Hiring exchange visitors

1. NC STATE UNIVERSITY Hiring exchange visitors Human Resources Information Management & Office of International Services November 2010

2. NC STATE UNIVERSITY Exploration… Which visa type for which visitor? J-1 Exchange Visitor (EV) J-1 (DS-2019) request process & updates Overview of employment positions for EV Recruitment and hiring processes Arrival preparations for J-1 EV Resources Questions & Answers

3. NC STATE UNIVERSITY Determining visa type Your visitor is coming here for: Business meetings, conference attendance, or other similar short-term consultations (unpaid) B-1 visa – Visitor applies directly at U.S. Embassy. http://www.fis.ncsu.edu/hr/intemployment/b1visa.asp Engaging in research (collaborative or independent), teaching or lecturing for up to 5 years (paid or unpaid) J-1 Exchange Visitor visa – Visitor needs Form DS-2019 from OIS to apply for J-1 visa at U.S. Embassy. Long term paid employment (incl. tenure track positions) at NC State H-1B visa. Contact the International Employment Office for the application process: http://www7.acs.ncsu.edu/hr/intemployment/

4. NC STATE UNIVERSITY J-1 Exchange visitor The J-1 Exchange Visitor status has over 20 different categories. Each category has different options and restrictions. The categories to choose from for visitors doing research, teaching or lecturing are: Research Scholar Professor Short Term Scholar

5. NC STATE UNIVERSITY Research scholar/professor Eligibility requirements: EV must hold at least a Bachelor’s degree and have experience in their field of research. Activities at NC State must be temporary with emphasis on research (Research Scholar) OR emphasis on teaching (Professor). Min. stay is 3 weeks, max. stay is 5 years. Must have adequate English language skills, must have NC State supervisor. Must have proof of funding for $1,500 per month. Restrictions: No extension possible beyond 5 years. Subject to 24-month bar on repeat participation as a J-1 Research Scholar or Professor. EV may be subject to 2 year home residency requirement.

6. NC STATE UNIVERSITY Short term scholar Eligibility requirements: EV must hold at least a Bachelor’s degree and have experience in their field of research. Activities at NC State must be temporary with emphasis on research and/or teaching. Max. stay is 6 months. Must have adequate English language skills, must have NC State supervisor. Must have proof of funding for $1,500 per month. Restrictions: No extension possible beyond 6 months. EV may be subject to 2 year home residency requirement.

7. NC STATE UNIVERSITY Requesting Form DS-2019 E-mail Part A of the DS-2019 Request Form to the EV: http://www.ncsu.edu/ois/forms/documents/DS_2019A.pdf Complete Part B of the DS-2019 Request Form and route for signatures: http://www.ncsu.edu/ois/forms/documents/DS_2019AB.pdf Obtain proof of funding for the EV (e.g. NC State offer letter, sponsor letter, bank statement). Obtain a copy of the passport identification page from the EV. E-mail, mail or drop off the above documents to the OIS office (Campus box 7222, ois@ncsu.edu, 320 Daniels Hall). You will receive an e-mail within 5 business days to collect the DS-2019.

8. NC STATE UNIVERSITY Form DS-2019 Mail off the original Form DS-2019 (keep a copy on file) to the Exchange Visitor along with the Pre-Arrival Handouts. The EV needs this form to schedule their visa interview with the U.S. Embassy. In addition to the DS-2019, you will receive the temporary ID number from your OIS liaison via e-mail and you will receive a checklist with next steps to take and resources to help you advise the EV.

9. NC STATE UNIVERSITY HRIM HR Steps Needed to Recruit, Hire, and Pay Your Exchange Visitor In addition to the steps taken to bring your Exchange Visitor to NCSU, there are additional actions needed to make them an employee.

10. HRIM Continued Some of these steps need to begin as soon as you know you that a J-1 Visitor is anticipated. • Choose a class of employee and job code • Create a position if over 10/hrs week • Post monthly jobs via Online Job Site using “EPA Waiver of Recruitment” category

11. HRIM Continued • As soon as possible, send a Background Check Release form to the candidate with Department section completed. Candidate must fax or mail completed form directly to the Background Checks Department • As time draws nearer to arrival, create an Offer Letter using a template from the HR Website. The approved letter can be mailed to candidate.

12. HRIM Continued Upon Arrival • Employee completes I-9 and PIF (Personnel Information Form) • Make appointment with International Taxation Specialist Michelle Anderson • Enter hire into HR System

13. HRIM Continued What to do With All That Paperwork? Send the original I-9 and copies of everything else to HRIM

14. HRIM Continued Late Arrivals and Extensions • Late Arrivals: No action needed with HR • Extensions: HRIM needs copy of new Offer Letter • College-Level HR Department will enter a Data Change action into HR System

15. NC STATE UNIVERSITY Arrival preparations Schedule a Check-in with OIS for the EV. The Check-in should be scheduled through OIS Online: https://ois.ncsu.edu/index.cfm. Schedule a meeting for the supervisor and EV. If the EV is paid by NC State, schedule a meeting with the foreign national tax specialist to set up their withholdings. Provide EV with their campus id number, et al. After the Check-in is completed, you will receive an e-mail from OIS confirming their active status. Check the Visa Permit Data Panel in SIS for pay/no-pay eligibility dates (some colleges require a print out of this page as part of HR process).

16. NC STATE UNIVERSITY Changes/extensions Changes which require authorization for a J-1 EV: Incidental employment Travel reimbursements Other payments (e.g. occasional lecture) Change in work location Change in supervisor For the above changes, complete and submit the J-1 Amendment Form online: http://www.ncsu.edu/ois/forms/j1amend.php For an extension of stay, submit DS-2019 Request, Part B with proof of funding covering the extension.

17. NC STATE UNIVERSITY Resources for J-1 EV The Research Scholar section of the OIS website has been restructured and expanded to include more practical resources, such as information on health insurance and health care in the U.S., English language resources, translation services, information on applying for a SSn and a driver’s license, banking, shopping, ethnic restaurants… http://www.ncsu.edu/ois/research/Jresourcesindex.php

18. NC STATE UNIVERSITY New Resources for Departments OIS Listserv for Faculty & Staff: Be kept up to date on the latest immigration and policy changes, as well as upcoming events (about 8 e-mails per year) http://lists.ncsu.edu/cgi-bin/mj_wwwusr?func=lists-long- full&extra=ois OIS Delivers: If your department is in need of a refresher on a certain topic or would like specific in-house training, you can request it through OIS Delivers http://www.ncsu.edu/ois/faculty/oisdelivers.php Training materials: http://www.ncsu.edu/ois/faculty/training.php Upcoming Events & Trainings: http://www.ncsu.edu/ois/updates/

19. NC STATE UNIVERSITY Questions& Answers