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HOSTING DUTIES AND GENERAL INFORMATION FOR VISITORS(as of 11/11/14)
Before Colloquium Day (Please see “required information for all visitors prior to
travel” on page 3.) ***NOTE: export control information request is sent to all
colloquium speakers – this info is requested by Barbara - along with itineraries.
 Get in touch with assigned speaker by e-mail to discuss logistics for visit.
 Barbara will email speaker regarding travel plans and lodging requirements
at the beginning of the semester and again prior to arrival. Also Barbara will
contact speaker to request abstract and title for Talk.
 Arrange appointments with faculty/students via email; solicit lunch and/or
dinner participants and distribute attendees list via email
 Barbara will purchase cheese & crackers (the department will provide
wine).
Colloquium day
 Circulate speaker’s schedule to department, with printout for speaker.
 Travel reimbursement form for speaker along with instructions and a page
for original signature will be in your mailbox. Dinner expense
reimbursement must be submitted as a travel expense form. (please see
attached instructions) In order to comply with state audit requirements it is
crucial to obtain both an itemized receipt showing everything purchased and
proof of payment (i.e. credit card receipt). Remember to list dinner attendees
in the comments section of the TES.
 There is a standing lunch reservation @ Adele’s for 6 people @ 12:30. Please
let Barbara know your final lunch count by 11:30 am on Wednesday. Get
lunch card from Barbara.
 Obtain visitor’s office key from mail room student.
 Take speaker to visitor’s office (PSC 1127), if the speaker wants wireless, go
to https://www.sims.umd.edu/request?system=wireless, use your UMD
login to create a guest account for up to 30 days. Obtain biographical info
for introduction, and escort the speaker to his or her first appointment.
 Take speaker to lunch (meet at 12:15 pm in Ellipse area of PSC near circular
stairs); espresso (cups for visitors are in the kitchen and espresso pods are in
Barbara’s office-1208); ice cream will be setup in the CSS lobby (1:45 pm2:15 pm). The room for the colloquium is CSS 2400; bring a laser pointer!
Water for the speaker is in the PSC kitchen refrigerator.
 Return lunch card to Barbara. Give Adrienne list of lunch attendees and
receipt.
 Introduce speaker before talk; take questions after talk.
 See that speaker is escorted to wine & cheese.
 Wine, cheese & crackers will be set up in 1136 PSC.
 Prior to dinner, graduate student or host will put the tray, corkscrew,
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knives, and other items used for wine, cheese, and crackers in the kitchen.
 Arrange for dinner as appropriate.
 Return visitor key to student in 1208B or Barbara in 1208.
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REQUIRED INFORMATION FOR ALL VISITORS -PRIOR TO TRAVEL
**For centralization purposes, Barbara submits all TARs and Export Control
screenings for visitors; therefore, it is important to give the following information
to her as soon as possible. Please send this info to Barbara via email.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
*FRS number to charge for expenses
*International Visitors - If you are hosting an international visitor,
please inform Barbara as soon as possible because ORAA must
screen the person. U.S. citizens & Permanent Residents do not need
export control screening. In addition, all visitors traveling via
international flights on a grant account must fly a U.S. Flag carrier if
reimbursement is being requested for airfare.
Full Given Name
Dates of travel (from xxxx to xxxx)
Origin - (city, airport code, etc.)
Destination - (airport code if flying)
Social Security Number (if possible but this can be obtained after
visit)
If lodging is needed
IMPORTANT REMINDER - Colloquium speakers are covered by FRS 2932160 for
a maximum of 3 days lodging, normal stay is 2 days. (All exceptions will be
reviewed by Dr. Vogel.) If expenses are split between two accounts, please send
the information to Barbara. If visit is covered by an account other than
2932160, please send this info to Barbara prior to her submitting a TAR. All
expenses that are covered by a grant account must be approved by the business
manager for that account.
Lunch - If lunch is being paid by the UM Charge Card, please contact Barbara so
that a reservation at Adele’s can be made as soon as possible.
Important Parking Information – If the visitor is driving to campus, please let
Barbara know in advance and she will email you a parking validation code for
your visitor.. If your visitor is with CRESST, he or she should get a validation
code from David Holdridge (dvh@astro.umd.edu). The parking validation codes
can be used in all garages and visitor’s Lots with pay stations, except the Dairy.
These codes are not to be used by staff or faculty at College Park.
Visitor’s Office - Sign up for one of the visitors’ office if necessary. The binder is
in 1208 PSC, if you need assistance, please go to 1208B and talk to the
