Intrax = “visa sponsor” / employer = “host”



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Intrax = “visa sponsor” / employer = “host”

  • Intrax = “visa sponsor” / employer = “host”

  • J1 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)



Can’t change employers or work part-time

  • 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









SEVIS

  • 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)
    • Update your contact if your address, phone, or e-mail changes so SEVIS is always up to date


    • 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


Gather all documentation and scan them. Send it to your email and to your emergency contact

    • 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




Record of your Arrival and Departure to and from the USA by LAND only (not air travel)

    • 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


This one shows the intern has arrived in the US

    • 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 what you are covered for

    • 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


Travel card at the bottom, fill it in NOW

    • 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


Finding an Apartment

  • Finding 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!


Check your documentation to ensure you have entered USA correctly - proper stamps

    • 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




Uses for your Social Security number

  • 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



Opening an 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.


W-4 Form

  • W-4 Form

    • Take a total of 1 or 0 “allowances”


Work smart, not too hard

    • 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)


Back to Canada or to Mexico you are fine but you must inform your sponsor of your plans

    • 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




Finances and taxes



Sales tax usually varies from 6% to 9%

  • 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



You are subject to most federal as well as all state and local 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 1040NR or 1040NR-EZ
    • Federal Form 8843
    • State Tax Form(s)
    • Visit the Intrax website for additional tax information


W-2 Form

  • 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!


Publication 519 — “U.S. Tax Guide for Aliens”

  • 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



Federal 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!


Risk Management form

  • 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


Student

  • 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




We need photographs and lots of them! Here is where you come in! While on your work term capture:

  • 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??

  • Questions??




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