Inviting & Welcoming International Visitors

Purpose

The University of Wisconsin‐Green Bay is committed to fostering international awareness and understanding through a variety of methods, including the involvement of international visitors in University activities (i.e. guest lectures, speakers, professors, researchers, entertainers, etc.).   Due to the complexities involved in facilitating legal entrance into the United States, determining payment types allowable to persons in various visa classifications, completion of income tax and/or tax treaty documents, procedures for obtaining taxpayer identification numbers, etc., the Office of International Education will coordinate the invitation, welcome, and maintenance of records for all international visitors to the University of Wisconsin‐Green Bay.

Definitions

• International Visitor: Any person who is not a citizen or permanent resident of the United States of America.
• Nonimmigrant Temporary Worker: Is the classification given to individuals in the United States under an H‐1B visa.

Applicability

This policy, Inviting and Welcoming International Visitors, applies to the University, its employees, students and student organizations that invite an individual from overseas to campus for a stay longer than 8 hours or when a financial payment is made to the visitor.

Policy

The Office of International Education will coordinate the invitation, welcome, and maintenance of records for all international visitors to the University of Wisconsin‐Green Bay.

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Procedures

Any person/group interested in inviting an international visitor(s) to campus should notify, in writing, the director of international education or the international education faculty coordinator.  The Office of International Education will then:

1. Assist appropriate University staff in establishing a workable budget and securing any needed approval.
2. Assist in the coordination of services including housing, meals, transportation, etc.
3. Correspond with the international visitor(s) to obtain demographic information needed to process immigration and tax filing.
4. Determine which visa type is most appropriate for the international visitor.
5. Produce immigration documents that will enable the visitor to apply for a U.S. visa and legally enter the United States.
6. Prepare and send an invitation packet that includes:
   • A letter of invitation
   • Immigration documents
   • Instructions on applying for a visa and entering the United States
   • Insurance coverage information and application
   • Taxpayer/tax treaty information and forms (W‐8 BEN, 8233, etc.)
7. Establish a personal file for thorough record maintenance.
8. Process immigration, insurance and tax forms.
9. Facilitate Payment to Individual Reports and supporting documentation that enables honorarium remittance and travel expense reimbursement.
10. Welcome the international visitor(s) to campus with a brief orientation program that:
    • Verifies legal entrance into the United States pursuant to visa classification
    • Conducts health screening pursuant to UW‐Green Bay Procedure for Communicable Disease Assessment and TB Skin Testing for International Visitors as described in the Appendix of this policy.