Foreign Visitor Checklist 2015

Immigration Regulations R179 and R183 require that any business visitors coming to Canada to conduct business must have a letter of invitation indicating where they are conducting that business, the purpose for which they are here and the dates they are visiting. As the University is beginning to put into place policies that will help it adhere to these Regulations, formal invitation letters are now required for all visitors coming to the University of Waterloo for any business purpose. As a matter of good record keeping (per University Policy 12), letters of invitation should be formalized now to ensure appropriate compliance with the University’s statutory and regulatory obligations.

Please complete the form below.  Once this is complete you will receive the necessary response from the secretariat & Office of General Counsel to complete the Invitation Letter.  This letter will be signed and sent from the Chair/Director or Dean's Office.

If you have any questions please contact your Administrative Coordinator or Frances Hannigan in the Secretariat & Office of General Counsel.

Length of Visit
Only consider the days that your visitor will be here on campus. Additional days your visitor would like to take for personal reasons (e.g., arrive a day early to acclimatize), should not be included in the length of stay nor in the letter of invitation.
Type of Invitation being extended
Please note the following: 1. Visiting Professor - can only be applied to a visitor if they hold a professorial position at another institution. An industry visitor (e.g., a PhD Researcher from CERN) does not qualify under immigration as a "visiting professor." 2. Guest Speaker - if your visitor is a guest speaker and holds a professorial position at another academic institution but is staying longer than 5 days you must click "Visiting Professor".
Type of Remuneration 1
1. Remunerated - Is this visitor being paid for accepting the invitation? 2. Self-funded - Is this visitor paying for their own acceptance of the invitation? 3. Award-Recipient - Is this visitor using funds from an award? Include the name of the funding source or a copy of the award letter. 4. Reciprocal agreement - Does the visitor have a reciprocal agreement with host? 5. Other - If your visitor does not fit into any of the above categories, please indicate in the text field
Type of Remuneration 2
1. Remunerated - Is this visitor being paid for accepting the invitation? 2. Self-funded - Is this visitor paying for their own acceptance of the invitation? 3. Award-Recipient - Is this visitor using funds from an award? Include the name of the funding source or a copy of the award letter. 4. Reciprocal agreement - Does the visitor have a reciprocal agreement with host? 5. Other - If your visitor does not fit into any of the above categories, use Other text field.
Type of Remuneration 3
1. Remunerated - Is this visitor being paid for accepting the invitation? 2. Self-funded - Is this visitor paying for their own acceptance of the invitation? 3. Award-Recipient - Is this visitor using funds from an award? Include the name of the funding source or a copy of the award letter. 4. Reciprocal agreement - Does the visitor have a reciprocal agreement with host?
Degree Invitee Holds
Reimbursements being offered
Travel - any reimbursement for travel to/from Waterloo based on receipts only. Living Allowance - set amount per month to be offered to help cover costs of living during visit. Local Travel, meals and/or housing - any reimbursements for local travel (i.e., taxis), meals and/or housing based on receipts only. Other - Indicate any other possible reimbursements to be offered not mentioned above.
Reimbursement Frequency
Honorarium
Will an Honorarium be made? Please refer to the Universities policy on Honorariums. https://uwaterloo.ca/human-resources/honorariums#what-is-an-honorarium
Salary
Invitee in Canada
Is your invitee presently in Canada?
Please include details of the invitation. 1. What talk they are giving; 2. What course they are teaching; 3. What research they are researching. Provide as much detail as you can.