International Short-term visitors, campus visit

It is illegal to pay or provide travel, accommodations, hospitality or anything that can be construed by the IRS as income to foreign nationals who are present in the US on tourist visas. Accounts Payable will not issue payment to a foreign national unless provided with documentation that the visitor has traveled on a visa that allows payment and the tax form appropriate to the visitor’s circumstances.

PLEASE NOTE: Your visitor may or may not be eligible by tax treaty which exempts them from withholding taxes. RISD uses TaxNavigator to assess tax exemption eligibility which reviews tax residency, tax treaties, substantial presence in the US and US Social Security Number or ITIN (Individual Taxpayer ID number). Visitors who are not eligible for tax exemption are taxed at 30%. Some departments elect to adjust the honorarium amount for visitors who will be taxed and also to accommodate the wire fees that the guest's bank will charge for the transfer of the honorarium.

Visitors who are on campus for more than 9 days in any capacity are not considered short-term visitors but must have either an Exchange Visitor's visa or TN visa specific to RISD. 

Process for visitors originating travel from outside the US or already in the US:

Step 1) Faculty who wish to extend an invitation get prior written approval of the expense from their department head, copying their department's Academic Specialist (who monitors department expenditures, handles department logistics, and facilitates payments from department budgets).

Step 2) Academic Specialists or staff from non-academic offices complete this form which provides the College with the information to contact the guest, as soon as the invitation has been approved by the department head.

Step 3)  Academic Administration/ISSA will contact the guest.

a) If the guest is originating travel outside of the US to come to RISD they will advise the guest as to the steps that they must take to travel to the US and receive payment or reimbursement or purchase of travel, accommodations, or other per diem expenses. If applicable, the guest will be sent a formal letter of invitation that they should travel with.

b) If the guest is already in the US they will ask regarding visa status and contact info for the visa sponsor and seek permission from the visa sponsor for RISD to host the visitor.  If the request is denied the guest and the host will be informed. Please read the last section of this page regarding potential legal constraints.

Step 4)  Academic Affairs initiates a Supplier Request for eligible visitors. 

Step 5) Accounts Payable contacts the guest and provides a link to Paymentworks (a web-based system that allow the guest to securely complete a tax form and provide banking and/or address information)

Step 6) Accounts Payable notifies the host's Academic Specialist that they can log on to Workday, create a Supplier Invoice Request for Supplier/Guest, uploads a simple invoice, and submits it for payment.

Step 7) Accounts Payable processes the Invoice Request and the RISD Treasury wire transfers the funds to the visitor's bank account after their visit.

The following two sections are provided as "for your information" only. Academic Affairs will determine if the guest is eligible for payment. Department staff and faculty should rely on Academic Affairs to directly communicate with potential guests about the legal travel and tax obligations.

WHEN YOUR GUEST IS ORIGINATING TRAVEL OUTSIDE THE US, GETTING TRAVEL AUTHORIZATION

Visa Waiver Program
The Visa Waiver Program allows citizens of the nations listed below to receive on-line travel approval that is usually good for multiple entries. The Visitor applies online in advance through the Electronic System of Travel Authorization (“ESTA”) at https://esta.cbp.dhs.gov no less than 72 hours prior to travel to the U.S. The traveler will be asked to provide biographical information and information related to their travel plans.   If the applicant is approved, they are cleared for immediate travel to the U.S.

**Countries approved for visa waiver appear below

B visa.
Visitors originating travel from outside the United States, who are residents of non-visa waiver countries must apply for a B visa in order to receive honoraria or expenses. During any six-month period of time, a foreign national with a B1 visa may visit up to five United States universities for no more than 9 days at each school. A B1 visa holder can visit RISD as a critic, lecturer, etc.  If the visitor does not already have a B1 visa, the visitor applies for one at the US Consulate closest to the guest’s home. The fee is $160 US and the wait may be considerable. Academic Affairs will provide a formal invitation letter (which quotes the law that allows B1 holders to accept honoraria from US colleges)  that the visitor takes to the Consulate to support the visa application and which they travel with to insure a smooth border crossing. 

Canadians
For short-term visits, Canadian citizens don’t need a visa of any kind by virtue of the North American Free Trade Agreement (NAFTA.) However, the College needs documentation of their Canadian citizenship and will need the visitor to complete the appropriate tax form.

VISITORS ALREADY IN THE UNITED STATES, RISD REQUESTS PERMISSION TO HOST
Faculty commonly meet interesting international colleagues at professional meetings, exhibitions, etc. and wish to invite them to speak at RISD. The interesting colleague may be already working in the US on a visa, has a Social Security number but may not be able to accept payment from RISD, depending on the type of visa that they hold. Academic Affairs needs to be put in contact with your visitor as soon as possible to determine their status, and arrange for adequate documentation of their status.

Tourist/no visa/dependent of a visa holder
It is illegal to pay or provide travel, accommodations, hospitality or anything that can be construed by the IRS as income to foreign nationals who are present in the US on tourist visas.

J1 visa from another institution
RISD’s J1 Responsible Officer may ask to “borrow” a J1 visa holder from another institution of higher education for a brief visit. Some J1 holders may not be allowed by their visa sponsor to receive honoraria. Academic Affairs needs contact information for the J1 visa sponsor in order to obtain a formal letter of permission to engage their J1 holder at RISD for short-term activities.

H1B visa issued from another institution or business
RISD cannot legally pay honoraria to H1B holders but may pay travel, accommodations and per diem expenses for H1B visa holders sponsored by another institution or business. The approved Federal per diem for Providence is currently $219 per day.

O1 visa issued from another institution or business
RISD cannot legally pay honoraria but may pay travel, accommodations and per diem expenses for O1 visa holders sponsored by another institution or business. The approved Federal per diem for Providence is currently $155 for hotel and $64 for food and incidentals per day. EXCEPTION: O1 visas sponsored by an agent representing an artist or designer for a wide range of creative and scholarly activities.