Visa & Passport Information for Scientists
Visitors traveling to the U. S. from all countries—including those from Visa Waiver Program countries—are required to register personal details online at least three days in advance of travel. There is a $14 fee to register your details in the Department of Homeland Security (DHS) Electronic System for Travel Authorization (ESTA) used to determine the eligibility of visitors to travel to the U. S. ESTA collects the same information as the paper I-94W form that is usually completed en route to the U. S. Applications may be submitted at any time prior to travel. An ESTA authorization is generally valid for up to two years. DHS recommends that travelers submit an ESTA application as soon as they begin travel plans. Find additional details here.
Meeting attendees are encouraged to apply for visas as early possible. Registration refunds will not be issued after June 1 for denied visas.
Meeting attendees are encouraged to apply for a U.S. visa at least three months before it is needed. For countries that are on the State Sponsors of Terrorism List, the U.S. Department of State suggests applying for a visa eight months in advance. Registration refunds will not be issued for denied visas. As part of security procedures, visa applications are sent to the U.S. Department of State for review. Visit the U.S. Department of State or the International Visitors Office websites for more information. Please check with your local U.S. Consulate or Embassy to find out the earliest date at which you may apply for a visa.
Consulates may have backlogs in scheduling visa interviews. Applicants should contact their local consulate to determine estimated wait times. View the current list of visa interview and processing wait times by country.
The tips below may assist you with the U.S. visa application process. These steps are not required for countries included in the Visa Waiver Program):
- After you have registered for the ITL, contact the American Physiological Society (APS) Meetings Department to request a letter of invitation. For security reasons, letters of invitation can only be prepared for individuals who have registered for the conference. Letters of invitation cannot be provided for guests of attendees.
- Provide your entire trip itinerary, including travel to any countries other than the U.S., at the time of visa application.
- If completion of travel plans is contingent upon early approval of the visa application, specify this at the time of the application.
- Provide proof of scientific status.
- Provide meeting brochure and letter of invitation.
- Provide evidence that you are intending to return to your country of residence., This may include:
- family ties in current country of residence,
- property ownership,
- bank account, and/or
- employment contract or statement from employer showing that position will continue after the dates of the meeting.
Requirements vary by passport-issuing country and citizenship (not merely residency). APS cannot send letters of invitation directly to any U.S. Consulate or Embassy. The letter of invitation does not include your registration fee or any financial assistance for meeting attendance.
Complete an online questionnaire for assistance with visa applications that have not been approved within 30 days of the visa interview. You will be asked to name the meeting (2020 APS ITL Conference) and explain the purpose of your visit. View step-by-step guide to the visa application process and information regarding visa wait times.
Citizens of the countries on the Visa Waiver Program may not need visas. All citizens of Visa Waiver Program countries are required to have a machine-readable passport (MRP) to enter the U. S. without a visa. Without an MRP, you will be required to apply for a visa. All foreign visitors—including Visa Waiver Program travelers—will be fingerprinted and photographed upon arrival in the U.S.
For additional resources visit the U.S. Visa Policy Resources website.
All letters of invitation are prepared after registering and paying for the conference through the APS online registration system. Letters are prepared for the registered attendee only and not for people accompanying the attendee. Please contact the APS Office of Scientific Meetings with questions or to request a letter of invitation.