Pre-departure Orientation for
University of Waterloo Co-op Interns
July 31, 2013
Culture Shock
http://www.youtube.com/watch?v=SFbPCj
_cajY&feature=relatedShock Video
Presenters
Anya Carrasco
Cathy Stein
Cultural Vistas
Senior Program Manager
Train USA
acarrasco@culturalvistas.org
212-497-3528
University of Waterloo
Co-operative Education & Career Action
International Employment Specialist
cestein@uwaterloo.ca
519-888-4567, ext. 36624 TC1111
Welcome
• Shut off cell phones
• Take notes
• No, presentation
slides will not be
given out!
• Cultural Vistas folder
• Participant Handbook
• Last day to pick up
visa documents:
Friday, August 16
Agenda
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Cultural Vistas
Rules of the J-1 Visa
Important Documents
Entering the U.S.
Housing
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Payroll
Social Security
Bank Accounts
Driving
Break!
Who We Are
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Mission-driven nonprofit organization
More than 100 years of experience
Facilitated more than 100,000 exchanges
Designated J-1 visa sponsor by U.S. State Department
Professional fellowships and grant programs
Vast global network with partners in over 100 countries
J-1 Exchange Visitor Program
• Cultural Vistas is your Program
Sponsor
• “Working” versus “training”
– “I am an intern going to the U.S. to
train on a J-1 visa.”
• Duties and activities should follow
Training Plan
• No training allowed beyond end date
on DS-2019
• Contact us to extend your internship
• 30-day grace period before and after
internship
• No travelling outside U.S. during grace
period
J-1 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
• $100 replacement cost
Passport
Visa Stamp
Non-Canadian
citizens
SEVIS Receipt
• Student and Exchange
Visitor Information
System
– Generates DS-2019
– Tracks visa holders
• Cultural Vistas pays $180
SEVIS on your behalf
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: Flying
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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
I-94 Card: Entering by Land
• Entry date, J-1, and D/S
marked on this form
• Stapled to your passport
until the last time you
leave the U.S.
• Submitted to U.S. or
Canadian customs
• If you get back to school
and you still have it inside
your passport contact
Cultural Vistas or
Waterloo
Other Important Documents
• Proof of funds $3,000
– bank statement, credit card
statement, support letter
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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 U.S. home address:
cestein@uwaterloo.ca and validations@culturalvistas.org
(Submit blue form for Apple and Qualcomm)
• Update Cultural Vistas 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!
Moving Forward
• Apply for a Social Security
Number
• Set up local bank account
• Set up internet/phone
• Fill out HR forms
• Set personal and
professional objectives
Apply for a Social Security Number
• Wait 10 calendar days after entering the U.S.
• Make sure you have sent your home address
to CECA and Cultural Vistas
• Visit www.ssa.gov to locate nearest office and
download Form SS-5
• Bring DS-2019 Form, Passport and I-94, Form
SS-5 and Letter of Support
• Get a receipt for your application
• Have your name on your residence's mailbox
Social Security Card
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“Valid for Work Only with DHS Authorization”
SSN is valid for life
Keep card in a safe place
Only official entities should ask for this: banks,
host company, doctor’s office, etc.
• Let us know if you have any problems.
Bank Accounts
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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
• Choose a bank close to your host company
Tax Deduction Form
• W-4 lets you decide when to pay taxes
• 0 or 1 allowance recommended
Tax Deduction Form
Source: Life After School. Explained. Cap & Compass, LLC
Driving in the U.S.
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Never drive a car without insurance!
Check your state’s laws! www.dmv.org
Many states will require U.S. license after 3 months
Uses for U.S. Driving License:
– Legal driving permit
– Accepted proof of age
7th Inning Stretch
Agenda
• Intercultural
experience
• Workplace
• Travelling
• 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 a comfortable routine.
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Stay informed on global and security issues.
Getting Involved
• Join sports or community clubs
• Participate in company group
activities or discounts to
cultural institutions and events
• Volunteer
www.idealist.org
www.volunteermatch.org
Travelling to Canada
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Email Cultural Vistas
validations@culturalvistas.org
with dates of travel, destination
and emergency contact
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Always travel with your
passport, DS-2019, health
insurance card and I-94 (if
applicable)
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Non-Canadians must have a
multiple entry visa
Travelling Outside of Canada
• You will need a travel
validation signature
• Email Cultural Vistas
with travel plans
• Travel with all
important
documents.
• $30 Travel Validation
Fee Applies
Signature
Health Insurance
IEES
• Print and review insurance policy
• Our insurance can be used at
any doctor
• Tips
• Carry insurance card with you
• Locate doctor/hospital/clinic
you can use before
emergency
• Familiarize yourself with the
reimbursement process
UW Health and Dental Coverage
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Know what you are covered for
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Travel Card in wallet at all times
Know how to use the plan in case of an
emergency
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OHIP extension- 8 month and returners
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www.ihaveaplan.ca for more details
SunLife Health Coverage
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Travel card at the bottom, fill
it in NOW
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Member ID # is your student
ID number
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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 U.S.
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8-month work term? Extend
your OHIP coverage
Questions
U.S. Taxes
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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!
U.S. Laws
Federal
• Drinking age is 21
• No drunk driving
• Open container law
• No drugs
• No hitch-hiking
State
• Open container laws
• Restricted smoking
• If you are not sure, go
online or ask!
Still very new to her
surroundings, Amy felt like
the taxi driver was taking
an unfamiliar route back
home.
SMART CHOICES?
Some facts…
• There are dangers to driving alone, at night and in unfamiliar
surroundings
• 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.
Greg was having fun in
Costa Rica when the
earthquake happened
200 km away.
The story was carried in
the news in Canada.
SMART CHOICES?
Keep in mind…
• Family and friends at home want to stay connected
to you while you’re abroad.
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
• 519-888-4911
• uwpolice@uwaterloo.ca
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
• Cultural Vistas
– 4-month internship only requires a Final Evaluation
– 8-month internship requires Intermediate and Final
Evaluations
– You and your immediate supervisor must sign
– Email evaluation(s) before you leave the U.S.!
• CECA
• Work term report for CECA
• Performance Evaluation for CECA
• WatPD courses
– Sign up and start the course while on your work term
– Determine your requirements for your area of study
– Need to complete one course each work term
– watpd.uwaterloo.ca for more info
Social Media
• Photo Contests
• Follow us on
– twitter.com/#!/culturalvistas
– facebook.com/CulturalVistas
– Tumblr
http://culturalvistas.tumblr.com/
Returning to Canada
• Bring your CECA employer evaluation form
• Submit your evaluation(s) to Cultural Vistas
before you leave the U.S.
• Leave permanent address with your
employer for tax information
Questions