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College of Liberal Arts and Sciences University of Florida

Visitor request forms

The move to UF GO has made inviting visitors more time-consuming and complicated. Complete the following steps so the department can pay for a visitor:

  1. Complete the appropriate form below at the beginning of the process. The faculty member making the request must complete all fields. The university treats every invited seminar speaker as a “guest visitor,” which requires various levels of approval. International visitors must also receive RISC clearance from the research office.
  2. Provide the visitor’s complete address. Listing only “Department of Mathematics at University X” is not sufficient. For example, the department’s address would be P.O. Box 118105, Gainesville, FL 32611 or, preferably, a complete street address such as 1400 Stadium Road.
  3. Submit the form to Margaret. She will enter the information into the first system, called an “ePAF,” which runs approvals overnight and then transmits the information to UF GO.
  4. After UF GO receives the profile, Margaret will create a travel request for the visitor. The request then requires several approvals, potentially including the department chair, travel office, and UF Research.
  5. Procedural requirements may delay reimbursements. For example, if a hotel has been requested, Margaret cannot process anything for the visitor until the hotel charge appears on the department PCard. As a result, visitor payments will be processed only after the visit.
  6. If the visitor is giving a talk and the host takes them out for a meal, submit the receipt on the next day using the correct forms available on Margaret’s door. Include both an itemized receipt and proof of payment. This also ensures that the visitor is properly reimbursed for other meals.
  7. Complete all request forms at least four weeks before the visit to allow time for booking and approvals.
  8. Visitor travel should be booked through UF GO; Margaret can work with the visitor on this.
  9. Direct questions to Margaret.

Domestic visitors

There are two forms for domestic visitors. Depending on the situation, complete one or both:

  • If the visitor is coming for a few days and giving a colloquium or seminar, complete only the Colloquium/Seminar Speaker Form.
  • If the visitor is coming for more than a few days and is not giving a colloquium or seminar, complete only the Domestic Visitor Request Form.
  • If the visitor is coming for more than a few days and is giving a colloquium or seminar, complete both forms.

Domestic visitor forms

For more information about inviting and supporting speakers, see the current colloquium webpage.

International visitors

International visitor form

In addition to the form above, all foreign-national visitors must be approved by the UF Research office. Submit the following documents to that office:

  • A complete CV that includes all publications.
  • Financial sponsorship information. If the visitor is supported by a grant from another university, provide the grant details.
  • An abstract of the research that will be completed during the visit.

Approval from the Research office takes about a week. After approval, the formal letter of invitation from the chair can be completed. Work with the visitor to provide Ana with the items above. Email all documents to Ana as PDF files. After 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.

Effective January 28, 2026, the course Understanding the J-1 Visa Program is required for every faculty member who wishes to host a new J-1 visitor and for current hosts requesting amendments, including extensions, to the programs of existing scholars. The course is available through UF myTraining.

J-1 training requirements

  • Required for all UF faculty hosting J-1 visitors.
  • Must be completed before submitting a DS-2019 request.
  • Covers responsibilities and compliance requirements.
  • Certification is valid for one year.
  • Faculty must send their certificate of completion to Ana and Margaret.

Travel reimbursement banking forms

Use the Travel Reimbursement Banking Information Request to provide the banking information needed for a visitor’s travel reimbursement. If the visitor has a U.S. bank account, complete the domestic ACH section. If the visitor does not have a U.S. bank account, complete the international bank wire section and the highlighted fields in the International Wire Transfer Form. Return the completed materials to Margaret Somers as directed on the forms.