If you will be giving a guest lecture at Washington University at the request of the Department of Germanic Languages & Literatures, 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 Sweta Khanal:
Sweta Khanal, Administrative Coordinator
Germanic Languages & Literatures; Campus Box 1104
One Brookings Drive
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 Chair with the date(s) of your talk(s) and any honorarium or reimbursement details.
Flyer and Audio-Visual Requests
Please provide the faculty contact or Sweta Khanal, email@example.com, with the following information at least three weeks before your arrival. This information will be used for your flyer, other publicity, and to reserve any necessary A-V equipment.
- Your institution and title (as it should appear on flyers)
- The title of your talk as it should appear on the flyer
- If it is not already clear from the title, please indicate if the talk will be given in English
- Any images for your flyer, if you have images you'd like to submit
- AV requests (including any converters or cables, e.g. for Macs)
- Any handouts that should be distributed in advance or at the lecture
- (If you are coming as part of a lecture/workshop series, please also submit this information for the workshop)
One of our graduate students will serve as your lecture assistant during your lecture. This assistant will open the room, assist you should you need something (e.g. bottled water), and trouble-shoot any audio-visual problems. You may be contacted by the lecture assistant before you arrive or on the morning of your arrival.
Additional Events on Your Itinerary
If there are any events/lunches (that we haven’t arranged) that should be on your itinerary, please let your faculty contact know at least a week in advance of your visit. When your itinerary is finalized, the staff or faculty contact person will email it to you.
Please download the Travel Reimbursement Form, complete the fields at the top, sign it at the bottom, and return it to your faculty contact or to Sweta Khanal when you arrive (or mail it to her 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.
**If you are on H-1B visa status, please see the note about restrictions on payments to you below in the "Honorarium" section.
Driving - Rental Car or Your Own Car
The university requires the following back-up 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.
Sweta Khanal will need the following information at least three weeks before you arrive. Please complete the yellow fields on the Lecture Fee Form and then send this form to her by email or U.S. or express mail.
- Your Social Security Number
- Your name (as it appears on your official ID, such as your passport)
- Your university affiliation and title
- Your home address
If you are not a U.S. citizen and/or do not have a Social Security number, you will need to submit a copy of the photo id page from your passport AND an additional form to our Tax Department. Please see their Checklist for Honoraria to Foreign Nationals. Usually, the requested form will be an 8233 (if you have a SSN AND you have residence in a country with a tax treaty with the U.S.) or a W-8BEN (if you do not have a social security number). You should complete and submit this form to Sweta Khanal in advance to speed the processing of your reimbursement. In certain circumstances, our Tax Department may request additional information (such as copies of your visa and passport pages); please be aware that this request may occur and that you may have to provide these documents in order to receive reimbursement.
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 U.S. 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 FN without a U.S. 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 and I-94 card (after entering the US), and a copy of your passport photo page.
If you are on H-1B visa status, 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. WU 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 WU needs a letter from their sponsoring university in the U.S. stating that the services provided are part of the H-1B speaker's job description at their organization.
If you are on J-1 status, 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 is: https://esta.cbp.dhs.gov/esta/. The German Department cannot advise you on such matters.
Meals & Taxis
Lunches and dinners are usually scheduled for you and will appear on your itinerary. Other meals are not provided or reimbursed. If you would like to turn in receipts for breakfast, you may do so. Note that if you’re staying 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 Sweta Khanal to ask her to hold your reimbursement until you submit this receipt.
Please make your own flight arrangements. If we have agreed to reimburse your flight, this will be done through the travel reimbursement. 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.)
We will first try to book a room at the Knight Center on campus. If not possible, the Sheraton Plaza in Clayton (which has a shuttle to campus) is our backup location. We will send you your room confirmation number on your itinerary. Information about these hotels can be found online at: Knight Center Fact Sheet and Sheraton Plaza in Clayton Fact Sheet.