USA Pre-departure Session Intrax April 2013
Background Intrax = “visa sponsor” / employer = “host” J 1 visa is a cultural exchange visa You are considered an “intern” Print off Intrax orientation slides if necessary www. experienceintrax. com Participant handbook & other resources Contact San Francisco office Canadians don’t get a visa stamped in the passport; all other nationalities do (Consular appointment)
J-1 Visa rules • Can’t change employers or work part-time • 30 day grace period on either end • Will expire after this work term • you can do multiple work terms in the US, but each distinct period in the US requires a separate J 1 • Can be extended another 4 months if required but there is an EXTRA cost • If you are 8 month work term, get an 8 month visa
Important Documents Form DS-2019 Show at the border Replacement cost for lost or damaged DS 2019
Important Documents Visa Stamp (non-Canadian citizens only)
Important Documents Passport
Student and Exchange Visitor Information System - SEVIS Generates DS-2019 Form Tracks visa holders SEVIS Receipt* E-mail contact information to Intrax and Cathy Stein within 1 week (preferably 24 -48 hrs) Complete home address Home, work & mobile phone numbers Frequently checked e-mail address Update your contact if your address, phone, or e-mail changes so SEVIS is always up to date
What else could I need? Proof of funds $3, 000. 00 (bank statement, credit card statement, letter from parents) Signed training plan (DS-7002)* Offer letter from employer Address of where you will be staying* Résumé
Before you leave Canada Gather all documentation and scan them. Send it to your email and to your emergency contact Clean out wallets and purses Arrange travel ONLY if you have your DS 2019 form Confirm housing appointments Connect with other students going to same destinations
What do I do at the point of entry?
I-94 Form Record of your Arrival and Departure to and from the USA by LAND only (not air travel) Obtained at US Customs/point of entry – ask for it!* Must fill it out using your FULL LEGAL NAME
I-94 Form This one shows the intern has arrived in the US Notice the date, the J 1, and DS marked on this form this should remain inside your passport till the last time your leave the US from your work term Upon final departure at end of term, submit to Canadian customs and it will be entered to show you have left If you get back to school and you still have it inside your passport please contact Intrax or Waterloo
Know the details of YOUR health insurance
UW Health and Dental plan Know what you are covered for Travel Card in wallet at all times Know how to use the plan in case of an emergency OHIP extension- 8 month and returners www. ihaveaplan. ca for more details
UW Student Health Plan Travel card at the bottom, fill it in NOW Member ID #- is your student ID number Call 1 -800 number first and they will tell you where the nearest doctor, hospital or clinic is to where you are living in the US 8 month work term? ? – extend your OHIP coverage Out of country coverageletter
Housing Finding an Apartment Tips Connecting with other Waterloo students to cut the cost Considering renting a house with other students Look online, Off Campus Housing here at Waterloo, craigslist. com Look at local university housing/bulletin boards Could ask your employer or past students that worked there Ask a lot of questions! Read everything carefully before signing Don’t send money or expect keys without personally seeing the place Someone you trust to look at the place for you or Use Google Earth Rent or buy and then resell furniture & household supplies Find an American roommate!
When you arrive Check your documentation to ensure you have entered USA correctly - proper stamps Contact Co-op & Intrax (complete mailing address with phone number are required) Register with the nearest Canadian consulate www. voyage. gc. ca/register
What else do I have to do when I arrive? Apply for a Social Security Number Set up a local bank account Set up internet/phone access Forms from HR Set personal and professional objectives
Social Security Card Uses for your Social Security number Applying for a card: Wait 10 days after entering U. S. before applying Make sure your visa sponsor has validated your visa with SEVIS Bring DS-2019 form/Visa stamp, passport (includes I-94 Form) application form, and letter of employment to nearest SSA office Get a receipt for your application Card should say “Valid for Work Only with DHS Authorization” Have your name on your residence's mailbox to ensure SSN card delivery by the U. S. Postal Service Social Security number is valid for life; do not apply for a new number if one has already been issued to you Social Security website: www. ssa. gov
Bank Account Opening an account Bring your Passport, Social Security card, and proof of address Do your research on types of accounts: Checking vs. Savings vs. Student accounts ATM and Debit cards Check cashing Ask About: Monthly Fees and Minimum Balance Time for deposited funds to “clear” Bank hours Establishing a credit history in the U. S.
US Tax Deduction Form* W-4 Form Take a total of 1 or 0 “allowances”
While you’re there Work smart, not too hard The first few weeks are the hardest Do not be disappointed if you’re not involved with the most challenging projects in the beginning Ask your supervisor about the process around sick days as well as other office rules If you have problems with your supervisor let us help Establish comfortable routine, maintain contact to friends/family Stay informed on global issues/ security issues Maintain that sense of humour Make the most of your opportunity! (receptive to new environment yet diligent)
Travelling Back to Canada or to Mexico you are fine but you must inform your sponsor of your plans Travel Validation Signature on Form DS-2019 if outside North America Valid I-94 card; Passport; health insurance J-1 Visa Stamp with “M” for multiple entries (Non-Canadians) Do not remain outside the U. S. for more than 30 consecutive days
Travelling DS-2019 Form Signature
Other considerations… Finances and taxes Laws Culture shock Personal Safety and Risk management
Tips, Sales Tax and Discounts Sales tax usually varies from 6% to 9% Tipping is customary Have a small amount of cash with you Travel cheques Student discounts- bring your Wat. Card
U. S. Taxes You are subject to most federal as well as all state and local taxes Do not pay Social Security, Medicare, and FUTA Taxes Request a refund from your Employer or file Form 843 Forms you must file: Federal Form 1040 NR or 1040 NR-EZ Federal Form 8843 State Tax Form(s) Visit the Intrax website for additional tax information
U. S. Taxes W-2 Form Provides a summary of your earnings and taxes that were paid Your host company will mail it to you in January: make sure that they have your address for this time!
U. S. Taxes Publication 519 — “U. S. Tax Guide for Aliens” Publication 515 — Tax guide for host organization Give your employer your home address to receive your W -2 forms after leaving the U. S. File early: deadline is April 15 th – You will be penalized for filing late! IRS website: www. irs. gov
U. S. Laws Federal Laws Drinking age is 21+ No drunk driving Open Container Law (Driving) Restricted Smoking laws and No Drugs No hitch-hiking State Laws Open Container Laws (Public Places) If you are not sure, go online or ask!
Emergency Protocol Plan Risk Management form • • All submitted prior to this session Emergency contact listed • Arrival Notice submissions • • • how we can reach you in an emergency How we will be in touch- phone first, then email Tweets to check your email • Police Services • Available for you 24 hours a day
Responsibilities Student pre-departure meetings, documentation, health insurance coverage, travel arrangements, housing, risk management, personal security, emergency notification Employer Financial compensation, arrival orientation, job supervision, mentoring, professional development, evaluation ( assist with relocation/housing) University Visa and process advice, pre-departure meetings, student connections, work term and travel advisory monitoring, emergency response, employer assessment Visa sponsor issuing documents, health insurance, reports and evaluations, SEVIS tracking
Returning to Canada Bring back your CECA employer evaluation form (signed and dated) Leave permanent address with your employer for tax information Last time you leave the USA for this work term, surrender your I-94 card at the border
Photos, photos and more photos We need photographs and lots of them! Here is where you come in! While on your work term capture: Scenery outside your apartment or around the city You at your place of employment Places you have visited and /or toured while on the work term A nice sunset, or the view of the rocky mountains A group shot of all the UW co-ops working at your location The city centre, local attractions or famous sites
Questions? ?
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