Visa or Waiver Documentation Requirements

The University of Illinois is requiring that the paperwork described below be collected so that hotel room costs can be covered for visa or waiver holders. If you do not see your visa or waiver type listed below please let us know, and we will ask the university what is needed.


Travel/Expense Reimbursement Retention Checklist B1

B1 - primary purpose was determined to be for business activities.
  • Copy of Passport ID page
  • Copy of B1/B2 Visa
  • Copy of Entry Stamp for current visit - received when visitor enters the US

Travel/Expense Reimbursement Retention Checklist B2

B2 - primary purpose was determined to be for tourist activities. ** Due to the determination that the activities being performed are of a tourist nature, an individual cannot receive reimbursement and/or payments made on their behalf for activities longer than 9 days. Although the stay in the US may be longer, the activity with the University of Illinois cannot last longer than 9 days.

Travel/Expense Reimbursement Retention Checklist WB

Waiver for Business primary purpose was determined to be for business activities.
  • Copy of Passport ID page
  • Copy of Entry Stamp for current visit - received when visitor enters the US
** If the visitor is from Canada, a copy of the Passport ID page is the only required document.

Travel/Expense Reimbursement Retention Checklist WT

Waiver for Tourism primary purpose was determined to be for tourist activities. ** Due to the determination that the activities being performed are of a tourist nature, an individual cannot receive reimbursement and/or payments made on their behalf for activities longer than 9 days. Although the stay in the US may be longer, the activity with the University of Illinois cannot last longer than 9 days.

Travel/Expense Reimbursement Retention Checklist J1

  • Copy of Passport ID page
  • Copy of J1 Visa
  • Copy of Entry Stamp for current visit - received when visitor enters the US
  • Copy of I-94 card (front and back) - received when visitor enters the US
  • DS-2019
  • Letter of Authorization for current program sponsor listed on the DS-2019
** The Letter of Authorization must be on institution letterhead. It will need to be signed by one of the following individuals: College Dean, Assistant Dean, Department Head, Assistant Head or Responsible Alternative Officer (typical found at the International Offices).

Travel/Expense Reimbursement Retention Checklist F1

  • Passport ID page
  • Passport Renewal page (if applicable)
  • All US Entry Visas
  • All US Entry Stamps
  • I-94 card (front and back)
  • I-20 (pages 1 and 3), if page 3 of the I-20 indicates the individual is on a OPT status, the Employment Authorization Document (EAD card).

Travel/Expense Reimbursement Retention Checklist H1B

  • Passport ID page
  • All US Entry visas
  • All US Entry stamps
  • I-797 Notice of Action (front and back)