Hosting International Visitors and Delegations

The University of Cincinnati brings many international visitors to campus each year to teach, conduct research, give lectures or performances, and form collaborations.

All international visitors (anyone not a US Citizen / Permanent Resident) are required by university policy to be officially entered into iBearcatsGlobalWhy?

  • Their visit is officially reported and recorded.
  • The visitor is pre-screened for Export Controls purposes.  
  • The visitor is eligible to receive payments, if eligible in their current immigration status.
  • The visitor is cleared to provide the service or have access to UC facilities and research.

I am hosting...


Typical Visitor Visa Statuses

University of Cincinnati departments sponsor the visits of many international visitors providing “limited services” on a temporary basis, including guest lecturing or performances.

These individuals typically come on a tourist status, including B-1, B-2 and visa waiver status. 

The B-1 classification allows international visitors to come to the United States temporarily to engage in a variety of business-related activities like conventions, conferences, consultations, etc. It does not include employment.

Honoraria for lectures, performances, and consultations are permitted, provided

  • the stay at UC will not exceed 9 days
  • the international visitor has not received such payments from more than 5 other institutions during the previous 6 months. 

Reimbursement for travel and living expenses are permitted regardless of the duration of stay.

The B-2 classification allows international visitors to come to the United States temporarily to engage in activities of a recreational nature, including tourism, amusement, visits with friends and relatives, medical treatment, etc. 

Honoraria for lectures, performances, consultations, etc. as well as reimbursement for travel and living expenses are permitted as long as

  • the stay at UC does not exceed 9 days
  • the international visitor has not received such payments from more than 5 other institutions during the previous 6 months

The Visa Waiver Program (VWP) allows citizens of designated countries to apply for admission to the United States as visitors without first obtaining a nonimmigrant visa from a US consulate. Use of the VWP is limited to business visitors (who would normally hold “B-1” visas) and to visitors for tourism (usually holding “B-2” visas).

The following countries have been designated to participate:
Andorra, Australia, Austria, Belgium, Brunei, Chile, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Japan, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, New Zealand, Norway, Poland, Portugal, San Marino, Singapore, Slovakia, Slovenia, South Korea, Spain, Sweden, Switzerland, Taiwan and United Kingdom.

Visitors must apply for entry authorization using the Department of Homeland Security’s Electronic System for Travel Authorization (ESTA) database at least 72 hours before their scheduled departure.

Honorarium payments are permitted if

  • the stay at UC will not exceed 9 days
  • the international visitor has not received such payments from more than 5 other institutions during the preceding 6 months

International visitors on visa waiver for business (WB) can receive reimbursement for travel and living expenses regardless of the length of stay.

International visitors on the visa waiver for tourism (WT) can only receive reimbursement if the stay does not exceed 9 days.

If you are inviting a Non-US Citizen/Non-Permanent Resident (Green Card) to perform a lecture, performance, or any paid activity virtually, it is important to ascertain if the guest will carry out this activity while outside the US or in the US. 

If in the US, see the Limited Services Engagements section.

If outside the US

The department submits the following into UC Flex as part of the electronic submission for Accounts Payable (A/P):

  • Limited Services Engagement Form
  • Foreign Visitor Supplement
  • A letter from the department that invited them here which describes the services the visitor is providing and what you are paying them to do
  • Check the box that states the visitor is a Non-US Citizen/Non-Permanent Resident (Green Card)
  • In the “Note” section of the A/P request,  state that the guest performed these activities while outside the US

When you submit his request in UC Flex, UC International will review the request, approve it and forward it the UC Tax Compliance Office, who will then forward it to A/P.


If you will be hosting an international visitor and paying them an honoraria:

  1. Add the visitor to iBearcatsGlobal using the “Add a Person” function. If you do not have access to iBearcatsGlobal you can apply for access.
  2. Submit the “Other Immigration Statuses” eForm in iBearcatsGlobal for the visitor. UC International will email you upon approval and list any other required documentation.

Payments

The types of payments that can be made depend upon the immigration status of the international visitor. Requests for payments typically take five business days to process and may not be submitted to Accounts Payable until:

  • The international visitor has been entered into iBearcatsGlobal.
  • The visitor physically enters the US.
  • The department submits the following into UC Flex as part of the electronic submission for Accounts Payable (A/P):
    • Limited Services Engagement Form 
    • Foreign Visitor Supplement
    • Copies of the visitor's passport, visa (if they have one) and I-94 record (which the visitor can download)
    • A letter from the department that invited him here which describes the services the visitor is providing and what you are paying them to do
    • Check the box that states the visitor is a Non-US Citizen / Non-Permanent Resident (Green Card)
  • When you submit the Payment Request, UC International will review the request, approve it and forward it to the UC Tax Compliance office, who will then forward it to A/P. 

When you are hosting an international visitor, we recommend: 

  • Asking the visitor their current or intended immigration status.
  • Verify if they have an appropriate status to be compensated. Note that the provided chart is not an exhaustive list and can change at any given time by USCIS. If you have questions, contact UC International.

Ordinary documentation of expenses includes such things as hotel/airline receipts, mileage figures, meal receipts, etc.

Documentation of expenses should be submitted when there is an additional payment (honoraria, etc.) being requested.

Unless the visitor is being paid through the UC payroll, which requires onboarding, there is no need for the visitor to meet with UC International in person.


Non-Paid Visitors and Delegations

For individual visitors:

  1. Create an iBearcatsGlobal record for the prospective visitor using the “Add New Person” function.
  2. Submit the “Visiting Scholar Request (unpaid visitors)" in iBearcatsGlobal. Please follow the instructions provided in the How to Use UC International Services eForm section.

For visiting delegations (more than one visitor coming from the same institution), use the Visiting Delegations eForm to get the visitors on record with our office.