Faculty and Staff

Visas: Reimbursement Requirements for Foreign Visitors

Last updated October 29, 2009 2:50:51 PM PDT
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See requirements for hosting a foreign visitor, including determining eligibility for reimbursement, determining travel status, and claiming expenses.

Before hosting foreign visitors

Make sure they have the proper visas. Foreign visitors are issued an I-94 (arrival/ departure card) showing their travel status, which determines eligibility for reimbursement. There are no exceptions to visa requirements, since making exceptions would put UCSD at risk of losing federal funding.

Note: For visitors from Canada, the I-94 is generally not required and B-1 status is implied.

Before arrival

  1. Determine the visa type required for reimbursing travel expenses.
  2. Determine the requirements to obtain the desired visa. See the UCSD International Student and Scholar Office for details.
  3. Communicate the requirements to the visitor. See a sample letter (PDF).
  4. Review Payments to Foreign Visitors to learn the difference between reimbursing travel and paying an honorarium, including tax implications.

After arrival

  1. Verify the visa type listed on the I-94 and ensure it is appropriate for reimbursing travel expenses.
  2. Make a copy of the I-94 to include in the expense claim supporting documentation.
  3. When claiming expenses, indicate the visa type and retain the I-94 in your area when using MyTravel or submit to UCSD Travel if using the paper form (Excel).

    For Canadian visitors: Indicate “Visitor from Canada with implied B-1 status” and keep a copy of the visitors Canadian residency or citizenship.
Visa/ classification Reimbursement requirements
B-1 visa Travelers can be reimbursed for actual travel expenses.
B-2 visa Travelers must complete the Certification of Academic Activity form (PDF) and meet the following requirements:
  • The purpose of the visit must be for "usual academic activity."
  • The visit cannot exceed 9 days.
  • The payment must be offered by UCSD.
  • Visa holders cannot accept reimbursement for travel expenses from more than 5 academic institutions within the previous 6-month period.
F visa Travelers can be reimbursed for actual travel expenses.
H visa Travelers can be reimbursed for actual travel expenses.
J visa Travelers can be reimbursed for actual travel expenses.
O visa Travelers can be reimbursed for actual travel expenses.
P visa Travelers can be reimbursed for actual travel expenses.
R visa Travelers can be reimbursed for actual travel expenses.
Note: The purpose of the visit to UCSD must be associated with the traveler's religious occupation.
TN Classification Travelers can be reimbursed for actual travel expenses.
Waiver for Business (WB) Travelers can be reimbursed for actual travel expenses.
Waiver for Tourist (WT) Travelers must complete the Certification of Academic Activity form (PDF) and meet the following requirements:
  • The purpose of the visit must be for "usual academic activity."
  • The visit cannot exceed 9 days.
  • The payment must be offered by UCSD.
  • Visa holders cannot accept reimbursement for travel expenses from more than 5 academic institutions within the previous 6-month period.

WB and WT notice: The Visa Waiver program is limited to participating countries. The list of participating countries does not include Canada or Mexico.

For more information, contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.

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  • Reimbursement Requirements for Foreign Visitors

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