Effective: April 25, 2007
Latest Revision: May 8, 2007
Charging Visa Application Fees to Sponsored Projects
This procedure outlines the proper charging and documentation of standard Non-Immigrant Visa Application Fees to sponsored projects along with the applicable service processing fees levied by the International Studies Office (ISO).
VIII.A.6 Consistent Treatment of Sponsored Programs Costs
International Studies Office
The Assistant Vice President for Research Administration and the Director of the International Studies Office are jointly responsible for ensuring that this procedure is necessary, reflects actual practice, and supports University policy.
Procedure Steps [Top]
Employment Visas are defined as H1-B, O-1, TN, and other employment visas.
In exceptional circumstances, and with supporting and detailed documentation, the fees for ‘expedited’ processing of employment visas may be considered allowable charges and be paid from University funding sources, including sponsored projects. In accordance with Cost Accounting Standards (CAS) guidelines, the reason for direct charging an expedited fee cannot be for convenience or expediency not directly warranted by the demands of the project. If the individual is to to be provided support/be paid from more than one funding source, the visa fees should be allocated accordingly along with the corresponding salary or wage and benefits.
Written justification for direct charging the expedited fee should be maintained by the department and be available upon request to internal or external reviewers. The documentation should clearly demonstrate the need of and inherent benefit to the sponsored program to which the expedited fees were charged, or in turn the inherent detriment to the research outcomes had the fee not been paid.
As with non-sponsored programs, the applicant may opt to pay the expedited fee him/herself or the department may elect to cover the expedited fee from non-restricted funds.
Note: Fees associated with obtaining permanent residence (“green cards”) are not allowable on federal and federal flow-through sponsored projects or on any other sponsored award having specific terms and conditions prohibiting these costs (since the awarding of a green card is not conditional on employment at UVA). These fees can be supported from non-restricted funds.
Dependents are generally responsible for their own fees (the dependent I-539 filing), although departments may, at their own discretion, pay these fees from non-restricted funds.