NONSUPPORT (NON-SALARIED) VISITORS

Definition: No financial support from NCAR/UCAR. Any financial support such as travel, per diem, or medical insurance would classify as a non-salaried visitor.

PROCEDURES:

1. Send offer letter:

   1. The letter may be viewed as a contract and should:
      
      Include dates of visits; and
      
      State purpose of visit and host.

   2. Enclosures to the offer letter depend upon the visitor's needs. They could include:
      
      UCAR Housing Information;
      
      Foreign Visitor and Scholar Services website information for issuance of visa;

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

   4. Determine, along with HR, the appropriate visa and send completed visa information form for issuance of visa to HR.

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

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

2. No travel or visitor authorization information needed.

3. Upon Arrival:
   
   Have visitor complete Card Access Form to receive personal access card if visit is longer than one month. Division/Program Administrator must sign authorization. Use visitor number from UCAR Visitor Forms. Temporary access cards, issued by the division/program, may be used until permanent card is issued. Cafeteria debit program is not allowed for nonsupport visitors.

   1. Give a Social Security Number form to visitor as a courtesy. (Click here to get an application.) Visitor must apply in person at Social Security Office (applies to foreign visitors).

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

4. Departure:

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

   2. Acquire access card, bus pass, phone mail password, forwarding address, key, library books, and, if any, credit cards 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.

5. Extensions of Appointment:
   
   NOTE: Do not use Personnel Profile Change Forms for extensions.
   
   Complete the UCAR Visitor Forms, indicate an "Extension" and include new dates (original start date must be stated). Send form to HR for distribution.
   

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