Visitor Guidelines
On an on-going basis, CRESST will facilitate short-term visits by scientists from universities or industry to give talks, make presentations, consult, and to study problems in conjunction with their GSFC and CRESST colleagues. Scientific visitors to GSFC provide new ideas, needed expertise, or novel perspectives, thus adding vitality to the research environment. These visitors generally benefit by learning from the scientific and/or technological expertise of their GSFC or CRESST hosts. In addition to giving talks or colloquia, scientific visitors also conduct research, participate in scientific discussions on topics of mutual interest, or collaborate on funded or prospective research projects
Within the CRESST team, USRA is responsible for handling these task and component activities/arrangements. This section will outline the sponsor's procedures for initiating and administering the visit of a collaborating scientist.
The CRESST official in charge of this program is Dr. Donald Kniffen, the USRA/CRESST Associate Director
Initiating the Request
A CRESST task number must be created before any action can be taken. Tasks for Visiting Scientists have already been set up by many Code 660, 670, and 690 Labs & Offices. GSFC sponsors interested to utilize this program for the first time should contact Don Kniffen, dkniffen@usra.edu. Dr. Kniffen is also the contact when sponsors are looking for an individual to assist with a research project, on a temporary or visiting basis, but where a candidate is not necessarily known in advance.
Once a task is assigned and operational, subsequent activity requests should be made directly to the CRESST/USRA Visitor Coordinator, Ms. Lee Mewshaw, lmewshaw@usra.edu, using a Visitor Request Form. The information required will include dates, names, visitor contact information, the expected CRESST task number, estimated costs or available budget. If the visitor is known in advance, and is to be paid a consulting fee, the request also needs to include information to assist USRA to create a JOFOC, i.e., why this person is uniquely qualified to conduct this activity. USRA will also need a copy of the visitor's curriculum vitae. The federal limit is currently $515.00 per day for consulting fees. Ms. Mewshaw will work with the sponsor to cost out the activity based on the assumptions, and especially for individual activities in excess of $2,000, Ms. Mewshaw will provide a written (or e-mail) estimate of the fully-loaded costs.
GSFC Security: While USRA can assist, it is expected that the GSFC sponsor will be responsible for obtaining the necessary GSFC badge, and providing the escort while he or she is on-Center, if needed. U.S. citizens need to provide two forms of photo identification at the main gate security office to gain access. US Permanent Residents must bring their Green Card with them to show at the front gate. Sponsors need to initiate badge requests for foreign national visitors from non-designated countries approximately 3 weeks before the arrival date. Visitors from designated countries take longer, and must be escorted at all times while on the Center.
Visa Considerations: Visitors for up to 10 days, and receiving no compensation for services rendered can arrange to obtain a "B" or Tourist Visa from his or her home country's American embassy or Consulate.
A foreign visitor, who is receiving consulting or an honorarium, and/or staying for longer than 10 days must be admitted into the US with a J-1 visa. USRA needs a minimum of 2 months to initiate the process through the US Department of State "SEVIS" system, send the visitor a DS-2019 form, have them be interviewed and approved at the local US embassy or consulate before they can travel to the US. Furthermore, all visitors to the US must show proof of health insurance while in the US. Generally, this means that USRA will purchase very low-cost catastrophic health insurance coverage for the period of the visit.
Visitors with J-1 visas can receive stipends or consulting fees, as well as travel and living expenses, provided USRA is given sufficient time to approve these in advance. Tourist and business visa categories are not eligible for stipends or honoraria, but can receive living expenses and travel costs. Their visit may not exceed six months. There are countries for which a visa is not required for entry to the U.S., and other countries whose citizens require a letter from their prospective employer before being issued a visa at a US embassy. F-1 visa holders (students enrolled in an institution of higher learning) must have approval in writing from their university before they can receive any payments.
Expense Reimbursement: For reimbursement of allowable costs, all of the original receipts must be submitted with the expense voucher. The charges must be appropriate and within the federal travel regulations. Details on USRA's travel reimbursement policies can be found on their USRA Travel Request & Procedures Form.
What the visitor receives: Visitor receives an e-mail with an outline of the appointment terms, then a formal letter of invitation, an Agreement for Temporary Appointment form (to be signed and returned before the travel/appointment commences), and an expense voucher form. In general, visitors are expected to purchase tickets plus make hotel and auto rental reservations, and then to seek reimbursement following return to their home institution. However, USRA can arrange for some additional services, such as direct bill at a local hotel and car rental agencies under certain circumstances.