April 2013

BackgroundIntrax = “visa sponsor” / employer = “host”J1 visa is a cultural exchange visaYou are considered an “intern”Print off Intrax orientation slides if necessary

www.experienceintrax.comParticipant handbook & other resourcesContact 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 J1

• 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 DocumentsPassport

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

Student and Exchange Visitor Information System - SEVIS

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 J1, 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 coverage- letter

HousingFinding an Apartment

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

Tips 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

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

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

Social Security Card

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.

Bank Account

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

Signature

Travelling

DS-2019 Form

Other considerations… Finances and taxes Laws Culture shock Personal Safety and Risk management

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 WatCard

Tips, Sales Tax and Discounts

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 1040NR or 1040NR-EZ Federal Form 8843 State Tax Form(s) Visit the Intrax website for additional tax information

U.S. Taxes

U.S. TaxesW-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!

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 15th – You will be penalized for

filing late! IRS website: www.irs.gov

U.S. Taxes

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 PlanRisk 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

ResponsibilitiesStudent

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

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 photosWe 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 cityYou at your place of employmentPlaces you have visited and /or toured while on the work termA nice sunset, or the view of the rocky mountainsA group shot of all the UW co-ops working at your locationThe city centre, local attractions or famous sites

Questions??