DETERMINING PROPER VISA AND IMMIGRATION STATUS
When an ETSU department wants to invite an international scholar for a visit that involves payment of an honorarium or salary to the visitor, it is important to establish beforehand that the visitor will be eligible for payment while in the United States. A foreign person's eligibility to accept employment in the United States is covered under the Department of Homeland Security regulations and varies depending on the immigration status of the foreign person.
Under current regulations, visitors who enter the United States under the J-1, B-1, or B-2 visas may be eligible to receive and honorarium or salary and reimbursement of travel expenses.
The following is a guide for determining eligibility for payment and appropriate documentation.First, determine whether visitor should enter the United States under the B or J visas.Factors to consider for B visas (visitors for pleasure or business)
Factors to consider for J-1 visitors - Exchange Visitor Program
Please note that, effective January 5, 2015, the attached policy on English language proficiency took effect.
APPLICATION PROCESS AND STATUS MAINTENANCE FOR PROSPECTIVE J-1 VISITORS Prior to exchange visitor's arrival:
Maintaining legal status:
Scholars may purchase health insurance from sources other than the TBR. Policies, however, must comply with the U.S. Department of State minimum requirements:
International Programs and Services will mail an on-campus housing application brochure to the visitor, but departments must notify the Housing Office in writing that a visitor will be at ETSU as a guest of the department. Departments should include in this communication, the name, home address, phone number and e-mail address of the visitor, as well as the dates for arrival and departure and information on who is responsible for the rent.
Buc Village one bedroom apartments are quite popular with exchange visitors, but they are in short supply. The housing office asks that reservations for visitor's housing be made as early as possible.
If visitors are paying for housing themselves, a housing deposit and application is required. If departments are paying for housing, only an application form is necessary.
Visitors who prefer to stay off-campus will need help from the department in locating appropriate accommodations. Please find more information about off-campus housing at the Adult Commuter Transfer Services website.
POST OFFICE BOX
Scholars are eligible to rent a post office box at the university post office. Rentals are $30 per year and a letter from the department, to the Post Office manager, indicating that the scholar is a guest of the university, would be helpful but it is not required. Scholars need to provide the post office with their name, permanent address, local phone number, department with which they are associated, and the $30 fee. It may also be possible for the individual to use the department mailing address, which is available at no cost.
Scholars will be eligible for a social security number once they arrive at ETSU. In order to obtain a social security card, the visitor will need some form of identification (i.e., birth certificate, passport, etc.) that is at least one year old and includes the visitor's date of birth, all immigration documents (DS-2019, I-94 and passport) and a letter from the IPS office confirming their immigration status.
ID cards may be necessary for scholars to gain access to the dorms, the library, recreation facilities, etc. The ID office will issue a card to a university guest provided that they have a letter from the department that includes the visitor’s name, local address, phone number and length of stay. If the visitor will be employed by ETSU, a copy of the employment contract will suffice for this purpose. Contact: Mr. Charles Forester, Student Identification Office Manager, at extension 9-8315. Cost is $5.
The ID card explained above would provide visiting scholars access to the library.
Visiting scholars may open a computer account that provides access to e-mail and other services they may require. The department should complete an Computer Account Request Form and submit it to the Office of Information Technology .
EXTENSION OF STAY
The hosting department may request an extension of stay for their visiting scholar. The length of the extension will depend on the J-1 category of the visitor. Please complete the J-1 Scholar Extension Application Form A to request an extension of stay.
This request must reach International Programs and Services at least 2 weeks before current form DS-2019 expires. Contact persons: Maria Costa or Karla Leybold.
Frequently, there are income tax issues involved with bringing a foreign scholar to campus. These issues vary from case to case and from country to country. All visiting scholars receiving payment for services must complete a profile in our internet based tax system, GLACIER. This system will determine how the individual will be taxed. In general, the withholding rate is 30% for honorariums. The scholar must have a social security number or ITIN (individual taxpayer identification number) to receive an honorarium payment. They must have a SSN to be placed on the payroll. The GLACIER profile must be completed in advance of any payment. Please contact Jennifer Crigger, Director of Auxiliaries, as soon as the decision to invite someone has been made. Tax issues should be addressed before the scholar’s arrival to ensure timely payment.