Information/Process for
International Business Visitors at Northeastern
Visitor Visas
This information sheet describes the B-1 international visitor visa for business. For visitors from countries
listed on the Visa Waiver Program (VWP), the Waiver Business (WB) is used in lieu of the B-1. The B1/WB classification is used for business visitors who will enter the U.S. for a short period of time and is
appropriate where the proposed stay does not involve productive employment.
Visa Waiver Program
The VWP allows citizens of certain countries to travel to the U.S. for business or pleasure without obtaining
a B-1/B-2 visa stamp. For information on countries participating in the Visa Waiver Program, please check
the U.S. Department of State website at http://travel.state.gov/visa/temp/without/without_1990.html. If
from a country that participates in the Visa Waiver Program with the U.S., the visitor will need to carry his or
her passport but does not need to obtain a visa for entry to the U.S. However, the visitor will be required to
go online and register with the Electronic System for Travel Authorization (ESTA) prior to his or her
departure. Follow the instructions at http://www.cbp.gov/xp/cgov/travel/id_visa/esta/. Please note that
ESTA is not a visa status but rather a required registration for those visitors traveling to the U.S.
under the VWP. The U.S. Department of Homeland Security recommends that travelers print out the
ESTA application response to serve as evidence of their ESTA registration at the time of airline check-in.
Academic Purposes
B-1/WB may be used for certain academic activities, including the following: attending meetings;
participating in scientific, educational, professional or business conferences, seminars, or conventions; and
conducting independent research. It is not appropriate for a B-1/WB visitor to engage in collaborative
research, work in a lab, or receive an academic appointment. Activities normally considered as
employment are not permitted under the B-1/WB categories.
Northeastern departments should confer with their personnel officer in the Dean’s Office to ensure that the
B-1/WB is most appropriate for the visitor’s planned activity. If visitor visa status is deemed inappropriate
for the proposed activity, the J-1 short-term scholar visa status may be an appropriate alternative. The maximum
duration of the short-term scholar appointment is six months.
Export Control
Export control requirements can apply when regulated information, data or software will be shared with
foreign persons or entities in the U.S. or transferred in any manner to foreign persons outside the U.S.
or tangible items, such as equipment (including PCs and Macs), materials, components, etc., will be sent or
carried outside of the U.S. Because violations of export control regulations can lead to significant civil and
criminal penalties, it is essential that prior to the arrival of an international visitor, the sponsoring department
or employee confer with the Dean’s office and/or the Compliance Department to help ensure compliance
with these requirements.
Revised September 2014
Page 1 of 3
Payment
Visitors who receive payments may be subject to tax reporting and/or withholding requirements. Payments
include honoraria, stipends and travel expenses. If the visitor does not already have an Individual Tax
Identification Number (ITIN) or Social Security Number (SSN), taxes will be withheld on all payments at a
30% tax rate. See the Internal Revenue Service website for information at
http://www.irs.gov/Individuals/Individual-Taxpayer-Identification-Number-(ITIN).
For honoraria and stipends, the department submits to Accounts Payable a Direct Pay (DPay) Form with an
attached copy of the Letter of Invitation and a copy of the International Business Visitor Request. For
reimbursements, the department submits to Accounts Payable a Travel Expense Voucher Form with
attached copies of the Letter of Invitation and a copy of the International Business Visitor Form. Visitors
receiving honoraria may only be engaged in the academic activity at Northeastern University for no more
than nine days. Further, the visitor may not have received honorarium payments from more than five
academic institutions, during the previous six months.
Study
B-1/WB visitors are prohibited from enrolling in a “course of study” or any kind of study that would earn
credit or certification.
Steps for Inviting an International Visitor
1. If the B-1/WB category is determined to be appropriate, the visitor must submit a completed International
Business Visitor Request form and the department must complete a Department Form. These two forms
must be submitted to the Dean’s Office personnel contact.
2. The college will send an invitation letter to the visitor using sample language provided for business visitor
letters on the Office of the General Counsel’s website at http://www.northeastern.edu/generalcounsel/immigration/index.html which indicates the purpose of the visit, length of stay at Northeastern, and
any financial arrangements (including travel expenses and/or honoraria). This letter will assist the visitor if
applying for a visa stamp at a U.S. Consulate/Embassy and/or upon entry to the U.S.
3. If the visitor is not eligible for the VWP, the visitor must apply for a B-1 visa at the nearest U.S.
Consulate/Embassy (http://www.usembassy.gov/). Information on the VWP can be found at
http://travel.state.gov/visa/temp/without/without_1990.html
4. For honoraria and stipends, the department submits to Accounts Payable a Direct Pay (DPay) Form with
an attached copy of the Letter of Invitation and a copy of the International Business Visitor Request. For
reimbursements, the department submits to Accounts Payable a Travel Expense Voucher Form with
attached copies of the Letter of Invitation and a copy of the International Business Visitor Form. Visitors
receiving honoraria may only be engaged in the academic activity at Northeastern University for no more
than nine days. Further, the visitor may not have received honorarium payments from more than five
academic institutions, during the previous six months.
5. While the visitor is present in the U.S., the department copies the visitor’s I-94 admission record, passport
ID page, entry stamp and/or visa as applicable. The department should keep copies of all forms and
documents.
Revised September 2014
Page 2 of 3
Visitors Already in the United States
If you are extending an invitation to an international visitor who is already in the U.S. in a particular visa
status other than B-1 or WB, it is important to contact the Dean’s Office in order to determine if the
proposed activity at Northeastern will be permitted by the federal government with the visitor’s current
status, or if alternative arrangements should be made.
Revised September 2014
Page 3 of 3