student. You can get the key from the student or Barbara when your visitor
arrives. If student is unavailable, Barbara will give you the key.
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INSTRUCTIONS FOR PROCESSING TES-DINNER EXPENSES
We are allowed to process local business meals and meeting refreshments
reimbursements via an ELF Travel Expense Statement (TES). We must still adhere
to campus documentation standards (e.g. original detailed receipt, proof of
payment, and a list of attendees or the announcement of the public event), but we
have found that this is quicker and less painful because it does not involve
Accounts Payable or other offices on campus.
A Travel Approval Request (TAR) is not required and one TES should be used
for multiple transactions.
When completing the TES –
(1)
(2)
(3)
(3)
(4)
(5)
On the Traveler Tab, leave the Trip Number field blank
Choose 3315 (Business Meals) from the Sub-code drop down box
Use FRS-2932160
Complete the other fields as usual
On the Itinerary Tab, the origin code will be "***" Driving
On the Expenses Tab, add expense data for each of the receipts to be
reimbursed
(6) Be sure to choose (98) Business Meals in the Cost Code drop down box.
(7) Once completed, send it electronically to the Astronomy Travel group
(8) Print, sign & date the form
(9) Attach the receipts and other information
(10) Submit the package to Adrienne
**Note: For the colloquium or any business dinner, before placing the order, it is
best to request separate receipts for alcohol purchases because those
reimbursements will have to be processed through one of the Department's
Foundation accounts. Those receipts along with the meeting description and
a list of attendees/announcement of public event should be given to Jeff or
Adrienne. These reimbursements will be mailed by the Foundation to the
employee's address. If you have any questions about the TES for dinner expenses,
please contact Ms. Dorinda Kimbrell – kimbrell@astro.umd.edu.
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EXPORT CONTROL PROCEDURES-FOREIGN VISITORS
Foreign Visitors and Export Control: If you plan to host a visitor who is not a U.S.
citizen or Permanent Resident, please contact Barbara and forward the following
information prior to an official invitation to the visitor. Also, a non-citizen who
is working in the United States must complete the export control questions;
however, a Permanent Resident will not have to complete the EC inquiry. Please
note***-for colloquium speakers, Barbara request that each speaker complete the
export control form if he or she is not a U.S. Citizen or Permanent Resident. If an
export control screening is necessary, the completed info below will be sent by
Barbara to ORAA. The host must provide Barbara with the technical scope and
answers to the five questions via email. An email with the decision/approval will
be sent to the host. Export Control clearance procedure requires –
1) Name as it appears on passport
2) Country of citizenship
3) Name and address of current employer/institution
4) Dates of visit/appointment
5) FRS project number (if appropriate)
6) Technical scope of the research in which the visitor will be
participating/collaborating, including the field of investigation and major
technologies that are involved. Also the following questions must be answered
by the host and forwarded to Barbara. (barbarah@umd.edu)
Department Questionnaire & Certification
Answers to the following questions are to be confirmed by the Department Head,
Principal Investigator, or other person having knowledge of which kinds of
technology or technical data, if any, will be released to the foreign individual or
entity (the "Foreign Person") at the University of Maryland, College Park
("UMD"). In this regard, releasing technology or technical data to the Foreign
Person should be understood to include providing the Foreign Person with access
to technology or technical data. Please respond to the best of your knowledge and
belief to the following questions on the proposed appointment, employment or
other activity of the Foreign Person at UMD.
1. Will the Foreign Person be involved in UMD instruction, training,
research, services or other activities involving the sciences, engineering,
mathematics, information security (including encryption) or related
technologies or fields?
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Yes
No
[If the answer is "Yes," proceed to Questions (2) through (5). If the answer
is "No," then technology and technical data related to the CCL and USML
should not be implicated. Proceed directly to Question (5) and, if the
answer to that question is "Yes," Box 1 should be checked in Part 6 to the
Form I-129, provided that Foreign Person has been cleared by ORAA for
restricted party screening purposes. However, if special compliance issues
are presented (e.g., foreign person from embargoed country, or enduse/end-user involved in weapons proliferation, etc.), please contact the
Export Compliance Officer in ORAA at 5-0187 before proceeding further.]
2. Does the Department expect the Foreign Person's non-administrative
activity at UMD to be dedicated exclusively to (a) research involving
