Guest Lecturer & Observer (Business Visitors)

Each type of international guest is limited to a particular service and specific limitations are mandated during their stay.

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Guest Lecturer – the business activity is for a professional conference/convention or consulting services lasting no more than 9 days.

Guest Observer – the business activity is for scientific research, academic or clinical observation and/or training, or consulting services that no remuneration or compensation will be paid.
Business – does not include engaging in local employment or labor for hire. Self-employment is prohibited under B-1 or VWB classification.

The Business Visitor Visa (B-1 / VWB)

These types of business visitors travel to the U.S. for a specific purpose, such as business, scientific, educational, or professional conferences/conventions, training, or consulting with business associates. Most of these visitors will need a B-1 business visa to enter the U.S.

Citizens of certain countries may be able to travel without a visa on the Visa Waiver Program if their business is for a period of no more than 90 days. In addition to their passport, these visitors must also present a completed and signed I-94W Arrival-Departure Record to U.S. officials at the port of entry. I-94W forms are free and often provided by travel agents, airlines or cruise ships prior to arrival, but may be picked up and completed on arrival at the U.S. port of entry. More >>

Invitation Letter

The sponsoring department should provide the visitor with an invitiation letter that defines the business activity. The visitor will provide this letter to the US consulate as evidence for visa issuance. Business visitors, other than guest lecturers who meet honorarium rules (see below), are not allowed to receive compensation of any kind. The invitation letter should contain the following:

Outlines the goals
Defines the limitations, including any University polices relating to the activity
Period of the observership
Statement that no compensation will be paid

Honorarium Payment

An honorarium is defined as a nominal payment to an individual given in gratitude for services rendered. This typically is a one time, non-recurring payment. While an honorarium may be interpreted as a fee, it is a payment given to a professional person for services for which fees are not legally or traditionally required. The giving of it and the amount are both discretionary. An honorarium is appropriately given to a person who has volunteered time and effort on behalf of the University and who is not otherwise being remunerated for the service provided. The individual should not stand to realize a profit or loss as a result of the service provided.

A B-1 or VWB business visitor may accept an honorarium payment and associated incidental expenses for usual academic activities if:

The activities last no longer than 9 days at any single institution or organization;
Payment is offered by an institution or organization described in INA 212 (p);
The honorarium is for services conducted for the benefit of the institution or entity, and;
The alien has not accepted such payment or expenses from more than five institutions or organizations over the last six months.

Payments to the Guest Lecturer or Observer, other than an honorarium as previously specified, are prohibited.

Tulsa & HSC Departments will be required to submit the following forms to the appropriate Financial Services Accounts Payable & Vendor Office before an honorarium payment can be issued:

Request for Honorarium Approval – to be completed by the requesting department
Foreign National Information Form – to be completed by the business visitor in order to identify any tax exemptions they may be entitled to; attached copies of unexpired foreign passport, visa & I-94 or I-94W card
Vendor Registration Form (Foreign) – to be completed by the business visitor to register for payment and any applicable tax exemptions.

It is recommended that the forms are completed prior to the visitor's arrival to campus, but no later than the day of arrival, and all documents specified on the forms are attached.

NOTE: Honorarium payments are NOT provided through the OU Norman campus. Payment as an Independent Contractor is considered self-employment and is prohibited for the international guest lecturer or observer.