 |
| Visiting Fellows Home | Apply for Fellowship | Visiting Fellows Listing | Contact Us |
CIRES Visiting Fellow Guidelines
A Fellowship offer letter will be provided to the Visiting Fellow by the CIRES Payroll and Personnel Manager, (rhonda.miller@colorado.edu) along with an information e-mail. This letter contains details of the Visiting Fellowship (appointment dates, monthly salary or stipend, and research and travel budget). Visiting Fellows should not make travel arrangements until they communicate with a CIRES Research Administrator (gretchen.richard@colorado.edu), or the CIRES Travel Help Desk (travel@cires.colorado.edu).
Please note: If your arrival or departure dates change contact the CIRES Payroll and Personnel Manager (rhonda.miller@colorado.edu).
As you plan your CIRES Fellowship:
- Regardless of salary status, International Visiting Fellows will need to contact the CIRES Visa/Immigration Coordinator (rhonda.miller@colorado.edu) as soon as they are informed that they have been awarded a CIRES Visiting Fellowship. An appropriate visa status will be determined for their visit/U.S. employment, and the coordinator will work with the Visiting Fellow directly on the necessary application steps. Refer to International Employee Information in Resources.
- If the Visiting Fellow will receive monthly salary (per their Fellowship offer letter) it will be paid by direct-deposit to a U.S. bank account (direct deposit cannot be set up with a non U.S. bank) on the last business day of each month for the time period of the appointment. The Visiting Fellow will need a U.S. Social Security number in order for the hiring action to be established in the campus payroll system to start receiving monthly salary payments.
- If the International Visiting Fellow does not have a U.S. Social Security number from a previous U.S. visit, they will need to apply for a Social Security number after their arrival in Boulder. Do not apply for a social security number without ISSS authorization to proceed as it may seriously delay the issue of your social security number. To learn about the process, see International Employee Information in Resources.
- The Visiting Fellow may be subject to U.S. tax withholding. International Visiting Fellows must make an appointment to meet with the campus international tax specialist to determine individual taxation status. To learn about the process, see International Employee Information in Resources.
Research Budget
- A research budget may be provided to pay for research related costs, including business travel. These funds can be used to purchase materials, supplies, and equipment necessary for the research conducted during the CIRES appointment. Note: Contact a CIRES Research Administrator (gretchen.richard@colorado.edu) with the details of the items to be purchased and they will make the purchases for the Visiting Fellow. Any equipment purchased with CU funds is the property of CU and needs to remain at CU.
Business Travel
- All business travel requires pre-approval. A Travel Request (TR) form must be submitted to the CIRES Travel Group (travel@cires.colorado.edu) for review and prior approval. Once the request is approved a Travel Group (travel@cires.colorado.edu) representative will send the Visiting Fellow an e-mail authorizing travel. Note that business travel expenses are reimbursed after-the-fact. Please be reminded that we cannot make any advance payments. Contact a CIRES Research Administrator (gretchen.richard@colorado.edu) for additional information.
- All airfare needs to comply with the “Fly America Act” (http://www.gsa.gov/portal/content/103191) which requires the use of U.S. carriers, with very narrow exceptions. CU will reimburse for driving a personal vehicle at a rate per mile. The cost of gas is factored into the mileage reimbursement rate. A CIRES Travel Group representative (travel@cires.colorado.edu) can provide additional information.
Reimbursement
- Travel costs are reimbursed once the travel has been completed. The Visiting Fellow will submit travel receipts to the CIRES Travel Group (travel@cires.colorado.edu) via e-mail. They will prepare the appropriate reimbursement form and obtain the Visiting Fellow’s signature. CU requires an itemized bill showing proof of payment for out-of-pocket expenses such as hotels and rental car. These receipts must show a zero balance to verify that the bill has been paid in full. Please be reminded that Visiting Fellows should not make travel arrangements until they communicate with a CIRES Research Administrator (gretchen.richard@colorado.edu), or the CIRES Travel Help Desk (travel@cires.colorado.edu).
- Itemized receipts are not required for meals because dollar limits for breakfast, lunch, and dinner are determined by the location of travel. The maximum allowable meal per diem rates can be found at this website: http://www.gsa.gov/portal/category/21287. Meal costs beyond the maximum allowable per diem rate are not reimbursable.
Relocation
- In some cases, a relocation budget is provided to pay for relocation expenses. Please note that relocation expenses, like travel expenses, are reimbursed after-the-fact. Contact a CIRES Research Administrator (gretchen.richard@colorado.edu) for an explanation on the reimbursement process, prior to making any arrangements for travel or relocation.
- If the Visiting Fellow has questions or concerns about allowable expenses or how to be reimbursed for expenses incurred, they should consult a CIRES Research Administrator (gretchen.richard@colorado.edu). Please be reminded that the University of Colorado requires that expenses be reimbursed after the fact.
These are general guidelines only. To discuss issues specific to your situation please contact the appropriate party or resource listed in Resources.