published information, (b) providing or receiving instruction in UMD
catalog courses and associated teaching laboratories, and/or (c) engaging
in basic and applied research in science and engineering where the
resulting information is ordinarily published and shared broadly within
the scientific community, without any restriction on the publication or
dissemination of the resulting scientific or technical information beyond
the temporary delays allowed by University System of Maryland policy?
Yes
No
[If the answer is "No," then an export license may be required. Please
contact the Export Compliance Officer in ORAA at 5-0187 before
proceeding further.]
[N.B.: It is the policy of the University System of Maryland ("USM") that
instruction, research, and services will be accomplished openly and
without prohibitions on the publication and dissemination of the results of
academic and research activities. Under highly unusual circumstances,
exceptions to this policy may be granted by the USM Chancellor on the
recommendation of the appropriate President or Director.]
3. Will UMD release any proprietary or confidential information to the
Foreign Person that has been identified by the Department, a research
sponsor or any other party as export controlled information?
Yes
No
[If the answer is "Yes," then an export license may be required. Please
contact the Export Compliance Officer in ORAA at 5-0187 before
proceeding further.]
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[In this question, export controlled information means technology or
technical data identified in the Commerce Control List ("CCL") of the
Export Administration Regulations or the United States Munitions List
("USML") of the International Traffic in Arms Regulations.]
4. Will the Foreign Person be involved in, or have access to, research in the
area of encryption software or technology at UMD?
Yes
No
[If the answer is "Yes," then an export license may be required. Please
contact the Export Compliance Officer in ORAA at 5-0187 before
proceeding further.]
[If the answers are "Yes" to Questions (1) and (2) and "No" to Questions (3)
and (4), then Box 1 of Part 6 of the Form I-129 should be checked,
provided that the Foreign Person has been cleared by ORAA for restricted
party screening purposes. However, as noted above, if special compliance
issues are presented (e.g., foreign person from embargoed country, or enduse/end-user involved in weapons proliferation, etc.), please contact the
Export Compliance Officer in ORAA at 5-0187 before proceeding further.
In addition, if there is a change with respect to any of the above answers
following the submission of this questionnaire and certification, then the
Department must advise OIS and ORAA immediately so that any USCIS
reporting and Commerce/State export control implications of such change
can be determined.]
5. Will the Foreign Person be the subject of an H-1B, H-1B1 Chile/Singapore,
L1, or O-1A nonimmigrant worker petition to be filed by UMD?
Yes
No
[IF THE ANSWER TO QUESTION (5) IS "YES," THEN UMD WILL RELY ON THE
INFORMATION CONFIRMED IN THIS QUESTIONNAIRE TO COMPLETE THE
FORM I-129 CERTIFICATION TO THE U.S. GOVERNMENT REGARDING THE
RELEASE OF CONTROLLED TECHNOLOGY OR TECHNICAL DATA TO FOREIGN
PERSONS IN THE UNITED STATES.]
N.B.: The instructions to the Form I-129 state that severe penalties can be applied
for falsifying or concealing a material fact or submitting a false document with
the I-129 petition. Severe civil and criminal penalties can also be assessed against
individuals and organizations for violations of the EAR and the ITAR. See the
Penalties for Noncompliance information under the ORAA website Export
Control Guidance.
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Parking Pay Station Instructions (REVISED 6/20/14)
PLEASE REMEMBER TO ENTER VALIDATION CODE
IMMEDIATELY AFTER PARKING
Park in visitor space. These usually have 4-digit numbers painted on pavement. If
parking in Regents Garage and entering via Stadium Drive, take an immediate left after entering
garage. PLEASE NOTE YOUR PARKING SPACE NUMBER (USUALLY PAINTED ON PAVEMENT).
Find the nearest Pay Station and follow instructions below:

Press the OK button

Enter in your parking space number

The first screen appears with the following options:




New transactions (Option 1) – Usually select this option

Add parking time (Option 2)
When option 1 is chosen the following screen options appear:

15 min Free parking (Option 1)

Pay by the Hour ($3) (Option 2)

Pay Daily Maximum ($15) (Option 3)

Adm validation code (Option 4) This option only gives 4 hours. NO CHOICE.

More Selections …. (Option 5)
Select this option for more parking options
If Option 5 is chosen then the following screen appears: Pick appropriate time (don’t underestimate!)

1 Hr. Validation code (Option 1)

2 Hr. Validation Code (Option 2)

3 Hr. Validation Code(Option 3)

4 Hr. Validation Code (Option 4)

More Selections …. (Option 5) Select this option if parking for more than 4 hours
If Option 5 is chosen the following screen appears:

5+ Hr. validation code

Pay per 15 Min. ($.75) (Option 1)