Letter Template (March 2017- Version 2017/01)

IV.7 Letter of Offer for Guest Speaker

Reminder: Please pay attention to texts in red font - you will have to change the font colour to black as appropriate, or delete the statement or paragraph if not applicable.

(day/month/year)

(name)

(address)

Dear (name):

Thank you for accepting our invitation to visit the University of Manitoba (Department, Faculty or School) from (day/month/year) to (day/month/year) as a Guest Speaker.
You will be (select as appropriate)
1. (visiting our laboratories to discuss research matters of mutual interest);
2. (addressing staff/students/others on (subject) in your area of expertise);
3. (participating in and/or acting as a speaker at (specify conference/symposium/convention). You are scheduled to speak on (day/month/year) at (time).
You will be given an honorarium of $(amount) and reimbursed for expenses in accordance with the University of Manitoba Travel and Business Expense Policy 317 upon submission of receipts. Revenue Canada may grant foreign visitors a waiver of statutory deductions (a non-resident tax withholding of 15%) on payments not exceeding $5,000.00. Enclosed is a non-resident tax waiver certification form which you should complete and forward together with a copy of this letter of offer accepted by you at least four weeks prior to engagement directly to Revenue Canada, 325 Broadway, Winnipeg, Manitoba, R3C 4T4, Attention: International Tax Services, Non-Resident Section. (Complete question eight on the Revenue Canada waiver letter (IV.8) and enclose a copy of same).
Guest Speakers are permitted to enter Canada directly as visitors and are exempt from job validation requirements (IMM.R19(1)(o)).

If non-Canadian but not U.S. citizen or U.S. permanent resident:

Your employment by the University is subject to the acceptance of your entry into Canada. Your entry into Canada may require a Work Permit from Immigration, Refugees and Citizenship Canada (IRCC). Please contact the nearest Immigration Section of the Canadian Visa Office abroad to seek advice and if deemed necessary, a Work Permit and Temporary Resident Visa (TRV). Additional information may be obtained through the IRCC’s website.

Please inform (name) of the name of the carrier, flight number, port of entry, and the date and time of your arrival so that we may notify Canada Immigration authorities at the port of entry in advance of your arrival and make them aware of the reasons for your visit. Please carry this letter with you when you arrive at the port of entry and show it to the admitting Customs/Immigration Officer whether or not you are asked for it.
We look forward to extending a warm welcome to you.
Yours sincerely,
______
Department Head
______
Dean (or) Director
enclosure
Department Information Only
All payments of expenses not supported with receipts have an automatic non-resident tax withholding of 15% applied at source unless waived in advance by Revenue Canada.
I accept this offer of appointment dated (insert date of letter) to a position as Guest Speaker in the (Department, Faculty or School). I understand that the terms and conditions of my appointment as stated in this letter are the only obligations of the University of Manitoba to me.
______
Signature
______
Date