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The University of Oklahoma Human Resources Website

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. The Department of Homeland Security (DHS) announces implementation of the Electronic System for Travel Authorization (ESTA), which will begin to accept voluntary ESTA applications starting on August 1, 2008. ESTA is a new fully automated, electronic system for screening passengers before they begin travel to the United States under the Visa Waiver Program.

ESTA applications may be submitted at any time prior to travel to the United States, and VWP travelers are encouraged to apply for authorization as soon as they begin to plan a trip to the United States. It is anticipated that ESTA will become mandatory for VWP travelers on January 12, 2009. Learn more about ESTA on the DHS Customs and Border Protection (CBP) website. Review the Interim Final Rule on the DHS main website.

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:

  1. Request for Honorarium Approval – to be completed by the requesting department
  2. 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
  3. 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.