If you will be presenting a talk at the biennial symposium sponsored by the German Department, the information below is provided to help your visit and reimbursement, if applicable, proceed as smoothly and quickly as possible.
Please send all of the information requested below to:
One Brookings Drive, Box 1104
St. Louis, MO 63130
Phone: (314) 935-5106, Fax: (314) 935-7255, Email: firstname.lastname@example.org
You should receive an official invitation letter from the faculty organizers with the date(s) of your talk(s) and any reimbursement details.
Please provide the faculty organizers with your audiovisual requests at least one month before your arrival.
Several graduate students will serve as lecture assistants during the symposium. They will assist you should you need something (e.g. bottled water). They will also troubleshoot any audiovisual problems. You will be introduced to the lecture assistants before the symposium begins.
If you are being reimbursed for flight, taxis, and/or hotel, please download the Travel Reimbursement Form, complete the fields at the top, sign it at the bottom, and return it to Sweta Khanal when you arrive, or after your visit. If you return the form during your visit, she will complete it after you’ve turned in your receipts. If you would like to complete it after your stay and mail it back with receipts (such as an extra taxi receipt), you may do this as well. You will receive a check mailed to your home address one to two weeks after your visit.
Four important special situations:
First, we cannot reimburse anyone who has entered on a tourist visa. Your visa must be stamped with a WB or B1 stamp (for business). To obtain this, show the customs agent your letter of invitation and state that you will be here for business.
Second, if you are a US citizen with a US social security number BUT you do not have a US address, all we need is a copy of your passport ID page and form W-9 (http://www.irs.gov/pub/irs-pdf/fw9.pdf).
Third, if you are a lawful permanent resident (green card holder), you are treated the same way for tax purposes as a US citizen. We need a copy of the green card and a form W-9.
Fourth, if you are a foreign national (FN) without a US social security number, we need parts I and II of the W8BEN form (http://www.irs.gov/pub/irs-pdf/fw8ben.pdf), a copy of your entry visa, an I-94 printout (after entering the US), and a copy of your passport photo page.
If you are on an H-1B visa, you should already know that there are restrictions on any payments that can be made to you. For immigration purposes, an H-1B foreign national visitor cannot receive payments for services from anyone other than the organization that sponsored them (even after they attain resident alien for tax purposes status) and then the payment must be part of the amount approved on their H-1B application. WashU cannot pay an honorarium or reimburse travel expenses to this H-1B speaker. Payments must be made to the organization that sponsored the H-1B visitor and WashU needs a letter from their sponsoring university in the US stating that the services provided are part of the H-1B speaker's job description at their organization.
If you are on a J-1 visa, you will also need to provide a copy of your DS-2019. In order to reimburse you directly, you will need to request documentation from your sponsoring institution's Designated School Official (DSO) or Responsible Officer (RO) that indicates that 1) your activities at Washington University were conducted in accordance with, and as part of the approved program, and 2) that the sponsoring institution gives Washington University permission to reimburse you directly. Otherwise, we must reimburse your sponsoring institution, and then they reimburse you.
Visa Waiver System: If you think you can apply for a visa waiver (in lieu of a tourist or business visa), the address to apply is https://esta.cbp.dhs.gov/esta/. The German Department cannot advise you on such matters.
Driving - Rental Car or Your Own Car
The university requires the following backup if you choose to submit driving receipts, instead of a flight receipt:
a) A printout from a mapping service (such as Google Maps) which shows the exact route and mileage from your starting address to 1 Brookings Dr, St. Louis, MO 63130 (or whatever St. Louis address you're going to visit first, such as the hotel).
b) A printout from a travel agent or online booking service (such as Expedia) showing what the flight cost would have been for your trip on that day.
c) If you are using a rental car, you must provide the rental receipt and gas receipts if you are asking for reimbursement for these costs.
Meals & Taxis
Dinners for speakers have been scheduled and appear on the symposium program. Meals not listed in the program are not provided nor reimbursed. Note that at the Knight Center, breakfast items are located in the pantry on your floor free of charge.
We will pay for the taxis to and from the airport. If you have a taxi receipt for your trip from the airport to your home, you can submit that after your trip, but please email Ms. Khanal to ask her to hold your reimbursement until you submit this receipt.
Unless you would like to do so, our travel agent will make your flight arrangements so that you do not have to be reimbursed for this amount. Our travel agent is Georgia Farley at Gwins Travel, GFARLEY@GWINS.COM, who has been provided with a list of the speakers. Please contact her and tell her you will need to make flight arrangements for the German Department "Distant Readings" symposium.
212 N Kirkwood Rd
Kirkwood, MO 63122
314-822-1958 x 304
If you are making your own flight arrangements and need to turn in receipts, the confirmation email from the travel agency or vendor (e.g., Expedia) with the price and itinerary serves as your receipt. (We would appreciate receiving boarding pass stubs, as well.)
A room has been booked for you at the Knight Center on campus. Information about the Knight Center can be found at Knight Center Fact Sheet.