Hosting Visitors
During your research here at Penn State, you may find it useful, or even necessary, to host visiting researchers or speakers. Here are a few guidlelines to follow to make this process easier and problem-free.
Travel Support Form
This form is for summarizing expenditures involved with hosting visitors.
Questions To Ask When Planning To Host A Visitor
Will there be compensation of any kind - reimbursement of travel, housing or meals, an honorarium, or an actual appointment? Remember that for any kind of academic appointment, a letter of offer must be generated, and completion of a background check is required.
Will the visitor need to have a visa? If so, what kind of visa will accommodate the financial plans above? (See http://www.ohr.psu.edu/intlscholars/PayVisitor.cfm )
Will benefits during the visit be an issue? (availability of benefits generally depends on the length and type of appointment)
Will it be desirable for the visitor to have a Penn State Affiliate ID card (to facilitate access to the University Libraries, for example) or an Access Account (for e-mail)?
Procedures
- Visitors must follow the University's travel policies although they may book airfare from their choice of vendors or internet sites. Refer to travel policies at http://guru.sp.psu.edu/policies/
- Visitors must fill out and print the travel support form located at http://guru.sp.psu.edu/gfug/instruct/7-01frm3.pdf and the VISIT form at http://guru.psu.edu/Formsmisc/public/visit.pdf (print version only). Both of these forms must be signed by the visitor. Also include a copy of the visitor's visa documentation according to the documentation chart located at http://guru.sp.psu.edu/tools/visadecchart.html . Be sure the visitor understands what VISA type is required upon entry to this country to ensure reimbursement.
- Visitors should submit original itemized receipts for reimbursement of any travel expenses. If the originals are not submitted a memo of explanation is required.
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