These steps are intended to help you prepare for international scholars in need of a visa waiver or B-1/B-2 visa.
Visa waiver or B-1/B-2 visa procedure
Start the process
Request a copy of the visitor’s passport ID page as well as the ID pages of any dependents who may be accompanying him/her.
If a University ID number/ID Card are not needed for the visitor, you may skip this step, as well as steps 4, 8, 11.
Send the following link for the visitor to complete, print, and return the form to you via Secure Share as soon as possible:
Personal Profile Form (ED)
Note: This information is necessary to complete the Add New Person eDoc in Section 3. This step may be skipped if a University ID number/card are not necessary.
Write a letter of invitation on letterhead and send it to the visitor (or the partner institution, if appropriate) via email. Contact OIA if you would like a sample letter.
Encourage your visitor to submit necessary paperwork for their B-1/B-2 visa or their Electronic System for Travel Authorization (ESTA) as soon as possible. Visitors may apply for the B-1/B-2 visas at a U.S. consulate. ESTA is a web-based system so visitors coming to the U.S. on the visa waiver program may apply online: https://esta.cbp.dhs.gov/.
You may provide additional information to the visitor concerning a short-term visit:
Complete the eDocs and make arrangements
Submit an “Add New Person” eDoc in the Human Resource Management System (HRMS). In the “Notes” section of the eDoc, indicate what visa type will be requested and upload the passport photo page(s) and a copy of the letter of invitation. If dependents will be accompanying the visitor, you may also need to upload their passport photo pages.
If you do not have access to HRMS in One.IU, please speak with either your unit’s HR person or Fiscal Officer.
Note: There is a guide to completing an Add New Person- International eDoc on the Human Resources website.
Reserve a space for lodging or provide information to the visitor about housing options.
Note: Keep a copy of the visitor’s local address. If the visitor is arranging his/her own lodging, request that he or she sends you this information once the arrangements have been made. For a basic list of short term housing options, contact OIA.
Arrange for an office, desk, or workspace for the visitor, if needed.
No more than 60 days prior to arrival, submit a “Hire Employee” eDoc in HRMS.
This cannot be done until after the Add New Person eDoc has been approved and is required to add the scholar to the system, even if the visitor is unpaid. Unpaid scholars are considered “academic No-pay” hires.
Note: For visitors who do not need to be in the system (do not require a University ID card, IU email and computing account…) this step may be skipped.
Arrange for transportation to/from the airport or provide ground transportation options to the visitor.
Arrange for someone to meet the visitor and accompany him or her for first day activities such as getting an ID card, finding their workspace, and/or going on a campus tour.
Write welcome letter and/or put together an itinerary.
Create a welcome packet for your visitor with applicable items such as a list of nearby restaurants or grocery stores, how to set up an IU computing account, Bloomington visitors’ guide, where urgent care facilities may be found, etc.
Contact OIA for already prepared items that can be included in the packet.
Review the University Tax Services website and then contact University Tax Services.
Laws are continuously changing which affects our policies and procedures.
A quick guide for Payment to International Visitors can be found at: https://fms.iu.edu/tax/international/quick-guide/
If the visitor will be receiving a living stipend, honorarium, or compensation but is not eligible for tax treaty, contact FMS Taxpayer for instructions on how to complete a “special W-4.”
For University Tax to determine treaty status, the visitor must complete the International Tax Questionnaire. The Completed International Tax Questionnaire should be submitted along with a copy of the I-94 and sponsoring document (DS-2019) to Financial Management Services, Poplars Building Room527
Items scholars should bring with them
At the Port of Entry to the U.S., visitors must have the following items with them:
- Passport, with appropriate visa from U.S. embassy or consulate
- Letter of Invitation
- Return Airline Ticket (or confirmation of the return trip)
- Sponsoring document, such as the DS-2019 for visitors entering on a J-1 visa
Upon arrival on-campus, visitors should have the following items with them:
- Tax Cover Sheet (if required)
- W-8BEN (if required and not yet faxed)
- Proof of Health Insurance Coverage
- The amount and extent of coverage should be included
- This documentation must be provided in English