J-1 Mandatory Health
Insurance Requirements
and the Student
Health Insurance Plan (SHIP)
SHIP Operations Coordinator:
Lindsay Knudson
Program Coordinator:
Kim Maday
Assistant Program Coordinator:
Ryan Redmer
J-1 Mandatory Health
Insurance Requirements
• Per the Department of State, all J-1 Exchange
Visitors are required to carry valid health insurance
for the duration of their J-1 program.
o D.O.S. regulation 22 C.F.R. § 62.14 specifies this requirement
• As the official program sponsor, IFSS is responsible
for making sure the health insurance requirements
are actively carried out
• IFSS fulfills this obligation through our relationship
with the SHIP office
o Implementation of 22 C.F.R. § 62.14 varies based on the individual
program sponsor.
SHIP: Who We Are,
Why We’re Here
• Insurance is a form of risk sharing among a group of
people.
• As more people sign up for the insurance policy, this
risk is spread out over a larger group, resulting in
possible reductions to premiums levels and
expansion of covered services.
• In 1993, UW-Madison developed a comprehensive
and affordable health insurance policy for
international students, scholars and their
dependents, to ensure that large unexpected
medical expenses do not hinder their educational
objectives.
SHIP: Who We Are,
Why We’re Here
• Current UW-Madison policy requires that
international students and J-1 scholars have
adequate health insurance at all times for
themselves and their dependent families.
• This policy is consistent with existing the United
States Citizenship & Immigration Services, a branch
of the Department of Homeland Security.
How Does SHIP
Manage J-1
Compliance?
Pre-Arrival & Marketing
Communications
•
•
•
•
Emails
Mailers
J-1 Scholar
Pre-arrival
Packet
Website
www.uhs.wisc.edu/ship
Bi-Weekly J-1 Orientations
•
•
•
•
•
•
Welcome and Intro to SHIP
Summary of Benefits Handouts
Brief overview of SHIP benefits
Information on how to register
Reminder of registration deadline
Office hours, location and contact
information
Open Enrollment Periods
• Students: Fall, Spring & Summer
Semesters
o Fall: July 15-September 14
o Spring: December 15-February 14
o Summer: May 15-July 14
• J-1 Scholars: 31 Days after arrival into
the United States
We’re On Campus for
Your Convenience
• Team of Customer Service
Representatives
• 333 E. Campus Mall, 7th Floor
• Open M-F 9am – 5pm
• Phone: 608-265-5232
• Email: shipmail@uhs.wisc.edu
Registration Options
for J-1 Scholars
• Enrollment
o Must purchase 6-12 months, based on their J-1 Program
arrival/departure dates
o Billing months are from the 15th of one month to the 14th of the
next. Additionally, premiums are based on age and number
of dependents.
o Must provide copies of DS2019 and Stamped Passports for self
and any J-2 dependents
o Payment by Visa, MasterCard, Discover, check, or exact cash
o In-office registration is preferred
Registration Options
for J-1 Scholars
• Waiver Application
o Enrolled in a State Group Health Plan
o UW-Madison has an agreement established with their foreign
institution
o They are researching or studying abroad for the
semester/year (dept. verification required)
o J-1Visa is issued by another university
o Must provide current proof of insurance
o Must provide copies of DS2019 and Stamped Passports for self
and any J-2 dependents
What Insurance Qualifies
for a Waiver?
Waiver Approvals
• U.S. Based, Group Health Insurance Plans
• WI State Group Health Plans (GHC, Unity,
Dean, Physicians Plus)
• Foreign Institutions that have an established
agreement with UW-Madison
Minimum Qualifications
•
J-1 Program participants and their dependents are required to
have medical insurance coverage with the following minimum
benefits [22 CFR 62.14]
o Medical benefits of at least $50,000 per accident or illness
o SHIP provides benefits up to $1,000,000
o Repatriation of remains in the amount of $7,500
o SHIP provides benefits up to $1,000,000
o Expenses associated with the medical evacuation of the exchange visitor
to his/her home country in the amount of $10,000
o SHIP provides benefits up to $1,000,000
o A deductible not to exceed $500 per accident or illness
o SHIP In-Network Care for International Scholars has a $0 deductible
Waiver Denials
• No Travel or Individual Plans
• Insurance plans that exclude or limit the following benefits will
not be approved:
o Maternity Coverage
o Mental Health and Nervous Disorders
o Attempted Suicide
o AIDs, HIV or other sexually transmitted infections
o Alcohol/Drug Abuse assessment and treatment
o
*Note: If a scholar’s plan meets the minimum requirements, but is not listed on the
current Waiver application, the plan must be submitted for review and may still be
denied. Please contact the SHIP office for how to establish a waiver agreement.
Review time can take up to 8 weeks.
How SHIP and IFSS
Work Together
J-1 Pre-Arrival and
Orientation
• Scholars are accepted to the program
and sent a pre-arrival packet of
information
• The SHIP portion of this packet includes
registration deadlines, billing cycles and
how to contact our office with questions
• Once scholars arrive to the U.S. they are
required to attend a J-1 Program
Orientation
IFSS J-1 Program
Notifications to SHIP
• New arrival emails containing DS-2019
for scholar and any J-2 dependents
• Program extension emails containing
extended DS-2019 for scholar and any
J-2 dependents
• Program Amendments and
Terminations emails
SHIP Scholar Fridays
• SHIP has weekly system generated
reports
o These reports are for scholars who are non-compliant or
nearing their 31 day SHIP compliance deadline
• Email Communications to Scholars and
Department are sent
o 1st, 2nd and 3rd emails are reminder notifications
o 4th notifications come AFTER scholar’s registration deadline
is missed
IFSS Compliance Checks
• IFSS must verify SHIP compliance
anytime a scholar submits a document
request
• Once compliance is verified, IFSS can
approve:
o
o
o
o
Program Extensions
Travel Endorsements
Transfers
J-2 Dependent Entry Requests
Non-Compliant J-1 Scholars
• If a scholar is non-compliant, meaning they missed
their 31 day registration deadline, or have left the
United States without paying their full SHIP balance:
o Scholar will have to reconcile with the SHIP office by either purchasing
SHIP or waiving SHIP and also pay a $100 SHIP administrative late fee
• If scholar does not comply, IFSS will make a
determination as to whether or not a termination of
the scholar’s program is necessary.
How You and SHIP
Can Work Together
• If your department would like to offer your J-1
scholar financial assistance with their health
insurance premiums, you can do this in one of three
ways:
o Direct JET Transfers
o Internal Work Orders (IWOs)
o Interdepartmental Billing Forms (IDBs)
• Please remember to submit payment
documentation to the SHIP office along with:
o Copies of DS2019s and Stamped Passports for all J-1 and J-2 Dependents
Questions?
• Please contact the SHIP office!
o Phone: 265-5232
o Email: shipmail@uhs.wisc.edu
o Fax: 265-5668