Clark University Administrators

Resources in this section are for Clark University departments who wish to hire international faculty or bring visiting scholars to Clark’s campus.  In this section, you will find details on the paperwork required for Clark sponsorship of faculty and scholars, policies on short term visitors and permanent residency sponsorship, and information on payments to international visitors.  Please contact ISSO if you have questions about this information.  

Procedures for international scholars

  • Obtain an appointment form from Debra Brenner in the Provost’s Office.  Complete form and return it with a copy of the scholar’s CV to Deb Brenner.
  • After the appointment is approved, President Angel will sign a letter outlining the terms of the appointment.  A copy of the letter will be sent to the ISSO.
  • Download Preliminary Data Sheet I (PDSI)and Preliminary Data Sheet II (PDS II)
  • Complete Preliminary Data Sheet I and send it with a copy of the CV to the Dean of Research, Yuko Aoyama for her signature.  Dean Aoyama will sign the PDS I and forward it to the ISSO.
  • Send the PDS II to the prospective scholar so that he/she can complete it and return it to the ISSO. If the scholar is bringing dependents with him/her, make sure to include a Dependent Form for completion.
  • The ISSO will issue and send the necessary immigration forms and instructions to the scholar after receipt of an appointment letter, completed PDS I and II and any other necessary documentation.

Please note that international scholars visiting Clark University for more than six months will be required to pay a $200.00 international scholar fee upon arrival unless the scholar is receiving funding from Clark University. 

Procedures for hiring international faculty

  • Send the accepted offer of employment to Patricia Doherty at the ISSO ( pdoherty@clarku.edu)
  • The Chair of the Hiring Academic Department  will complete and  send the following to the ISSO:
  • If the ISSO determines that an H-1B petition is necessary the Academic Department will complete and send the following to the ISSO:
    • Deemed Export Statement Form
    • H-1 B Academic Department Letter (view sample)
  • The ISSO will send Preliminary Data Sheet II Preliminary Data Sheet II to the new faculty member along with a welcome e-mail.
  • If the ISSO determines that an H-1B petition is necessary, the ISSO will send a Labor Certification form to Human Resources and to the Academic Hiring Department to be displayed in a public space for 10 working days.  HR and the Hiring Academic Department will sign and date the form and return it to the ISSO.
  • The ISSO will inform HR and the Academic Hiring Department when the work authorization is approved with the start date of the authorization.
  • The ISSO will inform the incoming faculty member of any pertinent timelines and responsibilities if a Permanent Residency petition will be filed.   In most cases, PR petitions that are sponsored by Clark University are handled by an outside immigration law firm and facilitated by the ISSO.

The ISSO will inform the faculty member about the terms of the work authorization and future plans to keep the authorization in place.

Short-term visitor policy

Overview

Individuals who are not US citizens or US Permanent Residents are required by US Federal law to meet certain requirements in order to be paid an honorarium and/or reimbursed for incidental expenses that are related to the honorarium activity.  The ISSO will work with you to determine what immigration documents are needed so that payment can be made.  The Accounting Department will likely have additional required paperwork.

Procedures

  1. If the individual is entering the US in order to engage in the honorarium activity, the following conditions must be met in order for payment to made:
  • The visit to Clark University must be a usual academic activity for which the university does not charge admission.  Usual academic activities include teaching, consulting, conducting research, attending meetings, symposia or seminars and sharing knowledge.  Performances or readings meet this definition if the event is free and open to the public and/or students. 
  • The individual’s visit to Clark must be no more than 9 days.
  • The individual must not visit more than 5 other institutions in a 6 month period.
  • The individual enters the US in B-1, B-2, or W-B (waiver business) status.
  • Send or bring a copy of the Short Term Visitor Form (Short-Term Visitor Form [DOC]) along with a copy of passport, visa and US entry stamp to the ISSO.
  1. If the individual is already in the US for another purpose, the Short-Term Visitor Form will not apply.  In that case, please send  the following information to the ISSO:
  • Passport
  • Visa
  • Entry stamp
  • I-94 information
  1. Depending upon the immigration status of the individual, the ISSO will let you know if additional information is needed. That information might include:
  • DS-2019
  • Form I-20
  • Letter from current sponsor approving the activity
  1. The ISSO will inform the sponsoring Clark department and the Accounts Payable Department when all immigration documentation is in order and payment may be made to the individual.

Permanent resident sponsorship policy

In general, Clark University will sponsor all tenure track faculty for Permanent Residency.  The ISSO works with faculty and their families on a case-by-case basis. 

Payments to international visitors

The United States Internal Revenue Service considers all honorarium payments to be taxable income, and that requires that Clark University, as the paying agent, to withhold income tax at a 30% rate.  There are exceptions to this requirement, but each situation will be analyzed individually.  Data collection necessary to perform this analysis should be obtained prior to the visitor’s arrival.  Departments are encouraged to work with Clark’s Controller’s Office as early as possible to process necessary tax forms. 

Visitors should be made aware of the complex nature of the requirement of both the Department of Homeland Security (DHS) and the Internal Revenue Service ( IRS), and realistic expectations be established as to the time-line necessary to process payments.  It is also important for departments and visitors to understand that the regulations with which we must comply are federally mandated and are not Clark policy.

If you have questions regarding the immigration issues related to a visitor, please contact the ISSO at 508-793-7362.  If you have questions regarding the tax issues related to a visitor, please contact the Controller’s office at 508-793-7499.

On rare occasion short-term international short-term visitors may be on a visa other than B1, B-2 or WB. Contact Patty Doherty, Director of ISSO if this is the case. Documents needed for Payment of Honorarium and/or Reimbursement for Travel expenses for international visitors in categories other than B1, B-2 or WB are:

F-1 student status*

  • Copy of Passport
  • Copy of entry stamp/I-94 information
  • Copy of F-1 visa
  • Copy of latest I-20
  • Copy of EAD card in specific circumstances
    • Honorarium may be paid only with specific CPT documentation

F-1 student on OPT status

  • Copy of Passport
  • Copy of entry stamp/I-94 information
  • Copy of F-1 visa
  • Copy of latest I-20
  • Copy of EAD card

F-2 status

  • Honorarium and Travel reimbursement not allowed without US Government employment authorization

J-1 student

  • Copy of Passport
  • Copy of entry stamp/I-94 information
  • Copy of J-1 visa
  • Copy of latest DS-2019
  • Honorarium may be paid only with authorization from J-1 sponsor

J-1 Professor/Researcher

  • Copy of Passport
  • Copy of entry stamp/I-94 information
  • Copy of J-1 visa
  • Copy of latest DS-2019
  • Honorarium may be paid only with authorization from J-1 sponsor

H-1B/H-4status

  • Payments can only be made by H-1B visa sponsor

O-1 status

  • Payments can only be made by O-1 visa sponsor