B-1 & Visa Waiver Visitors

You may invite international visitors in B-1 status or under the Visa Waiver Program (WB) for short-term business activities.

These visits must be temporary and related to the visitor’s employment outside the United States.

Common activities include:

• Consulting with colleagues
• Attending conferences or seminars
• Giving guest lectures or presentations
• Participating in short-term training
• Conducting independent research that does not benefit the university

If the visitor will engage in collaborative research or any activity that benefits the university, you must request a J-1 visa instead.

Appropriate Use of B-1 / Visa Waiver

You must ensure the visit is appropriate for B-1 or Visa Waiver status.

This category is suitable only for:

• Short-term academic or professional activities
• Activities that do not involve employment in the U.S.
• Visits where the primary benefit remains outside the U.S.

This category is not appropriate for:

• Employment at Stony Brook
• Long-term appointments
• Research that directly benefits the university

If you are unsure, contact VIS before proceeding.

Length of Stay

You should plan visits within the allowed time limits:

• B-1 visitors: Typically admitted for up to 6 months (maximum per entry)
• Visa Waiver (WB): Maximum stay of 90 days, no extensions allowed

The final length of stay is determined by the officer at the port of entry.

Invitation Letter Requirements

As the host department, you are responsible for preparing an invitation letter. VIS does not issue documentation for B-1 or Visa Waiver visitors however you can email vis_scholar@stonybrook.edu for a general invitation letter template.

Your invitation letter must include:

• The dates of the visit
• A clear description of the activity
• A statement confirming where the visitor will return after the visit and for what purpose (for example, to resume employment or continue studies)
• A statement confirming there is no salary or benefits associated with the visit
• Details of any travel reimbursement or honorarium, if applicable

You should provide this letter to the visitor so they can apply for a B-1 visa at a U.S. consulate or embassy, if required.

Processing times vary based on country-specific visa appointment availability.

Honorarium and Reimbursement

You may provide an honorarium or reimburse expenses only if all conditions are met:

• The activity is academic and hosted by the university
• The visit at your institution does not exceed 9 days
• The visitor has not received payments from more than five U.S. institutions in the past 6 months

Payments outside of these limits are not permitted.

Export Controls Review

You must notify the Export Controls Office before the visit.

They will determine if:

• The visitor is on a federal restricted party list
• The visitor is associated with a restricted entity
• There are any export control concerns related to the visit

This step is required for all foreign national visitors, including those entering under the Visa Waiver Program.

Department Responsibilities

Before inviting a visitor, you must:

• Confirm the visit is appropriate for B-1 or Visa Waiver status
• Ensure all activities are clearly defined and compliant
• Provide a complete invitation letter
• Complete export control review

You must not offer employment or long-term roles under this category.

Important Restrictions

You must ensure that visitors:

• Do not receive a salary or wages from the university
• Do not engage in employment or ongoing work
• Do not enroll in courses of study

Violating these rules can result in immigration consequences for the visitor and compliance issues for the university.

When to Contact VIS

You should contact VIS if:

• You are unsure whether B-1 or J-1 is appropriate
• The visit involves research or extended academic activity
• You plan to provide any payment or reimbursement

Please direct your questions to vis_scholar@stonybrook.edu. Early review will help you choose the correct visa category and avoid delays.