Pre-departure Orientation
for
Co-op Interns
Presented by
Cathy Stein
International Employment
Specialist
Culture Shock
http://www.youtube.com/watch?v=SFbPCj_cajY&fea
ture=related
Welcome
• Shut off cell phones, set to vibrate
• Avoid any talking please
• Take notes as there is a lot of
information that will be shared
Agenda
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J-1 Visa rules
Important Documents
Entering the U.S.
Housing
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Social Security Cards
Bank Accounts
Payroll forms
Driving
J1 Exchange Visitor Program
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Who is your Program Sponsor?
• Distinction between “work” and “training”
– “I am an intern going to the U.S. to train on a J-1 visa.”
• Duties and activities should follow Training Plan
• Only train until the end date on DS-2019
• extend your internship- is possible in some cases
• 30-day grace period before and after internship
• No travelling outside US during 30 day period
J1 Exchange Visitor Program
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No changing companies or working at other companies
Two-year Residency Rule 212(e) (international students)
Maximum duration of 8 months (Waterloo co-op interns)
Number of internships not limited
Entering the United States;
Important Documents
Form DS-2019
Show at the
border
Keep for life
Replacement
cost is charged
Visa Stamp
Non-Canadian
citizens
Passport
SEVIS Receipt
• Student and
Exchange Visitor
Information System
– Generates Form
DS-2019
– Tracks visa
holders
• Need to pay for prior
to Consulate
Interview and/or
arrival in the U.S.
Electronic I-94: Entering by
Air
• Your entry is automatically recorded and you will
not receive a card
• Upon arrival in the U.S. retrieve your arrival
record online:
– https://i94.cbp.dhs.gov/I94/request.html
• Download, save and print!
Electronic I-94: Flying
I-94 Card: Driving
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Record of arrival and
departure to and from the U.S.
• Obtained at the port of entry
• Fill it out using your full legal
name
Other Important Documents
• Proof of funds $3,000
• bank statement, credit card statement, support
letter
• Signed Training Plan
• Offer letter from employer
• Address of where you will be staying
• Résumé
Before you leave Canada
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Gather and scan all documentation
Email it to yourself and emergency contact
Clean out wallets and purses
Arrange travel only if you have your
DS-2019
• Confirm housing appointments
• Connect with other students going to same
destination
Arrival in the United States
Immediate Arrival Checklist
• Check your documentation to ensure you have
entered the U.S. correctly
• Email us with your US mailing address:
cestein@uwaterloo.ca
within 24 hours of arriving
• Update Cathy immediately if your address,
phone, or e-mail changes
• Register with the Canadian consulate
www.voyage.gc.ca/register
Housing
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Connect with other Waterloo students
Off campus housing hot housing leads
Look online and university bulletin boards
Ask a lot of questions
Read everything carefully before signing
Use Google Earth
Resell furniture & household supplies
Find an American roommate!
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 application form, and offer 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
Bank Accounts
– Bring passport, Social Security card and proof of address
Ask about
– Student accounts
– Monthly Fees and Minimum Balance
– Time for deposited funds to clear
– Bank hours
– Bring home your money
Tax Deduction Form
• May have filled in this form for your employer already
• W-4 lets you decide when to pay taxes
• Take a total of 0 or 1 allowances
Tax Deduction Form
Source: Life After School. Explained. Cap & Compass, LLC
Driving in the US
• Never drive a car without insurance!
• Check your insurance companies here to
see if you are covered there
• Read through your policy carefully
• Check your state’s laws! www.dmv.org
• Many states will require U.S. license after
3 months
Agenda
• Intercultural
experience
• Workplace
• Traveling
• Health Insurance
• U.S. Laws
• U.S. Taxes
• Risk management and
personal safety
• Your responsibilities
• Culture shock
• Evaluations
Your Intercultural
Experience
While you’re there
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The first few weeks are the most difficult.
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Do not be disappointed if you’re not
involved with the most challenging projects
in the beginning.
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Ask your supervisor about reporting sick
days as well as other office rules.
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Establish comfortable routine.
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Stay informed on global and security
issues.
Getting Involved
• Join a sports or community club
• Company group activities or discounts to
cultural institutions and events
• Volunteer
– www.idealist.org
– www.volunteermatch.org
Traveling Abroad Signature
• Refers to outside of
Canada and Mexico
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Email Cathy dates of
travel and destination
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Always travel with
your Passport, I-94,
DS-2019 and health
insurance card
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Non-Canadians must
have a multiple entry
visa
Signature
Health Insurance
UW Health and Dental
Coverage
– 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
SunLife Health Coverage
– 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
US Tax Forms
U.S. Taxes
– Only subject to income taxes
• federal, state and local
• Do not pay Social Security, Medicare, and
Unemployment taxes
• Your responsibility to make sure these are
not withheld from your pay check
U.S. Tax Forms
• Paid internships
– Federal Form 1040NR or 1040NR-EZ
– State Tax Form
– Federal Form 8843
• Unpaid internships
– Federal Form 8843
W-2 Form
• Summary of earnings
and taxes withheld
• U.S. company will mail
by February 15
• Make sure they have
your address for this
time
Filing Taxes
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Internal Revenue Service www.irs.gov
Publication 519 U.S. Tax Guide for Aliens
Publication 515, Tax guide for employer
File early. Deadline is April 15th. You will be
penalized for filing late!
• Alumus in our website can assist you as
well
U.S. Laws
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Federal
Drinking age is 21
No drunk driving
Open container law
No drugs
No hitch-hiking
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State
Open container laws
Restricted smoking
If you are not sure, go
online or ask!
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
» 519-888-4911
» uwpolice@uwaterloo.ca
» Available for you 24 hours a day
Arrival Notice
• What it should look like
• Need a copy of your DS2019 form/EA/H3
Naveed thought he
would take the shortcut
back to residence.
SMART CHOICES?
Some facts…
• Travel in groups, safety vans, taxis, etc.
• Be aware of your surroundings
• If you don’t this at home, don’t do it abroad
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.
Richard was having a great
time in Germany, especially
after meeting Heidi. They
slept together once.
SMART CHOICES?
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Make good decisions regarding sexual encounters
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Be wise about risky sexual situations
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Don’t leave your drink unattended
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If at all possible, stay with a “buddy” when at a bar
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Say “NO” to ANY unwanted touch or sexual advancement
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
– Pre-departure meetings, visa documents, health insurance,
reports and evaluations, SEVIS tracking
Evaluations
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CECA
Work term report for CECA
Performance online – find out
Reminder for PD courses?
Performance Evaluation for CECA
Returning to Canada
• Bring your CECA employer evaluation
form
• Leave permanent address with your
employer for tax information
Photo Contest
We need photographs and lots of them! Here is where you come in!
While on your work term capture:
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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