Information for Fellows
Housing | Tax & Stipends | Visas & SSN | Local Information
The Research Department is happy to offer assistance with locating accommodation for research fellows and maintains a housing list for this purpose. Due to the number of fellows arriving each year, we recommend securing housing as soon as possible. Furnished rooms, apartments, and houses are often available for rent but generally not within walking distance of The Huntington. The cost of housing in the Pasadena area is comparable to that in most large American cities, but please note that levels of rent in San Marino itself are very high. More affordable options may be found in neighboring cities including Pasadena, South Pasadena, Alhambra, Altadena, Sierra Madre, Arcadia, La Canada Flintridge, and Eagle Rock. All housing arrangements are between you and the renter; The Huntington is not a party to those agreements nor assumes responsibility for the appropriateness of housing, liability for any injuries, accidents, illnesses, etc. resulting from or related to housing. For housing information, email Juan Gomez.
Due to high demand and limited availability of housing in the Los Angeles area, many Huntington scholars use SabbaticalHomes.com, an internet-based home-finding resource for the academic community. Interested parties need not be on sabbatical to use the service, as it was created to serve PhD students, professors, researchers, writers, artists, and scientists whether traveling for sabbatical, academic research, writing retreats, or just time-off. For those wishing to offset the cost of temporary accommodations, they also allow users the option to list their own property for home rental, exchange, sitting or sharing while away.
EXTRA: Founder on the Move: Helping Find Homes for Huntington Scholars
Learn about how Huntington member, Toni Devreaux, is helping Huntington Fellows with housing by hosting them in her nearby Pasadena home. read on
Tax & Stipends
Tax Status for Foreign Grantees
All Huntington fellowships are grants to enable recipients to pursue their own scholarly research in the collections. Although The Huntington is required to withhold federal taxes from the individual's stipend payments, the amount of the withholding can only be determined once you have completed the “Foreign National Information Form,” providing us with the information about the tax treaty that applies between the United States and your country of residence. You will be asked to complete this form when you start your fellowship.
You will also be required to provide either a Social Security Number or an Individual Taxpayer Identification Number. While it is not necessary to have either number before you arrive, you may not claim tax exemption under the terms of any tax treaty without one, and we will be required to withhold taxes at a rate of 37% (30% federal; 7% state). If you do not have a Social Security Number, we will assist you in obtaining this benefit when you begin your fellowship. The Huntington is also required to withhold for State of California taxes a flat 7% of the stipend. If you are a foreign grantee, you may assume approximately 21% of your stipend will be withheld for federal and state taxes.
At the end of the calendar year, The Huntington will provide you with a Federal Form 1042-S and California Form 592-B which summarizes your Huntington income and the tax withheld. This information will help you prepare your individual income tax returns. If The Huntington stipend is your only US income during the calendar year, it is likely that you will be eligible for a tax refund.
For further information, please refer to IRS Publication 515 or visit www.IRS.gov, FTB instructions for Form 592 or visit www.ftb.ca.gov, or consult with your tax advisor.
We require that scholars remain in residence at The Huntington during the entire fellowship period without any major interruptions or absences. If you decide to stay for a shorter period than that stated in your award letter, the amount of the stipend will be reduced on a pro rata basis. No award will be made for a period of less than one month (twenty business days.) You are responsible for notifying the Director of Research of any change in the length of your stay. You are more than welcome to stay for a longer period, but the amount of the stipend will not be increased. Your award period may begin at any time within the year for which the grant was made—the earliest you can start is June 1 in any given calendar year, and the latest is June 30 in the following calendar year (13 months later). Fellowships may not be postponed to a later award year.
Payment of Stipends
Payment of stipends will be made once per month on the first Thursday of each calendar month following the month in residence. Fellowship recipients must have filled out the grant authorization form and begun their research at least ten business days before the end of the month to receive the first stipend by the first Thursday of the following month. A business day is defined as Monday through Friday; holidays when the Library is closed will count as a business day. (Example: To receive the stipend on November 3, 2016, you must have begun the fellowship by no later than October 18, 2016.) Final stipend checks will be mailed, if necessary.
