Some Basic Guidelines for Inviting International Guest Speakers, Performers, Short-Term Scholars, and Visiting Faculty

Since September 11, 2001, the US Government has enacted many new regulations governing international visitors. Failure by the university to follow these regulations may result in substantial penalties and forfeiture of the university’s ability to sponsor international students or visitors in the future.  It is therefore crucially important that every individual and department involved in the invitation and sponsorship of an international visitor to W&L adhere to these guidelines. 

Most international visitors to W&L will fall into one of the following categories.  Please determine first which of these most adequately identifies your proposed international visitor and follow the guidelines.  Any non-resident being considered as a normal faculty hire doe snot fall into these categories and may need to obtain an H visa for which process you must consult with the W&L Personnel Office

If the speaker is a US permanent resident:

The person needs to have a SSN or a TIN (Tax Identification Number) in order to receive an honorarium. If the person is getting reimbursed for expenses only he/she does not need a SSN or TIN, but need to have receipts for the reimbursable expenses.   The department should provide the Business Office  with details of what these    reimbursable expenses are. 

The person needs to fill out a W-9 form and provide evidence of her/her permanent residency ahead of time to the Business Office so that he/she can be paid the honorarium when he/she arrives. Otherwise, he/she may not receive payment until after departure.

If the speaker is a non-resident currently working in the US at another institution:

The person must have the appropriate U.S. visa.

The person needs to have a SSN or TIN (Tax Identification Number) in order to receive an honorarium. If the person is getting reimbursed for expenses only he/she does not need a SSN or TIN. The department should provide the Business Office with details of these reimbursable expenses with the appropriate receipts.  

 If the person is on a J visa sponsored by another institution, you need to get a letter of permission from that institution to invite the person to speak at W&L. 

If the person is on an H or TN visa, we cannot pay the person an honorarium, but we can reimburse for expenses.

If the person is receiving an honorarium, he/she will need to fill out some forms and provide immigration documentation to the Business Office. Processing of this information with the IRS takes approximately 10 business days. Unless this information is provided to the Business Office well ahead of time, the speaker will not receive payment until after departure.

If the speaker is a non-resident coming to speak from outside the US:

The person must have the appropriate U.S. visa.

The person needs to have a SSN or TIN (Tax Identification Number) to be paid an honorarium.  Reimbursement of expenses does not require a SSN. SSNs are now very difficult to get. Depending on where they are living, they may be able to get one ahead of time from a SSA overseas office. Otherwise, if they have to  get one in the US after they arrive, the SSA is saying that it may take 5-7 weeks to get a SSN#. This does not preclude the person from coming, but they would not get paid for a couple of months.

 If the person intends to come on a B Business visa and wants to receive an honorarium, the person cannot be here at W&L for more than nine days and cannot have more than 5 such other engagements in the US during a six-month period. The speaker will be asked to fill out a form that details his/her history of visiting the US and will need to provide additional immigration documentation to the Business Office upon arrival. Processing of this information with the IRS takes approximately 10 business days. The person should not expect to receive an honorarium until after his/her departure, but expenses may be reimbursed while the person is here if the appropriate receipts are provided.

A person on a B Tourist visa may not receive an honorarium, but can be reimbursed for expenses.

These are very basic guidelines. If you are considering inviting an international scholar to come speak at the university, please let me know. The visa types mentioned above are only  some of the most common visas for visiting lecturers. I can help you with the visa questions and either Deborah Caylor or Joan Swisher can help you with the Business Office questions.

About Tax ID Numbers:

Since January 1, 2002, the US Government requires ALL international visitors who are receiving an honorarium to have a Social Security Number or a Tax Identification Number (TIN). Visitors may be reimbursed for expenses without a SSN or TIN, but must show appropriate receipts.

If the speaker is a US permanent resident:

The person needs to fill out a W-9 form and provide evidence of her/her permanent  residency ahead of time to the Business Office so that he/she can be paid the honorarium when he/she arrives. Otherwise, he/she may not receive payment until after departure.

If the speaker is a non-resident currently working in the US at another institution:

The person must have the appropriate U.S. visa.

If the person is on a J visa sponsored by another institution, you need to get a letter of permission from that institution to invite the person to speak at W&L.

If the person is on an H or TN visa, we cannot pay the person an honorarium, but we can reimburse for expenses.

