New Foreign National
Student / Employee Orientation
Office of International Affairs
Welcomes you to
UTMB &
Galveston Island!
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
AGENDA
Introductions:
I.
- Office of International Affairs
- Finance Payroll Services
UTMB Initialization Process
II. Legal Documents
III. Miscellaneous topics pertaining to New Foreign
National Employees
III. United States Basic Tax Concepts, Rules &
Regulations
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
I. UTMB Initialization process:
• Employee identification badge
• Institutional new employee orientation
(and exit interview)
• Local community information: See handouts
included in packet:
*
Galveston Newcomers Useful Websites
*
Galveston Chamber of Commerce New Resident Information
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
II. LEGAL DOCUMENTS
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Passport
Validity?
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Basic Forms associated with
various types of visas

These basic Forms are required to apply for a visa at a
U.S. consulate/embassy. They are NOT visas.
•
Form DS-2019 (formerly IAP-66), Certificate of Eligibility for
Exchange Visitor (J-1) Status.
•
Form I-20, Certificate of Eligibility for Non-immigrant (F-1)
Student.
•
Form I-797A / I-797B, USCIS Approval Notice for Nonimmigrant (H, O, TN) status.

These forms determine the visa status and length of
authorized stay to complete your objective in the U.S.
under a particular non-immigrant visa classification.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
DS-2019
Endorsement for travel
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
I-20
page 1
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
I-20
page 2
Endorsement for travel
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
I-797A
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Visa Classification
 This refers to the type of visa under which you were admitted and
the specific regulations governing your stay in the U.S.
 It is your responsibility to be aware of rules and regulations that
apply to you while in the U.S. based on your visa classification.
 You must comply with the primary purpose of your current visa
status.
 Please consult your advisor at the Office of International Affairs
well in advance of any change of activities or objectives.
 In some cases a change of visa classification may be required to
preserve your legal permission to remain and/or work in the U.S.
 Dependent visa classifications that do not permit employment
include: F-2, H-4, O-3 and TD. Dependents on J-2 visas are eligible
to work only upon obtaining an Employment Authorization
Document (EAD) from the USCIS.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
US Visa Stamp / J-2
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
US Visa Stamp / H-4
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
I-94
Arrival Departure Record
J2
Sample
H4
Sample
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
EAD
Employment Authorization Card
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Social Security Card
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
ITIN
Individual Taxpayer Identification Number
You need a Taxpayer Identification Number
(ITIN) if you:
•
Will claim income that is exempt under a
treaty (may apply in advance), or
•
Are claimed as a dependent on
someone's tax return (may apply only
when filing tax return in which
dependents are included).
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Texas Driver License
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
III. MISCELLANEOUS TOPICS
Pertaining to New Foreign
National Employees
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Traveling Abroad
•
Travel abroad, especially when a new
visa is required, should be carefully
considered before final plans are
made.
•
Visit the web page of the United States
Consulate or Embassy where you will
apply for your visa to determine
whether procedures have changed.
•
State Department security clearances
are still required for certain visa
applicants, delaying visa issuance by
a minimum of 4-6 weeks.
•
Security clearance is only valid for 12
months
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Automatic Visa Revalidation
•
Department of State (DOS) regulations permit
certain non-immigrants to re-enter the United
States after a visit of 30-day or less to Canada
or Mexico with an expired U.S. visa.
•
As of 2002 new regulations cancel automatic
revalidation for two classes of persons:
1. All persons traveling on passports issued by Iraq,
Iran, Syria, Libya, Sudan, North Korea and Cuba
2. All persons who visit a U.S. consulate in Canada,
Mexico, or adjacent islands and submit an application
there for a new nonimmigrant visa
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
US-VISIT Program
•
The United States Visitor and
Immigrant Status Indicator
Technology (US-VISIT) program
records the entry and exit of non-US
citizens into and out of the United
States, at US international air and
sea ports.
•
Collects biometric identifiers through
digital photograph and fingerprints
from all arriving visitors.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
SEVIS
•
•
•
1.
2.
3.
The Student and Exchange Visitor Information
System is a shared government database to track
F-1, M-1 and J-1 non-immigrants.
