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Policies
and Procedures Pertaining to International Visitors
The University
of St. Thomas has foreign nationals on campus to whom different types of
payments are made, including honoraria payments to guest speakers.
- When a
university department sends a foreign visitor an invitation letter to
verify the commitment for speaking or other academic engagement, the
letter should request that the visitor confirm their immigration
status / citizenship status.
- If
the individual indicates he or she is a U.S. Citizen or Permanent
Resident, the department may work directly with Accounts Payable in
processing the paperwork for payment.
- If
the individual indicates that he or she is neither a U.S. Citizen
nor a Permanent Resident, a
Form W-8BEN should
be completed.
- The
appropriate tax withholding and reporting for any and all payments that
arise from U.S. sources is based first on the residency status of the
payee. To determine an individual’s tax residency status, we
apply the “substantial presence” test and foreign nationals must
complete a
Residency Status Questionnaire.
- If
traveling on B-1, B-2, W-B or W-T status:
- The
university department should verify that they meet the two
requirements required for
Academic Activity.
B-1 or W-B visitors may be reimbursed for expenses (but not paid an
honorarium) without meeting these requirements and completing this
form.
-
Upon arrival of the visitor, the department must obtain a copy of
the I-94 card (and any other required documentation of visa status),
have the visitor and the Department head complete and sign the
Certification of Academic Activity.
- If
traveling on a different visa status, contact
Kirsten
Muller in the Controller’s Office to determine the
appropriate next steps, which may include requesting a letter of
authorization from their sponsoring employer.
- Attach all forms and
copies to the completed
Independent Contractor / Guest Speaker Request Form and
Employee / Independent Contractor Checklist
and forward to
Kirsten Muller
in the Controller’s Office (AQU219) for review and processing.
Substantial
Presence Test
Academic Activity
Nonresident Alien Procedures Checklist
Controllers Office
Room 219, Aquinas Hall
2115 Summit Avenue St. Paul, MN 55105-1096
Comments or questions can be directed to
Controller@stthomas.edu
© 2005 University of St. Thomas, Minnesota USA
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