It is important for fellows to arrange sufficient funding to cover their expenses until the first monthly stipend is received. No advances will be authorized. Banking and the ability to cash checks are very limited at local banks, so an ATM card and/or a credit card are suggested. An Automatic Teller Machine is located in the entrance pavilion area of The Huntington itself; traveler’s checks (not postal orders) and personal checks (in U.S. dollars drawn on a U.S. bank) may be cashed in The Huntington Business Office between 10:00 a.m. and 4:00 p.m., Monday through Friday, up to a maximum of $100 per week. Stipend checks can also be cashed in The Huntington Business Office if given two weeks advance notice. The Huntington Business Office also offers the option of a bank draft or having the funds wired directly to your bank (for a fee).
In most cases, The Huntington can arrange for payment of the stipend to be made directly to the grantee’s institution for administration and continuance of salary and benefits. The institution will then administer the funds through their normal channels in whatever manner is satisfactory to the grantee and his/her institution. Regardless of how the funds are disbursed and administered, for the purposes of recognition and reporting, the Huntington considers the grant to have been made to the individual grantee, rather than to the institution. Please contact Carolyn Powell for more information.
Foreign scholars who do not possess a valid visa will need to submit a DS-2019 (formerly IAP-66) Certificate of Eligibility for Exchange Visitor (J-1) Status form (which we will provide) to the United States Consulate when applying for a visa so admission to the U.S. may be granted under the J-1 provision. Prior to your arrival, we will send you a questionnaire which will provide us with the necessary information to complete the DS-2019. Once you have determined your dates of residence, send us the completed questionnaire. Upon receiving the DS-2019 from us, it is YOUR RESPONSIBILITY to set up an appointment with the consulate. Post-9/11, this process is now more complicated. The consulate may require you to appear in person, and there is often a several week wait for an appointment. IF YOU DO NOT OBTAIN THE PROPER J-1 VISA STATUS, THE HUNTINGTON WILL BE UNABLE TO PAY YOUR FELLOWSHIP STIPEND. The Huntington will reimburse you for the administrative fees incurred when obtaining the J-1 visa. Please bring receipts with you when you begin the fellowship. Citizens of Canada: You will need to get a Form DS-2019 from us, pay the SEVIS fee, and bring the form with you when you enter the U.S.
When traveling to the United States, you must have the following:
- A valid passport
- Form DS-2019 (Failure to present this form to the immigration authorities will compromise your ability to enter the U.S., and even if you are admitted will cause significant problems both for the payment of your stipend and for the duration of your fellowship.)
- Evidence of financial resources
- Award letter from the Director of Research
- Paper receipt for the SEVIS I-901 fee—you will receive instructions about this when we send you the Form DS-2019
- Name and contact information of the Alternate Responsible Officer (Carolyn Powell, Assistant to the Director of Research, 626-405-2194, email@example.com OR Catherine Wehrey-Miller, Assistant Fellowships Administrator, 626-405-2100 x2561, firstname.lastname@example.org).
Social Security (SSN)
If you will receive U.S. sourced income, you will need to apply for a Social Security number (SSN) if you do not already have one. The SSN is a unique identification number that is used to keep track of your earnings, to collect Social Security benefits, and to receive some other government services. If you have a U.S.-issued Individual Taxpayer Identification Number (ITIN), you do not need a Social Security number. If you do not have a SSN or an ITIN, you will be provided with the following upon your arrival:
- SSN Application
- I-94 (a record of your most recent admission to the U.S.)
A member of the Research Department staff will set an appointment with you to go to the local Social Security office. We will be happy to escort you in case there are any problems. However, you are welcome to go on your own time.
Bring the following:
- Award letter from the Director of Research
- Completed SSN application
After your appointment, the Research Department staff will receive your Social Security card within two weeks and will deliver it to you. Once you have an SSN, you will not need to apply for another one at any point.
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