Definition: Salary is paid all or in part by UCAR'S payroll system. These visitors are considered employees (full or part-time) during their stay.

CONSIDERATIONS:

1. Visitors may be eligible to receive temporary living per diem (for costs such as housing, etc.) in addition to salary, if the term is less than two years. Temporary living per diem, which is negotiable, is defined as the maximum allowable State Department Rate for the location of the visitor during the visit. Any amount not exceeding the maximum is allowable. Call the Travel Office to get the maximum allowable rate.

   1. If the term is one year or less, questions 1 and 2 of Temporary Living and Moving Expense Questions on the UCAR Term Appointment Authorization Form 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/UOP 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 Relocation Procedures and UCAR Visitor Policy, 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. A decision needs to be made whether to place visitor on UCAR payroll or reimburse his/her home institution:

   1. When deciding if salary is to be paid by UCAR or the visitor's home institution or a combination of both, the availability of benefits needs to be considered, which is determined at least partially by the visitor's FTE. Split salaries could limit the benefit package or put the visitor below minimum wage at UCAR/NCAR/UOP.

   2. Another consideration is overhead costs (benefits and indirect) and whether they will be charged at both institutions.

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

PROCEDURES:

1. Send offer letter with enclosures:
   
   Offer letters should be consistent with UCAR policies as stated in the UCAR Policies and Procedures Manual (see 2-2-3, 3-1-6). 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); 
      
      Include required paragraph: "Continuation of employment will be subject to all of UCAR's policies, including satisfactory performance, and subject as well to the availability of funding to support those program activities to which this offer applies."
      
      Specify responsibility for payment of housing costs and/or maximum housing allowance;
      
      State salary in monthly (exempt) or hourly (non-exempt) 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 and relocation policy.

   2. If temporary living per diem is offered in addition to a UCAR salary, please see the next section, NONSALARIED VISITORS.

      NOTE: For reimbursement of salary and/or benefits to another institution, please see the next section, NONSALARIED VISITORS.

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

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

   UCAR/NCAR/UOP Housing Information;
   

   UCAR Benefits Summary (appointment codes R1, R2, T1, T2, and T5 OR appointment codes T3 and T4.) - should always be sent to salaried visitors
   (NOTE: The Benefits Summary Handout is updated every January.)
   

   Visitor Information for Issuance of Visas;
   

   Tax information packet; and
   

   I-9 Form (Immigration Reform and Control Act of 1986 [IRCA] information).

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

2. After Acceptance letter has been received:

   1. Fill out UCAR Term Appointment Authorization Form:
      NOTE: Visitors on salary may not receive an honorarium from host division/program.

   2. Salary statement:
      Use 86% of stated salary on salary line. State full annual salary in explanation areas. Use approved benefits rate of first amount on benefits line (see Benefits Calculation); contact Finance for current benefits rate.

   3. If you want a VA# immediately, call the Travel Office to secure one, and note it on the UCAR Term Appointment Authorization Form. Keep copy of forms for your records.

   4. Send UCAR Term Appointment Authorization Form to HR (and the Travel Office if applicable). Attach offer and acceptance letters (if available) and resume or curriculum vitae.

   5. If the visitor is from another country, contact the Foreign Visitor Administrator to discuss visa needs and determine the appropriate forms and information to send .

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

   7. Send original UCAR Term Appointment Authorization Form to HR . HR will distribute information to: This Week, Mail Room, Receptionists, Switchboards and Intellectual Property.

3. Upon Arrival:

   1. Visitor needs to complete the I-9 Form (Immigration Reform and Control Act of 1986 [IRCA]) within 72 hours (3 days) to comply with I-9 regulations. This form can be completed by an administrator at the visitor's worksite or in HR.

   2. New employees must attend New Employee Orientation which is held every other week.  Have HR set up visitor for orientation session. Give visitor orientation materials that have been sent to division by HR. (If they have not arrived a couple of days before visitor's arrival, contact HR.) After employee attends orientation, visitor data will be put into the computer, and the access card, key and bus pass can be received from the FL, ML, or CG receptionists.

   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 the Travel Office.

   5. 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 Appointment Authorization Form. All visitors of less than one month must use temporary access cards.

   6. 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).

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

4. 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.

5. Extensions of Appointment:
   
   NOTE: Do not use Personnel Profile Change Forms for extensions.

   Send updated UCAR Term Appointment Authorization Form to HR, indicating an "Extension" and include extension dates (original start date must be stated). Attach visitor extension letter . Please highlight changed 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 and Moving Expense Questionnaire on the UCAR Term Appointment Authorization Form and send to Finance.

6. Revision of Appointment Terms:

Send updated UCAR Term Appointment Authorization Form to HR, indicating a "Revision". Add new revised total on total line entry. Please highlight information that has changed for easier identification.

7. Foreign Travel:
   
   The Travel Policy and related procedures state that international travel must be authorized by a member of the President's Council. If any expenses are paid to a visitor coming from another country to the U.S., a foreign travel approval signature must be obtained by a member of the President's Council on the UCAR Term Appointment Authorization Form.

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