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NON-SALARIED VISITORS

Definition: People not on UCAR payroll but who receive per diem and/or medical insurance, and/or reimbursement of full/partial salary to visitor's institution.

CONSIDERATIONS:

  1. Visitors may be eligible to receive temporary living per diem (for costs such as housing, etc.) and/or an honorarium. Temporary living per diem, which is negotiable, is defined as the maximum allowable State Department Rate for the location of the visitor. Any amount not exceeding the maximum is allowable. Call the Travel Office to get the maximum allowable rate for each area. UCAR is required to inquire if a foreign visitor of over a month stay has medical insurance coverage. If the visitor can not provide his/her own medical insurance, the host division is required provide the visitor with medical insurance. Currently Kaiser HMO is the coverage to be used. Contact the Benefits Coordinator to receive the most current premium costs.

    1. If the term is one year or less, questions 1 and 2 of the Temporary Living and Moving Expense Questions on the UCAR Visitor Forms must be answered. If the term is more than one year but less than two years, questions 3 through 6 must be answered. If relocation expenses exceed $750, and if UCAR/NCAR/UCP has reimbursed or is going to reimburse visitors, question 7 must be answered.

    2. If the term is more than two years or an indefinite period of time, chances are the temporary living per diem is taxable unless IRS Form 8233 for tax treaty exemption can be completed.

    3. If temporary living per diem is determined to be taxable; is paid past two years or the tax treaty time; withholding is at the automatic rate of 30%.

  2. Visitors may also receive travel reimbursement for themselves only. For visitors with 6- to 12-month appointments, a shipping reimbursement may be provided (not to exceed $750) for personal items needed during the term of visit.

  3. If the term is 12 months or more, visitors may receive relocation allowances as stated in the UCAR Policy and Procedures Manual, Relocation Guidelines, in lieu of $ 750 shipping allowance.

  4. Housing advances must be paid back within the first month of the visit. Other advances must be paid back within the first four months of the stay unless prior arrangements are made with the Travel Office.

  5. If travel is to be reimbursed, a Travel Voucher must be filed within two weeks of arrival.

PROCEDURES

  1. Send offer letter:

    Offer letters should be consistent with UCAR policies as stated in the UCAR Policies and Procedures Manual (see 6-3 and 6-4). Click here to see sample offer letter templates.

    1. The letter may be viewed as a contract and should do the following:  

      Include dates of visits as these are critical to benefits eligibility; 

      Specify financial agreement (UCAR's no-loss, no-gain policy); 

      Specify responsibility for payment of housing costs and/or maximum housing allowance; 

      State salary in monthly or biweekly terms; 

      State purpose of visit and host; 

      Request visitor's Social Security Number; 

      Request acceptance of offer by visitor in writing; and 

      State UCAR/NCAR/UOP travel policy.

    2. Relocation, if offered, is applicable only if visit is greater than 12 months (see Relocation Guidelines). Otherwise, a shipping allowance is limited to $750. Both are paid by receipt only. Visitor is not allowed both.

    3. Division/program negotiates reimbursement salary with the visitor's home institution. Submit Purchase Requisitions to the UCAR contracts office in accordance with their procedures.

    4. The enclosures to the offer letter depend upon the visitor's needs. They could include:

      UCAR Housing Information;

      Visa Information Pages for issuance of a visa.

Send copy of offer letter to Housing Office. If housing is requested, the visitor will be directed to complete the on-line Housing Questionnaire.

  1. After acceptance letter has been received:

    1. If the visitor is from another country, see Foreign Visitor and Scholar Services website for visa information.  If Benefits section is marked for medical insurance, HR will also process this part of the information sheet.

    2. Administrators will receive copies of all correspondence between the Housing Coordinator and the visitor(s) regarding housing arrangements.

    3. If travel reimbursement is required, send copy of letter to Travel along with UCAR Visitor Forms.

    4. Fill out Temporary Living and Moving Expense Questions on the UCAR Visitor Forms:

      NOTE: Use if temporary living per diem is included and always for long-term visitors (i.e., six months or more). Shipping allowance is limited to $750 by receipt only; travel may be authorized for visitor only.

    5. Send HR the UCAR Visitor Forms to distribute to: This Week, Mail Room, Receptionists, Switchboard and Intellectual Property.

    6. If reimbursing home institution for salary and benefits, list on UCAR Visitor Forms as "other" and specify whether commitment is desired.

    7. If you want a VA# immediately, call the Travel Office to secure one, and note it on the "Travel Authorization No." line of the UCAR Visitor Forms. Keep copy of form for your records.

    8. Send original of UCAR Visitor Forms to HR and a copy to Travel. Attach offer and acceptance letters (if available) and resume or curriculum vitae (cv).

  2. Upon Arrival:  

    Have visitor complete Card Access Form to receive personal access card, if visit is longer than one month. Either call receptionist to say that the visitor is authorized to receive card, or accompany visitor to desk. Division Administrator must sign authorization. Use visitor number from UCAR Term Authorization Form. All visitors of less than one month must use temporary access cards.

    1. Get Social Security Number from visitor or give a form to visitor (Click here to get an application). Visitor must apply in person at Social Security Office (applies to foreign visitors).

    2. Complete IRS Form 8233 for Tax Treaty when the term of the visit is greater than 12 months. Send to Finance.

    3. Give visitor information sheet or packet about your division/program. Conduct division/program orientation using checklist.

    4. If travel is to be reimbursed, obtain receipts from visitor within two weeks after arrival, complete Travel Voucher and send to Travel.

  3. Departure:

    1. HR sends reminder of upcoming term dates for visitors in your division/program.

    2. Send completed Separation Notice to HR preferably two weeks before departure. (Acquire access card, bus pass, voice mail password, forwarding address, key, library books, and credit cards, if any, from visitor.) Send the completed Recovery of Corporate Property form to Finance.

    3. Send access card, bus pass and keys to receptionist at FL, ML, or CG, whichever is appropriate, library books to NCAR Library, telephone credit cards to Operator, and any other credit cards to Finance.

    4. Inform HR when visitors of one month or more have departed. HR will terminate health insurance.

  4. Extensions of Appointment:

    NOTE: Do not use Personnel Profile Change Forms for extensions.

    1. Send updated UCAR Visitor Forms to HR. Indicate an "Extension" and include extension dates (original start date must be stated). Attach extension letter. Please highlight revised information for easier identification.

      NOTE: If extension results in visitor's appointment extending past 12 months, and the visitor is receiving a temporary living per diem, have visitor complete questions 3 through 6 of the Temporary Living Expense and Moving Questionnaire on the UCAR Visitor Forms and send to Finance.

  5. Revision of Appointment Terms:

    1. Send new UCAR Visitor Forms to HR, indicating a "Revision." Add new revised total on total line entry. Please highlight revised areas for easier identification.

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