Information for International Business Visitors Northeastern University 360 Huntington Avenue, Boston, MA 02115

Visitor Visas This information sheet describes the B-1 (international visitor visa for business) visa. For visitors from countries listed on the Visa Waiver Program (VWP), the Waiver Business (WB) is used in lieu of the B-1.

Visa Waiver Program The VWP allows citizens of certain countries to travel to the U.S. for business or pleasure without obtaining a B-1/B-2 visa stamp. For information on countries participating in the visa waiver program, check the U.S. Department of State website at http://travel.state.gov/visa/temp/without/without_1990.html.

Academic Purposes B-1/WB may be used for certain academic activities, including the following: attending meetings; participating in scientific, educational, professional or business conventions, conferences, or seminars; and conducting independent research. It is not appropriate for a B-1/WB visitor to engage in collaborative research, work in a lab, or receive an academic appointment. Activities normally considered as employment are not permitted under the B1/WB categories.

Northeastern departments should confer with their personnel officer in the Dean’s Office to ensure that the B-1/WB is most appropriate for the visitor’s planned activity. If the visitor’s visa is deemed inappropriate for the proposed activity, the J-1 short-term scholar visa may be an appropriate alternative. The maximum duration of the short-term scholar appointment is six months.

Export Control Export control requirements can apply when regulated information, data or software will be shared with foreign persons or entities in the US or transferred in any manner to foreign persons outside the US or tangible items, such as equipment (including PCs and Macs), materials, components, etc., will be sent or carried outside of the US. Because violations of export control regulations can lead to significant civil and criminal penalties, it is essential that prior to the arrival of an international visitor, the sponsoring department or employee confer with the Dean’s office and/or the Compliance Department to help ensure compliance with these requirements.

Payment Visitors who receive payments may be subject to tax reporting and/or withholding requirements. Payments include honoraria, stipends and travel expenses. Taxes will be withheld on all payments at a 30% tax rate. If the visitor does not already have an Individual Tax Identification Number (ITIN) or Social Security Number (SSN), he/she must apply for an ITIN (http://www.irs.gov/individuals/article/0,,id=96287,00.html).

Revised November 2013 Page 1 of 2 For honoraria and stipends, the department submits to Accounts Payable a Direct Pay (DPay) Form with an attached copy of the Letter of Invitation and a copy of the International Business Visitor Request. For reimbursements, the department submits to Accounts Payable a Travel Expense Voucher Form with attached copies of the Letter of Invitation and a copy of the International Business Visitor Form. Visitors receiving honoraria may only be engaged in the academic activity for nine or fewer business days. Further, the visitor may not have received honorarium payments from more than five academic institutions, during the previous six months.

Study B-1/WB visitors are prohibited from enrolling in a “course of study” or any kind of study that would earn credit or certification.

Steps for Inviting an International Visitor 1. If the B-1/WB category is determined to be appropriate, the visitor must submit a completed International Business Visitor Request form and the department must complete a Department Form. These two forms must be submitted to the Dean’s Office personnel contact.

2. The college will send an invitation letter to the visitor, which indicates the purpose of the visit, length of stay at Northeastern, and any financial arrangements (including travel expenses and/or honoraria). This letter will assist the visitor when applying for the visa stamp and/or upon entry to the U.S.

3. If the visitor is not eligible for the VWP, the visitor must apply for a B-1 at the nearest U.S. embassy/consulate ( http://www.usembassy.gov/ ). Information on the VWP: http://travel.state.gov/visa/temp/without/without_1990.html

4. For honoraria and stipends, the department submits to Accounts Payable a Direct Pay (DPay) Form with an attached copy of the Letter of Invitation and a copy of the International Business Visitor Request. For reimbursements, the department submits to Accounts Payable a Travel Expense Voucher Form with attached copies of the Letter of Invitation and a copy of the International Business Visitor Form. Visitors receiving honoraria may only be engaged in the academic activity for nine or fewer business days. Further, the visitor may not have received honorarium payments from more than five academic institutions, during the previous six months.

5. While the visitor is present in the U.S., the department copies the visitor’s passport, I-94 card (front and back), and B-1 visa stamp. The department should keep copies of all forms and documents. (Note: If WB, no I-94)

Visitors Already in the United States If you are extending an invitation to an international visitor who is already in the U.S. in a particular visa status other than B-1 or WB, it is important to contact the Dean’s Office in order to determine if the proposed activity at Northeastern will be permitted by the federal government with the visitor’s current status, or if alternative arrangements should be made.

Revised November 2013 Page 2 of 2