Visa Document Guidelines Required For Travel Reimbursement For Foreign National VisitorsSLAC is
a national laboratory supported by the U.S. Department of
Energy (DOE) and, as such, we must follow the regulations of
the DOE and the U.S. Citizenship and Immigration Services
(USCIS) relating to reimbursement of travel expenses.
For visitors who are not U.S. citizens or U.S. Legal
Permanent Residents, these include a number of requirements
that are stringent and, at the same, time not so obvious.
Please read this page carefully and make your plans
accordingly. If you
have received an invitation to visit SLAC and you have been
formally offered travel support, SLAC may reimburse all or
part of your travel expenses ONLY if you provide the
required documentation to SLAC’s International Services
Office. On
the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present your passport, original
visa documents, and sponsorship approval letter if
applicable.
Please review relevant visa information below pertaining to
your visa status AND the Travel Reimbursement Office
requirements below. WB Status Holders:
During the entry procedure at a U.S. Port of Entry,
an Immigration Officer will place an entry notation on one
of your passport pages. This notation will indicate
your date of arrival, your Port of Entry, your visa waiver
status, and how long you may remain in the U.S. You
must ensure he/she indicates you have been granted WB
(Waiver for Business) status. Be sure to check your
waiver status BEFORE you LEAVE the inspections area at the
airport. If you are inadvertently provided WT (Waiver
for Tourist) status, please ask for a correction. If
necessary, ask to speak with an inspections supervisor to
obtain a correction. SLAC is NOT able to
provide travel expense reimbursements to WT (Waiver for
Tourist) status holders. On the first business day of your arrival
at SLAC, you must check in with the International Services
Office located in Building 41, Room 243 and present the
following:
B-1 Visa Holders:
You must obtain a B-1 or B1/B2 VISA entry stamp (sticker
affixed to your passport page) from a U.S. Embassy/Consulate
prior to traveling to the US.
During the entry procedure at a U.S. Port of Entry,
an Immigration Officer will indicate your date of arrival,
Port of Entry, how long you may remain in the U.S., and your
visa status on an I-94 Arrival/Departure Card.
You
must ensure he/she indicates you have been granted B-1
(business) visa status.
Be sure to check the visa status indicated BEFORE you LEAVE
the inspections area at the airport.
If you are inadvertently provided B-2 (tourist) visa status,
please ask for a correction.
If necessary,
ask to speak with an inspections supervisor to obtain a
correction.
SLAC is NOT able to provide travel expense reimbursements to
B-2 (tourist) visa status holders.
On the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present the following:
·
Your valid passport J-1 Visa Holders:
On the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present the following:
·
Your valid passport
·
Authorization letter from your sponsoring institution
signed by the Responsible Officer (RO) or Alternate
Responsible Officer (ARO) (22 CFR 62.20 (g).
The letter must mention SLAC by name, give
the dates of the visit and approval for the travel expense
reimbursement. H-1B
Visa Holders:
On the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present the following:
·
Your valid passport F-1
Visa Holders:
On the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present the following:
·
Your valid passport
·
Acknowledgement letter from a Designated School Official
(DSO) of your sponsoring institution confirming you are
a student in good standing and they have no objection to
SLAC providing travel expense reimbursements to you.
The letter should mention SLAC by name and give the dates of
the visit. A
sample letter is available upon request.
See e-mail address below.
O-1 Visa Holders:
On the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present the following:
·
Your valid passport TN
Visa Holders:
On the first business day of your arrival at SLAC, you must
check in with the International Services Office located in
Building 41, Room 243 and present the following:
·
Your valid passport A-1 (Diplomat):Reimbursement payments for travel may be made to consulate or vendor directly. Payment to the individual is not permitted. No other payments are allowed. G-1 (World Organization):Reimbursement payments for travel may be made to the world organization or vendor directly. Payment to the individual is not permitted. No other payments are allowed.
Please contact
robyn@slac.stanford.edu if
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