Protocol for Sponsors of International
Visitors to the W&L Campus

I. Introduction

If you would like to sponsor the visit of a guest to the United States (a non-U.S. citizen), we ask that you follow the guidelines set forth below. Note that visa restrictions have become more complex since 2001 and that your adherence to these guidelines will allow for a visit that is more smoothly planned and executed.  Failure to follow these guidelines may result in a situation where an offered honorarium, payment or reimbursement may not be able to be made to a visitor or may be considerably delayed as the University must strictly adhere to federal regulations governing these. 

The categories of visitors with which our Office is involved are: (1) temporary visits of scholars ([a] lectures, performances, workshops, [b] short-term lectures, [c] visiting faculty), and (2) language Teaching Assistants ([a] with student status and [b] without student status).

Please read and bookmark the following websites before continuing on:

Center for International Education: http://www.wlu.edu/x12128.xml

Basic guidelines for inviting international visitors (authored by Amy Richwine):  http://www.wlu.edu/x20065.xml

Visas and SEVIS information: http://travel.state.gov/visa/temp/temp_1305.html

II. Temporary visits of invited scholars (*See website listed above.)

**If an individual requests funds and support for a visiting scholar, that individual is responsible for ensuring that the guest has transportation to and from Lexington, appropriate lodging, meals/groceries, information about her or his stay, and a means to get to know a few people in the community (when appropriate). The host must also ensure that the guest has access to appropriate resources (Personnel Office, Social Security Office [if necessary], Business Office, an office in which to work, computer, supplies, key to office, etc.).

**If a department or program requests funds and support for a visiting scholar, that department or program must designate a point person who will take care of all the items outlined in the paragraph above (or who will clearly delegate the duties to other parties). Upon extending the invitation to the scholar, the department or program head should give the name of the point person to Amy Richwine and to the appropriate academic dean.

Sponsors should also make sure that the terms of the visitor’s contract are clear to all parties. Some visitors do not take the “offer letters” that we use to be “contracts” and are therefore left wondering what their duties are and what their remuneration will be. Contact the appropriate academic dean to clarify any doubts on this. Please note, too, that visitors to the United States on a J-1 visa must now pay a “SEVIS” fee of $180.00 (see list of web links, above, for more information on visas and SEVIS). As you apply for funding for your visitor, please consider adding in a request for the $180.00 SEVIS fee, so that your visitor does not have to assume that cost.

Most importantly, the host must make sure to have contacted Amy Richwine 3-6 months before the guest’s arrival to determine if there is visa paperwork that must be completed to allow the individual to be paid. The sponsor (individual or department/program) should understand that it is the responsibility of the visitor to provide a Social Security Number or to apply for and obtain an International Tax Identification Number (ITIN). After the host has contacted Amy Richwine to take care of visa requirements, he or she must contact Joan Swisher (Business Office) to determine which documents the Business Office requires for the guest to be paid. As always, the earlier this is taken care of, the better.

Amy Richwine conducts a yearly informational meeting on how to complete U.S. tax forms as a non-U.S. citizen.  In addition, the Center for International Education has software that aids international visitors with tax forms. The cost is $10.00 for a login ID.

III. Language Teaching Assistants

Departments that hire language Teaching Assistants are responsible for their employees in the same way that hosts of visiting scholars are responsible for their guests. Department Heads are responsible for assigning a point person (this may be the Department Head, Administrative Assistant, or another member of the department), who will ensure that all elements described in Section II above are taken care of.

In addition, with regard to language TA’s, special consideration must be given to the following items:

Each sponsoring department should develop a protocol that addresses the items from Section II above. The model developed by the Department of East Asian Languages and Literatures might serve as a template for departments that have not yet developed a protocol. The model consists of a set of guidelines for TA’s generated by the department and a “welcome” packet filled with useful information for the TA’s.
Distinguish between TA’s with student visas (usually in French, German, Spanish) and those with non-student visas (usually in Chinese, Japanese, and sometimes in Russian).

TA’s on student visas are not supposed to work for the University in excess of 20 hours a week.

TA’s with instructor status should be invited to events that other part-time faculty are invited to (e.g. President’s reception, Newcomers Group events).
All TA’s will be invited to an orientation session provided by the Dean of the College in early September.

If possible, all TA’s should have the opportunity to have a host family.

TA’s with visa status are not allowed to assume additional work or tutoring unless it is directly connected to their university responsibilities.

IV. Conclusion

Please contact Amy Richwine at the Center for International Education or Elizabeth Knapp in the Office of the Dean of the College with any questions or comments. Also, make sure to let both Amy and Elizabeth know when you have an international guest and/or employee and who your departmental point person is.

Thank you for helping us to welcome our guests in a more open and efficient manner.