Revised-November 30, 2018

Instructions Cover Visits up to Nine Days and Greater Than Nine Days

 

Visitor Visa Categories include:

  • B-1 - Visitor for business
  • B-2 -Visitor for pleasure
  • B-1/B-2 - visitor for a combined purpose
  • WB - Visa Waiver Program visitor for business
  • WT - Visa Waiver Program visitor for tourism
  • WB/WT - Visitor visa waiver for a combined purpose

For WB/WT visitors seeking to enter the U.S. on the Visa Waiver Program (VWP), it is important to review information posted by the U.S. Department of State regarding eligibility and upcoming new requirements. At this time, this program applies only to 38 countries, and if eligible, visitors must present machine-readable passports.

Duke Visa Services (DVS) WEBFORM NOT Required for B-1 (WB) Visitors with Business Purposes 9 Days or Less

If your department wishes to reimburse foreign nationals invited to Duke in either B-1 or WB visa status and who will be at Duke for 9 days or less, this is possible. Departments must follow reimbursement instructions published by Accounts Payable. Documentation includes copy of receipts, copy of the foreign national’s biographical page of the passport showing expiration date, and a copy of the foreign national’s electronic I-94 Admission Record. If the I-94 is not available, a copy of the United States admission stamp with the annotation of admission as B-1 or WB on the passport page is acceptable. Questions regarding reimbursement should be directed to Accounts Payable (Jackie Pollmiller - 668-5225).

DVS WEBFORM REQUIRED for Visits Greater Than 9 Days

B-1 or WB visitors at Duke for more than 9 days are eligible for reimbursement of documented expenses only.

Departments must follow reimbursement instructions published by Accounts Payable. See the above information for the required documentation. Questions regarding reimbursement should be directed to Accounts Payable (Jackie Pollmiller - 668-5225). If the foreign national visitor has entered on a B-2 or WT visa, please refer to B Visitor Honorarium & Reimbursement Payments webpage for additional information.

A DVS Webform is required because:

  1. DVS must verify that the activities performed using the visitor visa category cannot be interpreted as employment. If we determine that the visitor’s activities are of benefit to Duke, we must recommend another visa category which would be more appropriate for the visitor’s on campus activities.
  2. Duke’s Office of Export Controls must review the visitor’s activities to ensure researchers and staff remain compliant with U.S. laws controlling exposure of both goods and technology and with sanctions upon certain foreign countries.

If you wish to reimburse expenses for any visitor visa categories or you desire to make an honorarium payment for a foreign national at Duke for more than 9 days, you should consider sponsoring the individual as a J-1 short-term scholar not a WB/WT/B-1/B-2 visitor.

B Visitor Reimbursement and Honorarium Payments

There exists a special provision available to academic institutions that permits reimbursement of documented expenses and honorarium payments for foreign nationals who enter in any visitor visa status provided that:

  1. The activity on the Duke campus can last no more than 9 days.
  2. The foreign national cannot have made more than 5 such visits within the previous 6-month period.

Details can be found on our B Visitor Honorarium & Reimbursement Payments webpage.

A short version can be found at B Visitor Honorarium: Simplified Instructions.

Be sure to review the following:

  1. Sample Invitation Letter for Visitors Engaged in Academic Activities.
  2. Declaration by Visitors Engaged in Academic Activities (this form MUST be submitted with the requisite documentation to Accounts Payable).

If departments have questions about these requirements, please address them directly to Accounts Payable (Jackie Pollmiller - 668-5225).

NOTE: These payments cannot be made unless a foreign national already has a U.S. Social Security Number (SSN) or an Individual Taxpayer Identification Number (ITIN). If your visitor has neither, then you will have to assist him/her in obtaining an ITIN. Visitors are not eligible for a SSN. It is likely that taxes will be withheld from honorarium payments, so you may wish to take this into account when setting the amount you want the foreign national to receive. You may contact Jackie Pollmiller at Duke Accounts Payable (668-5225) with questions and assistance with the ITIN application.