Visitors

Most visitors will be entering the United States as a B-1/WB visitor (business) or B-2/WT visitor (tourist). ISSA’s Immigration Request Form is required for all appointed visitors.

• Visitors who will be on campus for 10 days or more with honorarium require an appointment and thus, require completion of ISSA’s Immigration Request Form
• Visitors who will be on campus for 9 days or less with honorarium are typically unappointed and thus do not require completion of ISSA’s Immigration Request Form; however, if such visitors have received payment from more than 5 U.S. entities in the previous 6 months, an appointment and completion of ISSA’s Immigration Request Form are required
• Affiliate Access and a Guest Card should be requested for unappointed visitors who require access to university resources and facilities

U.S. consulate/border protection officers will require conference information and/or invitation letters for visitors and will be issued by the hosting unit. Invitations should include specifics about the dates, location, purpose of the visit, who will be paying travel and expenses, AND any honoraria. Access our template invitation letter here.

Recent policy changes from the Department of State have implemented visitor visa bonds for nationals of the countries listed HERE (most recently updated in March 2026). There are specific travel guidelines for impacted travelers, and they should confirm with the consulate in their home country whether they are subject to the bond.

This page includes:

• Overview of Visitor Status
• Instructions for Departments
• Payment of Honoraria and/or Reimbursement of Incidental Expenses

Overview of Visitor Status

Instructions for Departments

If a visitor will be appointed, submit the Immigration Request Form

Appointed visitors require an immigration recommendation from ISSA. To receive ISSA’s immigration recommendation, units/departments must submit ISSA’s Immigration Request Form (IRF). Note: The IRF does not need to be completed for unappointed visitors. For these visitors, follow our template invitation letter here.

Units/departments should submit the IRF 3-6 months in advance of the expected travel date. If a visitor’s visa is required, visitors should apply 2+ months in advance of their expected travel date. In some countries, the wait for a visa appointment may take longer, and security clearances (based on name, country of citizenship/birth, or field of study/research) may be required.

Confirm Eligibility for Honorarium or Reimbursement, if applicable

See below.

Issue an Invitation Letter

Once a recommendation is received from ISSA, issue an invitation letter on letterhead. Access our template invitation letter here.

Visitor applies for a visa or completes an ESTA application

Visitors requiring a B-1/B-2 visa will need to apply for the visa at their nearest U.S. consulate. Wait times vary widely by location and time of year. If appointments are not available prior to the visitor’s intended arrival date, the visitor will need to schedule the earliest appointment available and then contact the embassy with their request for an expedited appointment. The invitation letter will serve as evidence of the urgency of their request; no additional letters should be issued.

Visitors who are eligible for WB/WT status (no visa required) will need to complete the ESTA application here.

Visitor enters U.S. and prints I-94 record

Customs and Border Patrol (CBP) will admit the visitor in B-1, B-2, WB, or WT status and determine the visitor's length of stay. The visitor must review the I-94 issued by the CBP officer after entering the U.S. to confirm their status and the authorized length of stay. The most recent I-94 can be downloaded here. If the CBP officer authorizes a length of stay that is shorter than the planned stay, the visitor will need to shorten their stay accordingly.

Department collects the visitor’s I-94 record and signed Compliance Statement, if applicable

If the University is paying the visitor any honorarium or reimbursing expenses, the visitor’s I-94 and signed Compliance Statement must be submitted to Accounts Payable. Payment will not be made until the correct immigration status is confirmed and the signed Compliance Statement has been received by Accounts Payable. For information on making payments to foreign visitors, see the Office of the Controller’s Foreign National Procedures Checklist.

Payment of Honoraria and/or Reimbursement of Incidental Expenses

The University may pay honoraria to visitors in B-1, B-2, WB or WT status and reimburse incidental expenses to visitors in B-2 or WT status UNDER CERTAIN CIRCUMSTANCES, but individuals in the U.S. with this status may not be employed and may not receive a salary.

In order for an individual in B-1, B-2, WB or WT status to be eligible to be paid an honorarium or for an individual in B-2 or WT status to be reimbursed for incidental expenses, they must meet both of the following requirements:

• Their activities on our campus must last nine (9) days or less.
• They must not have accepted payment from more than five (5) U.S. institutions or organizations in the six (6) month period preceding their visit to Notre Dame.

If both requirements are not met, no honorarium payment may be made under law to travelers in B-1, B-2, WB or WT status. Similarly, no expense reimbursement may be made to those in B-2 or WT status. You should determine which immigration status is appropriate prior to the visitor coming to the University. We suggest that you check with the visitor in advance of their visit to verify that they will meet the two requirements as set out in the Compliance Statement (link) so you can be sure that they qualify for payment of an honorarium in B-1, B-2, WB or WT status or reimbursement of expenses in B-2 or WT status.

In order for visitors in B-1, B-2, WB or WT status to be eligible for payment of an honorarium or for visitors in B-2 or WT status to be eligible for reimbursement of expenses, they will need to submit both:

• A signed copy of the Compliance Statement verifying that they meet the above-listed requirements.
• A copy of their I-94 record

The academic unit will include both documents with payment requests. If the signed Compliance Statement and the copy of the I-94 record are not submitted with the payment request, no honorarium or expense reimbursement will be processed.

Visitors in B-1 or WB status will be eligible for reimbursement of associated incidental expenses even if they will be at Notre Dame for more than nine (9) days and/or have accepted payment from more than five (5) U.S. institutions in the previous six (6) months. They do not need to sign a Compliance Statement to be eligible for reimbursement of expenses.

Canadians: Canadian citizens entering as B-1 or B-2 visitors may not be issued an I-94 record unless they specifically request it. If a Canadian does not receive an I-94 record, they will be considered to be in B status and the rules for payments to those in B-1 or B-2 status will apply.

In summary, honorariums can be paid and incidental expenses (travel, meals, lodging) can be reimbursed as follows:

The University may not issue payments if these requirements are not met, as this would violate immigration law and could result in penalties for both the University and the visitor. 

Should you have any questions concerning visa issues, please contact ISSA at (574) 631-1138.