UTMB is responsible for reporting information to
SEVIS.
It is your responsibility to REPORT to OIA (J-1)
or Enrollment Services (F-1):
Any local address change within 10 days of
change.
Early completion of a degree program,
changes in major or academic level, BEFORE
the date the change is effective
Changes in job title, salary and/or employing
department at UTMB, BEFORE the date the
change is effective
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Health Insurance
•
All F-1 / F-2 and J-1 / J-2 visa holders are required to have
medical insurance for the duration of the program. At a
minimum:
1.
Medical benefits of at least $50,000 per person, per
accident or illness. Basic health insurance coverage is
provided for all full-time, regular employees of UTMB.
2.
Repatriation of remains coverage in the amount of US
$7,500 per person.
3.
Medical evacuation expenses in the amount of US
$10,000 per person.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Office of International Affairs
Consult the
Office of International Affairs
regarding these issues
or any other situations
that may affect
your visa status,
employment eligibility,
or tax status.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Don’t be
caught
off
guard!
Office of International Affairs
Staff
•
Maggie Pinson, Manager:
mapinson@utmb.edu
•
Maria C. Arevalo, International Consultant:
mcareval@utmb.edu
•
Rosemary Fredericksen, Immigration Advisor:
tfreder@utmb.edu
•
Madhuri V. Kumar, Immigration Advisor:
mvkumar@utmb.edu
•
Jackie Lynch, Admin. Secretary:
jdlynch@utmb.edu / (409) 772-3733
Web site: http://utmb.edu/international/
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
IV. UNITED STATES
BASIC TAX
CONCEPTS, RULES &
REGULATIONS
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Federal Income Tax (FIT)
1.
U.S. tax year is calendar year: January through
December.
2.
Employers deduct certain amounts of tax from
employee’s pay to send to the U.S. government (IRS).
3.
Employers issue IRS Form W-2 by January of each year
showing income and tax withheld.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
…Cont. Federal Income Tax (FIT)
4. Most tax returns are due by April 15 each year.
5. The tax return determines whether tax is owed
or a tax refund will be made to the employee.
6. Nonresident aliens for tax purposes are taxed
differently than U.S. residents for tax purposes.
7. Nonresidents for tax purposes include:
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Determining U.S. Residency (F / J Students)
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Determining U.S. Residency (F / J Researcher)
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Determining U.S. Residency (All other visas)
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Form W-4
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Form W-4
Close up
complete
Correct?
Correct?
Correct?
Correct?
Sign here
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Form 8283
Page 1
Correct?
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Form 8283
Page 2
Sign here
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Form 8233
Statement
Sign here
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Today’s date
Form W-9
Sign here
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Today’s date
Social Security Tax
(also called FICA and FUTA)
1.
Social Security Tax is a retirement tax that, like federal
income tax, is deducted from pay.
2.
F-1 Students and J-1 Exchange Visitors who are
“nonresidents for tax purposes” are not required to pay
Social Security tax.
•
•
3.
F-1 & J-1 students must begin paying social security tax in their
sixth calendar year of presence, unless continuing as a full time
student.
J-1 exchange visitors must pay social security tax in their third
calendar year of presence.
All other visa holders with income in the U.S. must pay
this tax even though they will not retire in the U.S. or
receive Social Security benefits.
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
UTMB
Pay Stub
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
UTMB
Pay
Stub
Close up
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Where Can I Go for
More Information?
1.
2.
3.
4.
5.
6.
Pay Check Issues or Errors:
UTMB Payroll Services
Narce Esquivel-Walker (409) 747-7954
General Tax Information: IRS Web Site: http://www.irs.gov/
(IRS), International Division, 1 (800) 829-3903
IRS Withholding Calculator:
http://www.irs.ustreas.gov/individuals/page/0,,id=14806,00.html
Income Tax Treaties:
http://www.irs.gov/businesses/corporations/article/0,,id=96739,0
0.html
UTMB Volunteer Income Tax Assistance (VITA) Program,
February - April 15 (ext. 23733).
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
Questions?
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004
How did we do today?
Please complete our
“session evaluation”
Thank you!
Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004