J-1 Visa Holders from Other Institutions
Occasionally scholars who are on a J-1 program at another institution are engaged at UVM for a lecture or short-term consultation.
What you need to provide the scholar prior to arrival:
An invitation letter including the following information:
- The terms and conditions of the offer
- The duration of the visit
- Number of hours worked
- Amount of compensation
- A description of the content of the visit
What you need from the scholar in order to process reimbursement and payment:
- Letter from the scholar’s J-1 adviser authorizing the short-term lecture/consultation
- Copy of the DS-2019
- Copies of the passport information page, US visa stamp, and white or green I-94 card
Process for paying J-1 scholars from other institutions with proper work authorization
The Check Request must be supported by the EE vs IC Status Determination Form, and:
1. Documentary evidence of payment eligibility:
- copy of the DS-2019 form
- "J-1" permission letter from the scholar’s responsible visa officer
- copy of passport information page
- copy of U.S. visa page
- Form I-94 Arrival/Departure card
2. International Information Form (IIF) (PDF) completed, signed and dated by the individual, for the purpose of determining his or her tax residency status for US income tax purposes.
3. Form W-8BEN or Form W-9, as applicable
The Substantial Presence Test on the back-side of the IIF guides which IRS form the individual should complete in support of the payment:
- Form W-9: if a Resident Alien for US income tax purposes (PDF) Results in 1099-Misc reporting (if at least $600 cumulatively) and no withholding.
Send Check Request, original receipts (if applicable) and supporting documentation to Procurement Services, who will forward to Controller’s Office same-day for tax review.
Last modified January 19 2011 02:31 PM