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Payroll
Visa Procedures for International Non-Student Visitors
Persons for Whom This Procedure Applies
This procedure applies to any speaker, professor, research scholar or other non-student status visitor to SMU whose citizenship is other than the U.S. and who has been invited to SMU for the purpose of teaching, lecturing, researching, or other activities related to the university.
Categories of Visas
Any person covered under this procedure as described in above must obtain one of the visas listed below prior to entering the U.S. In no case can a person begin work or receive payment without the appropriate visa.
- B-1 or WB (Business) – can receive reimbursement for expenses and honoraria if the visit is 9 or less days and person has not accepted such payment or expenses from more than five institutions or organizations in the previous 6-month period.
- B-2 or WT (Tourist) – can receive reimbursement for expenses and honoraria if the visit is 9 or less days and person has not accepted such payment or expenses from more than 5 institutions or organizations in the previous 6 month period.
- J-1 (Visiting professors and speakers) – to be paid for services rendered; 3 years maximum stay; cannot be on a tenure track.
- H1B – this visa type is employer specific and for full-time faculty working on a contract basis, either tenure track or visiting, and is handled by the Office of Legal Affairs in conjunction with the appropriate Dean or division of the University that has made the offer of employment.
Responsibilities of Department, School or College Hosting Visitor
- If a visitor plans to enter the U.S. on a J-1 visa, he or she may not initiate the process. The host must complete and submit an IAP-66 Request Form to the SMU International Office. Requirements for the issuance of this form should be obtained from that office at 214-768-4475.
- The host department should coordinate the arrival of the visit with the scheduling of an appointment at the International Office so that the International Office personnel can obtain a copy of the visitor’s passport, visa and I-94. This is required for all international visitors. For high-level visitors for visitors who will be on campus for a very short period of time, the host department can request that someone from the International Office meet with the visitor at the department instead of at the International Office.
- The International Office will coordinate with the Non-Resident Alien tax specialist in the Payroll office any payments made to the international visitor.
Taxes and Payments
- All payment requests for international visitors are to be approved by Payroll where a non-resident alien tax specialist will ensure tax compliance with international taxation policies.
- Expense reimbursement requests will be paid under the university’s accountable plan and thus will require the appropriate receipts as documentation prior to being approved for payment.
- Any gifts for international visitors should follow the guidelines provided in the university policy manual.
- All payment requests for honorarium payments (or any payment that can be considered compensation) for international visitors are required to have a taxpayer identification number (usually a social security number).