If the person is receiving an honorarium, he/she will need to fill out some forms and provide immigration documentation to the Business Office. Processing of this information by the Business Office with the IRS takes approximately 10 business days. Unless this information is provided to the Business Office  well ahead of time, the speaker will not receive payment until after departure.

If the speaker is a non-resident coming to speak from outside the US:

The person must have the appropriate U.S. visa.

The person needs to have a SSN#  or TIN# (Tax Identification Number) to be paid  an honorarium.  Reimbursement of expenses does not require a SSN# or TIN#. SSN#s  and TIN#s are now very difficult to procure. Depending on where the person is living, the visitor may be able to procure a number ahead of time from a SSA overseas office. Otherwise, he/she has to apply for a number in the US after he/she arrives. The SSA is saying that it may take up to 5-7 weeks to get a SSN# or TIN#. This does not preclude the person from coming, but he/she will not be paid until he/she receives the SSN# or  TIN#.

If the person intends to come on a B Business visa and wants to receive an honorarium, the person cannot be here at W&L for more than nine days and cannot have more than 5 such other engagements in the US during a six-month period. The speaker will be asked to fill out a form that details his/her history of visiting the US and will need to provide additional immigration documentation to the Business Office upon arrival. Processing of this information with the IRS takes approximately 10 business days. The person should not expect to receive an honorarium until after his/her departure, but expenses may be reimbursed while the person is here if the appropriate receipts are provided.

A person on a B Tourist visa may not receive an honorarium, but can be reimbursed for expenses.

In some instances, the university may decide to sponsor the short-term international visitor for a J-1 visa, especially where a performance might be involved.

 These are very basic guidelines. Again, If you are considering inviting an international scholar to come speak or perform at the university, please let Amy Richwine know at least 2-3 months in advance. The visa types mentioned above are only  some of the most common visas for visitors. Amy Richwine can help you with the visa questions and either Deborah Caylor or Joan Swisher can help you with the Business Office questions. 

About Tax ID Numbers:

Since January 1, 2002, the US Government requires ALL longer-term international visitors who are paid a salary or have room/board as part of their remuneration package, have a Social Security Number. Depending on the tax treaty between the US and the visitor’s country, if lodging and meals are part of the remuneration package, they may be taxable.

If the professor/research scholar is a US permanent resident:

Please liaise with Personnel and the Business Office to complete the necessary paperwork. The Office of International Education requires a photocopy of the individuals permanent residency documentation for its files, but no other additional information.

If the professor/research scholar is a non-resident currently working in the US at another institution:

The person must have the appropriate U.S. visa.

If the person is currently on a J visa sponsored by another institution, we will need to initiate a transfer of the J visa BEFORE the expiration of the current visa.

If the visitor in on an F student visa (such as a PhD candidate), Amy Richwine will have to work with the student’s sponsoring institution to ensure that the student is able to work off-campus

If you wish to sponsor a person for an H or TN visa,  you will need to work with the university’s Personnel Office and University Counsel and the immigration lawyers we have on retainer. We are in the process of revising these procedures and will keep you apprised of any major changes.

Be advised that procurement of an H visa may take six months or more.

If the professor/research scholar is a non-resident from outside the US:

The person must have the appropriate U.S. visa.

The person needs to have a SSN# .  SSN#s are now very difficult to procure. Depending on where the person is living, the visitor may be able to procure a number ahead of time from a SSA overseas office. Otherwise, he/she has to apply for a number in the US after he/she arrives. The SSA is saying that it may take up to 5-7 weeks to get a SSN#. This does not preclude the person from coming, but he/she will not be paid until he/she receives the SSN#.

The university usually sponsors the professor/research scholar for a J-1 visa. You need to work with Amy Richwine to get the documentation required for the international visitor to take to the US Embassy to get his/her visa. Any dependent accompanying the visitor will also need the same documentation. Please allow 3-6 months for this process.

The professor/research scholar is required by law to have medical insurance that meets specific US government requirements.

These are very basic guidelines. Again, If you are considering inviting a professor or research scholar to the university, please let Amy Richwine know at least 3-6 months in advance. The visa types mentioned above are only  some of the most common visas for visitors. Amy Richwine can help you with the visa questions and either Deborah Caylor or Joan Swisher can help you with the Business Office questions.