Department of Mathematics

The move to UF GO has made inviting visitors more time-consuming and complicated. Please note the following, which must happen in order for the department to pay for a visitor.

1. We have created a new form that needs to be filled out at the beginning. All information on the form needs to be completed by the faculty member making the request. Form is below.  Note that, essentially, the university is now treating every invited seminar speaker as a “guest visitor” and this requires various levels of approval. In particular, international visitors will have to go through RISC clearance from the research office.
2. The visitor address on the form must be complete. Simply listing Department of Math at University X is no longer sufficient. For example, ours would be PO Box 118105 GNV FL 32611 (or, even better, 1400 Stadium Rd. etc.).
3. Submit this form to Margaret. She will then enter the information into a first system (this is called an “ePAF”) that runs approvals overnight and then transmits the information to UF GO.
4. Once UF GO has the profile, Margaret will create a travel request for the visitor. This then requires several approvals (dept. chair, travel office, maybe UF Research).
5. Reimbursements will now be slowed down by various procedural hurdles. For example, if a hotel has been requested, Margaret cannot process anything for the visitor until after the hotel charge hits the department PCard. As a result, all visitor payments will not be processed until after the visit.
6. If the visitor is giving a talk and the host takes them out for a meal, please make sure to submit that receipt the day after the meal, filling out the correct forms (on Margaret’s door) and including an itemized receipt/proof of payment. This also ensures the visitor is properly reimbursed for other meals.
7. It is important that all the request forms be completed at least 4 weeks in advance of the visit to allow time for booking, approvals, etc.
8. It is advised that visitor travel be booked through UF GO; Margaret can work with your visitor on this.
9. Any questions should be directed to Margaret.

Domestic Visitors

There are two forms for domestic visitors and depending on the situation please fill out one or both of these.

• If they are just coming for a few days and giving a colloquium and/or seminar fill out just the Colloquium Speaker Form below
• If they are just coming for more than a few days and are not giving a colloquium and/or seminar fill out just the Domestic Visitor Form below
• If they are coming for more than a few days and  are giving a colloquium and/or seminar fill out both the Domestic Visitor Form and the Colloquium Speaker Form
• Colloquium-Seminar-Speaker-Form (pdf)
• Colloquium-Seminar-Speaker-Form (Word)
• Domestic-Visitor-Request-Form-1 (pdf)
• Domestic-Visitor-Request-Form-1 (Word)

For more information about inviting and support speakers please see the current colloquium web page.

International Visitors

• International-Visitor-Request-Form-2 (pdf)
• International-Visitor-Request-Form-2 (Word)

In addition to the form above note that all foreign national visitors must be approved by our Research Office.  A form must be submitted to their office including the following documents:

• A complete CV that includes all publications
• Financial sponsorship: If supported on a grant from other university, give grant details.
• An abstract of the research that will be completed during their visit here.

It takes about a week to get the approval from the Research Office and then the formal letter of invitation from the chair can be completed.  Please communicate with your visitor to provide Kristen with the items above.  All documents should be emailed to Kristen in a PDF file.  As soon as she receives them she will submit the information to the research office for approval and then process the letter of invitation for the Dean’s signature.