incurred in the United States:
F-2, H-4, O-3 and P-4.
To be reimbursed for travel expenses, you must provide:
- A copy of the I-94 documenting your status (see above for Canadian citizens)
- Original receipts of what is being reimbursed showing amount paid and method of payment. Please note that hotel receipts must show a balance of $0.00 (indicating that you paid) and the method of payment. Airfare receipts must show the complete itinerary, cost, taxes and fees, total paid and method of payment.
- Declaration of Status form: http://www.tax.ucla.edu/Glacier/TRAVEL%20FORM.pdf
- Anyone on a B1 or WB should be able to be reimbursed. If you enter on a WT or B2, you can only be reimbursed if your services are less than 9 days and you have not been paid or reimbursed from more than 5 US institutions in a 6-month period.
Letter of Invitation
If you need an official invitation letter for visa application purposes or need additional clarifications, please contact Grace Liang-Franco via email.