VISITING SCHOLARS – CWID, CAMPUS PRIVILEGES, OIT, & FACILITIES ACCESS

If a Visiting Scholar will not be employed by the sponsoring department, they will require additional set-up. Departments must complete the Visiting Scholar/Visiting Student Form (Docusign) and Access to Campus Privileges Setup Form for Academic Affairs and HR approval for hosting a Visiting Scholar or Student, to generate a CWID Number and Action Card as well as access to UA Libraries for the dates of the visit.

Separate, additional forms (see below) will be required for access to UA Email, computer systems, and for building access.

Paid employees of UA do not require the Visiting Scholar or Access to Campus Privileges forms, though they may need to have other supplementary access forms processed.

Visiting Scholar/Visiting Student Form – ACADEMIC AFFAIRS (Docusign)

Initiator (can be Department Admin or Host Professor/Supervisor) initiates Form
Visiting Scholar/Student Completes Biographical Info
Host Professor/Supervisor Completes Information Regarding Visit and Dates
Department Head Approves
The form will route to Academic Affairs for approval
Courtesy notices will be sent to the ACT Card Office, Research Security & Export Control, and ISSS

Access to Campus Privileges Setup Form – HUMAN RESOURCES

HR Information: https://hr.ua.edu/payroll-forms-guides
Form Instructions

ADDITIONAL FORMS FOR UA ACCESS:

Email Account Request
VPN Request
Research Computing Portal Request (to be completed by Host Supervisor)
Building/Lab Access Request (to be completed by the Building Representative)
Campus Mail Service Request (for receiving personal mail and packages on-campus during visit, to be completed by Scholar)

WHO CAN BE PAID BY THE UNIVERSITY OF ALABAMA AS A CONSULTANT/ INDEPENDENT CONTRACTOR

VISA TYPE	REQUIRED DOCUMENT	REIMBURSEMENT ALLOWED?	HONORARIUM ALLOWED?
B-1 Visa or WB Visa Waiver	B-1 Visa Holder – I-94 Card marked for B-1 status and B-1/B-2 visa stamp WB Visa Waiver – Main passport page and stamp in passport from US Port of Entry marked “WB”	Yes (9 FAM 41.31 N11.1)	Yes, if service is less than 9 days and has not received payment from more than 5 institutions in 6 months. (INA § 212(q))
B-2 Visa or WT Visa Waiver	B-2 Visa Holder – I-94 Card marked for B-2 status and B-1/B-2 visa stamp WT Visa Waiver – Main passport page and stamp in passport from US Port of Entry marked “WT”	Yes, if service is less than 9 days and has not received payment from more than 5 institutions in 6 months. (INA § 212(q))	Yes, if service is less than 9 days and has not received payment from more than 5 institutions in 6 months. (INA § 212(q))
J-1 Scholar/ Professor (not on UA’s sponsorship)	DS-2019 and authorization letter for work at The University of Alabama from J-1 Advisor.	Yes, with authorization letter from J-1 Advisor.	Yes, with authorization letter from J-1 Advisor.
J-1 Student (non-UA student)	DS-2019 with Academic Training notation for work at The University of Alabama and authorization letter from J-1 Student Advisor.	Yes, if authorized for Academic Training.	Yes, if authorized for Academic Training.
F-1 Student (non-UA student) without CPT/OPT	I-20	Yes	No
F-1 Student on OPT	Employment Authorization Card (Form I-766)	Yes	Yes
F-1 Student on CPT	I-20 with CPT authorization on 2nd page for The University of Alabama.	Yes	Yes
TN – Canadians and Mexicans under United States-Mexico-Canada Agreement (USMCA)	I-797 Approval Notice for TN or I-94 record for TN Status	Yes	No
H-1B	I-797 Approval Notice for H-1B or I-94 record for H-1B Status	Yes	No
E-3 (Australians on AUSFTA)	I-797 Approval Notice for E-3 or I-94 record for E-3 Status	Yes	No
O-1	I-797 Approval Notice for O-1 or I-94 record for O-1 Status	Yes	No
Advanced Parolees	Employment Authorization Card (Form I-766)	Yes	Yes
Asylees	Employment Authorization Card, an I-94 record indicating Asylee status, a notation in the passport, or UN or US travel document	Yes	Yes
Refugees	Employment Authorization Card, an I-94 record indicating refugee status, a notation in the passport, or UN or US travel document	Yes	Yes

The University of Alabama encourages the free exchange of ideas and knowledge through the hosting of visiting lecturers and performers. When hosting an international guest lecturer or contractor who will perform services within the United States, The University of Alabama is limited by very specific regulations from the Department of Homeland Security and the Department of Labor regarding payment and honoraria.

Above is a chart of the most common visa types held by non-resident alien guest speakers and consultants visiting The University of Alabama. Please refer to this chart to determine both the individual’s eligibility for reimbursement and/or honorarium and the required documents to prove visa status. If an individual holds a visa status that is not listed below, please contact International Student & Scholar Services (ISSS) at international@ua.edu for more information on payment eligibility.

For processing a payment to an international guest lecturer, consultant, or independent contractor, Departments must:

Process an Independent Contractor Request with the Tax Office, tax@fa.ua.edu, 1015 Procurement Services Building.
Complete a Foreign National Information Form with the International Tax Office, internationaltax@ua.edu, (205) 348–8865, 1015 Procurement Services Building.

Honoraria – Guest Speakers

VISITING SCHOLARS – CWID, CAMPUS PRIVILEGES, OIT, & FACILITIES ACCESS

WHO CAN BE PAID BY THE UNIVERSITY OF ALABAMA AS A CONSULTANT/ INDEPENDENT CONTRACTOR