Overview
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 form (PDF).
GLACIER
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.
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 form (PDF). 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
Reimbursement Guidelines for Visas and Classifications
Please note: The I-94 form is handed out to nonimmigrants by a U.S. immigration inspector when entering the country.
Understanding the I-94 Arrival/Departure Record
Entry to the U.S.: Travel and Re-Entry
B-1 Visa
Travelers must meet the requirements of the Certification of Academic Activity form in order to receive travel expense reimbursement.
Please include with the Travel Reimbursement Report:
- Completed Certification of Academic Activity form (PDF)
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Form I-94 Arrival/Departure Record
- Photocopy of passport
B-2 Visa
Travelers must meet the requirements of the Certification of Academic Activity form 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.
Please include with the Travel Reimbursement Report:
- Completed Certification of Academic Activity form (PDF)
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Form I-94 Arrival/Departure Record
- Photocopy of passport
F Visa, H Visa, J Visas, O Visa, and P Visa
Travelers can be reimbursed for actual travel expenses.
Please include with the Travel Reimbursement Report:
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Form I-94 Arrival/Departure Record
- Photocopy of passport
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.
Please include with the Travel Reimbursement Report:
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Form I-94 Arrival/Departure Record
- Photocopy of passport
TN Classification
Travelers can be reimbursed for actual travel expenses.
Please include with the Travel Reimbursement Report:
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Border Crossing Card or Form I-94 Arrival/Departure Record
- Photocopy of passport
Waiver for Business (WB)
Travelers must meet the requirements of the Certification of Academic Activity form in order to receive travel expense reimbursement.
Please include with the Travel Reimbursement Report:
- Completed Certification of Academic Activity form (PDF)
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Form I-94 Arrival/Departure Record
- Photocopy of passport
Waiver for Tourist (WT)
Travelers must meet the requirements of the Certification of Academic Activity form 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.
Please include with the Travel Reimbursement Report:
- Completed Certification of Academic Activity form (PDF)
- Completed Certificate of Foreign Status for Federal Tax Withholding (UC W-8BEN) form (PDF)
- Completed Form I-94 Arrival/Departure Record
- Photocopy of passport