USA Pre-departure Session using an Internal Sponsor or SWAP

1. USA Pre-departure Session using an Internal Sponsor or SWAP April 2013

2. Background - Internal • US Universities and Large Corporations in the USA • Own team of Immigration Specials • Do you have your DS 2019 form now? • Send a pdf of it to Cathy to receive credit for the work term

3. 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 • 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

4. Important Documents Form DS-2019 Show at the border Replacement cost for lost or damaged DS-2019 is US$150

5. Important Documents Visa Stamp (non-Canadian citizens only)

6. Important Documents Passport

7. Student and Exchange Visitor Information System - SEVIS • SEVIS • Generates DS-2019 Form • Tracks visa holders • SEVIS Receipt • Requirements • Confirm your arrival with your contact at employer, Intrax contact and Cathy Stein • within 24 hours of arrival • 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

8. 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

9. 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

10. What do I do at the point of entry?

11. I-94 Form Record of your Arrival and Departure to and from the USA by LAND only ( not air travel) Must fill it out using your FULL LEGAL NAME Must ask for this at your port of entry

12. I-94 Form This one showed 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 Submitted 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 CDS or Waterloo

13. Know the details of YOUR health insurance

14. 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

15. Sun Life Financial PlanUW 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

16. When Henry returned home, he ignored the rash on his arm. • SMART CHOICES? • Keep in mind… • Something simple, like a rash, can lead to a serious illness.

17. Fatima wanted to save space when packing. • SMART CHOICES? • Keep in mind… • Airlines and customs may require that all medication be properly labelled and kept in original containers.

18. Housing Finding an Apartment • Connecting with other Waterloo students to cut the cost • Off campus housing website for Waterloo- hot leads are • Considering renting a house with other students • Look online, try: www.craigslist.org • Look at 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

19. Christine signed her lease for her stay in Edinburgh while she was still in Ottawa. • SMART CHOICES? • Keep in mind… • Landlord and tenant laws may be different. • Consider your safety and your personal preferences when choosing a new home.

20. When you arrive • Check your documentation to ensure you have entered USA correctly - proper stamps • Contact Co-op (complete mailing address with phone number are required) • Register with the nearest Canadian consulatewww.voyage.gc.ca/register

21. 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

22. 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

23. 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.

24. US Tax Deduction Form W-4 Form • Take a total of 1 or 0 “allowances”

25. 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)

26. Ways to Get Involved • Join a sports or community club • Check to see if your company offers group activities or discounts • Volunteer • Find out about local opportunities at www.idealist.org or www.volunteermatch.org • Get out and meet people

27. Travelling While on J-1 Exchange Visitor Status What do I need to do?

28. Your (Inter)cultural Experience • Finances and taxes • Laws • Culture shock • Personal Safety and Risk management

29. 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 WatCard

30. 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 1040NR or 1040NR-EZ • Federal Form 8843 • State Tax Form(s) • Visit the CDS website for additional tax information

31. 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 by Feb 15: make sure that they have your address for this time!

32. 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 15th – You will be penalized for filing late! • IRS website: www.irs.gov

33. 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!

34. George thought he would take the short cut back to residence. • SMART CHOICES? • Some facts… • Travel in groups, safety vans, taxis, etc. • Be aware of your surrounding • If you don’t this at home, don’t do it abroad

35. Michelle thought she knew the way to the embassy. • SMART CHOICES? • Keep in mind… • Avoid being an obvious target for theft, violence and unsolicited attention.

36. 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

37. 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

38. 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

39. 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 • Submit your photos to Cathy Stein at cestein@uwaterloo.ca prior to Oct 1, 2012

40. Questions?