Travel Reimbursement for B-1 and WB Visa Holders
B-1 is a business visa and WB is a waiver visa for business purposes. Either a B-1 or WB must be obtained if a department wishes to cover travel expenses for a visit of more than 9 days. Departments can reimburse these visa types for up to three months.
No additional forms are required to reimburse travel expenses to a B-1 or WB visa holder. A copy of the visitor's I-94 departure card should be attached to any travel reimbursement.
Honoraria payments can be made to B-1 or WB visa holders if the activity does not exceed 9 days.
There is no specific visa document to send visitors who will be coming on B-1 (Business) or WB (Waived Business) visas. The Office of International Services strongly recommends, however, that the department provide a letter including the following information to all foreign nationals who are to be reimbursed for travel and expenses for visits of more than nine days. Including a sample I-94 is especially helpful in emphasizing that the I-94 departure record is the document that determines eligibility for reimbursement, not the visa stamp.
Dear Sir or Madam,
Although we are unable to offer an honorarium, we will be covering your [accommodation, per diem, travel expenses]. Because your visit to Walla Walla is longer than nine days, you must have B-1 (Business) or WB (Waived Business, for no-visa countries) status in order for the university to [reimburse, cover] these expenses. Your status will be indicated on the I-94 Departure Record you are given by the Immigration Service on entry to the U.S., not by the visa stamp in your passport.
The I-94 is a small card, usually stapled to the passport; see enclosed photocopy. A B-1 or B-1/B-2 visa stamp in your passport is not sufficient. Whitman cannot reimburse your expenses or cover charges unless the Immigration Service clearly marks B-1 or WB on the I-94 card when you enter the United States. Please check your I-94 carefully before you leave the Immigration check at the airport.