Reimburse Foreign Visitors for Travel Expenses

Departments and faculty hosting foreign visitors should inform their guests about U.S. immigration requirements governing eligibility for reimbursement of travel expenses. The type of visa the individual uses to enter the U.S. is critical to determining what reimbursement is allowed. There are no exceptions or retroactive do-overs.

Background

Under the Competitiveness Workforce Improvement Act of 1998, payments to foreign visitors with B-1 and B-2 visa types and those traveling on a Waiver for Business (WB) or Waiver for Tourist (WT) are limited. UC Berkeley visitors traveling on one of these visa types or waivers can only receive reimbursement for travel expenses if they meet the requirements of the Certification of Academic Activity (PDF).

Please note: All foreign individuals receiving funds from the university (speaker fees, scholar payments), must have a GLACIER record. GLACIER determines residency status and tax treaty eligibility for the foreign individual. Read more about GLACIER.

B-2 Visas and WT Classifications

Foreign travelers visiting UC Berkeley on a B-2 visa or a Waiver for Tourist (WT) classification are considered tourists and must complete the Certification of Academic Activity (PDF) form. To receive travel expense reimbursement, these travelers must meet the following criteria:

  • Purpose of the visit must be for "usual academic activity"
  • Academic activity cannot exceed nine days
  • Payment must be offered by UC Berkeley
  • Visa holders cannot have accepted reimbursement for travel expenses from more than five academic institutions within the previous six-month period

Guidelines for Other Visas/Classifications

Please note: The I-94 form is handed out to nonimmigrants by a U.S. immigration inspector when entering the country. More information on this process can be found at the Berkeley International Office.

Visa and ClassificationReimbursement Guidelines for Travel Expenses
B-1 Travelers must complete the Certification of Academic Activity (PDF) form and meet the requirements of the certification in order to receive travel expense reimbursement. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
B-2

Travelers must complete the Certification of Academic Activity (PDF) form and meet the requirements of the certification in order to receive travel expense reimbursement.

Please note: Travelers can be reimbursed only if the duration of the academic activity is nine days or less. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
F Visa Travelers can be reimbursed for actual travel expenses. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
H Visa Travelers can be reimbursed for actual travel expenses. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
J Visas Travelers can be reimbursed for actual travel expenses. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
O Visa Travelers can be reimbursed for actual travel expenses. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
P Visa Travelers can be reimbursed for actual travel expenses. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
R Visa

Travelers can be reimbursed for actual travel expenses.

Please note: The purpose of the visit to UC Berkeley must be associated with the traveler's religious occupation. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
TN Classification Travelers can be reimbursed for actual travel expenses. Include copies of the UCW8-BEN (PDF), Border Crossing Card or I-94, and Passport with the Travel Reimbursement Report.
Waiver for Business (WB) Travelers must complete the Certification of Academic Activity (PDF) form and meet the requirements of the certification in order to receive travel expense reimbursement. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.
Waiver for Tourist (WT)

Travelers must complete the Certification of Academic Activity (PDF) form and meet the requirements of the certification in order to receive travel expense reimbursement. Include copies of the UCW8-BEN (PDF), I-94, and Passport with the Travel Reimbursement Report.

Please note: Travelers can be reimbursed only if the duration of the academic activity is nine days or less.