Academic Visitors
Inviting and Hosting an Academic Visitor
If you would like to invite an academic visitor to Edmonton, please follow the steps below. Do not proceed without contacting the admin team, as a visitor could be refused entry into Canada without the proper documentation.
- Host notifies admin team that an academic visitor is coming
Timing: At least 3 months out, or as soon as the visit is confirmed
Host fills out a google form to provide the visitor's name, email address, the speed code that will be used to pay for expenses, and any other relevant information, such as approximate arrival date, duration of stay, what expenses will be covered, whether a living allowance will be provided, etc.
2. Admin submits Foreign Visitor Category Assessment (FVCA)
Foreign Nationals only
For Foreign Nationals, an FVCA needs to be done to determine under which category the visitor will enter Canada. Admin will work directly with the visitor to gather the required information and submit the form through UofA Immigration Management System app.
Immigration Services then submits the information to Immigration, Refugee and Citizenship Canada’s (IRCC) employer portal, and pays the employer compliance fee of $230 (if applicable), which is charged to the speed code provided. This generates an Offer of Employment Number, exempt from a Labour Market Impact Assessment (LMIA).
Instructions for next steps, along with the correct letter of invitation, the employer compliance fee receipt, and guidelines to support the foreign nationals work permit application process are then sent to Admin.
3. Admin creates the invitation letter
Admin creates the invitation letter and sends it through Consigno for the host and Department Chair to sign, and then sends the signed letter to the visitor.
4. Admin books airfare and accommodations
If airfare is being covered by the host’s research funding, Admin can book airfare through the UofA travel agent (Maritime) using a TAP form. Accommodations can also be booked by admin if required (max 30 days).
5. Admin has department create a CCID
Timing: As soon as airfare is booked
Admin asks the department to create a CCID and then sends it to the visitor, along with a link to reset the password.
6. Visitor communicates the date of the first day of work
Timing: 2 weeks out
Visitor lets the host and admin know the date of their first day of work.
7. Admin, Host, and Department arrange work space & ARC card
Timing: 2 weeks out
Admin works with the host and the department to assign space and arrange a key or prox access. If the host is covering ground transportation costs, Admin can also provide an ARC card with auto-reload activated.
Cost of ground transportation using the ARC card A return trip from accommodations to campus or Amii downtown is usually $5.50. If the visitor is working in-person every day, the fare is capped at $100 per month.
8. Admin sends welcome letter
Timing: 2 weeks out
Admin sends a welcome letter to the visitor, which states the arrival date, visitor status, email address, CCID, person ID, working location, and other information about a Canadian bank account, SIN number, OneCard, Bear Tracks, expense claims, and life in Canada. This message is cc’ed to the Amii Talent team to notify them that the visitor is coming.
9. Amii Talent Team arranges Slack and Amii HQ access through Amii’s AI Career Accelerator Program
Timing: 1 week out
The Amii Talent Team sends the visitor a form to fill in, and then enrolls them in the Amii's AI Career Accelerator Program. This includes access to Amii's Slack workspace, coworking space at Amii HQ, ongoing professional development sessions, and other benefits.
10. Admin arranges Person of Interest job record creation in HCM
Timing: First week
Admin sends a Pay Action Form (PAF) through Consigno for the host and Department Chair to sign, and then forwards the signed form to Employment Services for job record creation, along with other required documentation provided by the visitor.
This step is important because it sets up any payment, enables the visitor’s library access through their CCID, and allows them to get a OneCard.
Notes about paid visitors
Payments to visitors can be made in 3 ways - living allowance, travel and business expense reimbursement, or honoraria. See the HRHSE Visitors page for details. Visitors are paid on the monthly pay schedule. They will receive their first pay deposit on time if their job record has been created by Employment Services by the monthly pay confirm deadline, which is usually about 4 days before the pay date. If this deadline is missed, the visitor will be paid on the next monthly pay date.