Jefferson Lab > COO > HR
Privacy and Security Notice

Administrative Manual - 402 Travel

402.07 Travel Expenses for Invited Guests and Consultants

  1. GENERAL POLICY
      1. By contract with the U.S. Department of Energy (DOE), consulting fees, honoraria and stipends shall not be paid to individuals who are salaried DOE employees or DOE contractor employees.
      2. Travel expenses for invited guests and consultants shall be reimbursed in accordance with JLab travel policy for travelers on official business.
  2. FOREIGN VISITORS POLICY
      1. All foreign nationals present at the laboratory shall provide sufficient passport, visa, and U.S. Citizenship and Immigration Services (USCIS) information for review and documentation in either the Foreign Access Central Tracking System (FACTS) or the Jefferson Laboratory Information System Toolkit (JLIST). This is to verify identity, verify work authorization in the U.S. (when appropriate for activities involved), and to ensure the foreign national is currently eligible (in lawful immigration status) to be in the U.S. At the minimum, the following information will be provided to Jefferson Lab International Services Office:
      1. Lawful Permanent Resident of the United States: LPR card or passport with a valid I-551 stamp, AND a Government-issued identification document which includes a photograph, i.e. passport or driver's license.
      2. Canadian Citizen: Current requirements for U.S. entry by air
        with the implementation of Phase I of the Western Hemisphere Travel Initiative on January 23, 2007, citizens of Canada, Mexico, Bermuda, South and Central America, and the Caribbean traveling /by air/ into the U.S. are required to present a valid passport upon entry into the U.S.

        Current requirements for U.S. entry by land for Canada (scheduled to change in January, 2008)

        Canadian citizens generally are not required to have a visa or a passport and may visit the U.S. for up to 6 months. However, Canadians must be able to prove their identity and citizenship to enter the United States. Customs and Border Patrol will accept either a birth certificate, citizenship certificate or passport as proof of citizenship. If the Canadian citizen does not have any of these because they were lost or stolen, we emphasize that the burden of proof is on the traveler to prove that they are Canadian citizens. Copies of correspondence requesting a replacement of documents, etc. might be accepted, but it is up to the Customs and Border Patrol officer to determine whether or not such paperwork meets that burden of proof. Canadians coming as a Treaty Trader (and family), Fiances/Fiancees (and their children)and spouses and children of legal permanent residents are required to have a visa to enter the U.S.
      3. Visa Waiver Program Participants: passport, and I-94W entry document and stamp (effective October 26, 2004, travelers applying for admission under the Visa Waiver Program (VWP) must be in possession of a machine-readable passport (MRP).) As an alternative, travelers may obtain a non-immigrant visa, i.e. B1/B2 in their current non-machine-readable passport.
      4. All Others: passport, I-94 entry document with all USCIS documentation supporting the visa status and/or renewals, (e.g. I-20 for F-1 students, DS 2019 for J-1 visitors, Employment Authorization Cards, etc.). Consult the JLab Registration/International Services Office for further visa status verification information.
    2. CONSULTANTS
      1. Foreign visitors traveling on the following visa are not eligible for consultant fees paid by JLab. Consult the JLab Registration/International Services Office for information on any visa not listed.
        1. B1(business) or B2(tourist) visa
        2. WB (business) or WT (tourist) visa
        3. H-1B (temporary worker) can be a consultant through employer, no monetary payments to the worker unless the worker holds a second H-1 B visa to work for JLab
        4. H-4 (temporary worker dependent)
        5. J-1 (exchange visitor) not on the JLab Exchange Visitor Program unless permitted in writing by their program sponsor or JLab shows as a financial support sponsor on exchange visitor's original DS 2019.
        6. J-2 (exchange visitor dependent) visa
        7. F-1, F-2 (student) visa
    3. HONORARIA
      1. Foreign visitors traveling on a B2 (tourist) or WT (tourist) visa are not eligible for honoraria or travel reimbursement. Foreign visitors traveling on a B1 or WB visa are eligible for reimbursement of expenses. B1/WB foreign visitors traveling to a nonprofit research organization are eligible for an honorarium with the following restrictions:
        1. The honorarium payment is for usual academic activity or activities lasting not longer than nine days at any single institution.
        2. The honorarium is limited to no more than the amount approved in the contract between DOE and JSA.
        3. A foreign visitor's acceptance of an honorarium is limited to no more than five institutions or organizations in the previous six-month period.
        4. Granting of the honorarium requires Associate Director approval
      2. Payment of an honorarium may violate a foreign national's visa provisions. The JLab Registration/International Services Office can provide guidance.
      3. Honoraria may be paid at the rate of $400 per day up to $2,400 per calendar year, including travel time to and from meetings. Travel time shall be estimated to the nearest 1/4 day (6 hours), not including stopover time for other business.
      4. PROCEDURES
        1. To receive an honorarium, the guest or consultant shall complete and sign:
        2. Completed forms should be forwarded to the Payroll Supervisor
    4. STIPENDS
      1. Foreign exchange visitors traveling on a J-1 visa to a nonprofit research organization are eligible for a fixed periodic stipend in lieu of living expenses.
        1. Stipends paid to foreign exchange visitors may not exceed a combination of the single daily lodging rate at the SURA Residence Facility and a local meals allowance of $54.00 per day
        2. Exceptions must be approved by the CFO and in no instance can exceed the combined lodging and GSA published M&IE allowance for the Newport News area.
        3. Stipends may be paid only to foreign exchange visitors holding visas which allow for direct monetary payments to them (see Matrix for Foreign Visitor Options - http://www.jlab.org/user_resources/visa/visa_matrix.pdf)
      2. All foreign exchange visitors receiving a stipend must provide Jefferson Lab with copies of passport, visa, I-94 Arrival and Departure Record and any other documentation verifying their legal status in the U.S.
      3. All stipend recipients must complete and submit to Jefferson Lab the proper IRS tax forms.
      4. PROCEDURES
        1. Verify visa/immigration documentation for allowance of monetary payment to foreign exchange visitor. (See Matrix for Foreign Visitor Options - http://www.jlab.org/hr/jris/visa_matrix.pdf)
        2. A foreign exchange visitor receiving a stipend should complete and sign the Foreign Visitor Stipend Request Form
        3. A foreign exchange visitor receiving a stipend should complete and sign the proper IRS tax forms
    5. CASH ADVANCES
      1. Cash advances may be made to guests visiting the Laboratory as follows:
        1. The cash advance for an individual traveler shall be requested on a Travel Authorization form and approved by an authorized PROJECT approver.
        2. A cash advance can not exceed 10 days of local M&IE per diem expense.
        3. A cash advance can be paid upon arrival or up to three days before departure.
  3. NON FOREIGN VISITOR HONORARIA
    1. Honoraria may be paid at the rate identified in 3-c above. Travel time shall be estimated to the nearest 1/4 day (6 hours), not including stopover time for other business.
    2. Granting of an honorarium requires Associate Director approval.
    3. Procedures
      1. Guest must complete and sign the following forms.
      2. Completed forms should be forwarded to Accounts Payable.


Return to Administrative Manual