April 2013
Background
 Intrax = “visa sponsor” / employer = “host”
 J1 visa is a cultural exchange visa
 You are considered an “intern”
 Print off Intrax orientation slides if necessary
 www.experienceintrax.com
 Participant handbook & other resources
 Contact San Francisco office
 Canadians don’t get a visa stamped in the passport;
all other nationalities do (Consular appointment)
J-1 Visa rules
• Can’t change employers or work part-time
• 30 day grace period on either end
• Will expire after this work term
• you can do multiple work terms in the US, but each distinct
period in the US requires a separate J1
• Can be extended another 4 months if required but
there is an EXTRA cost
• If you are 8 month work term, get an 8 month visa
Important Documents
Form DS-2019
Show at the border
Replacement cost for
lost or damaged DS2019
Important Documents
Visa Stamp (non-Canadian citizens only)
Important Documents
Passport
Student and Exchange Visitor Information System - SEVIS
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SEVIS
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Generates DS-2019 Form
Tracks visa holders
SEVIS Receipt*
E-mail contact information to Intrax and Cathy Stein within 1 week
(preferably 24-48 hrs)
 Complete home address
 Home, work & mobile phone numbers
 Frequently checked e-mail address
Update your contact if your address, phone, or e-mail changes so
SEVIS is always up to date
What else could I need?
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Proof of funds $3,000.00 (bank statement, credit
card statement, letter from parents)
Signed training plan (DS-7002)*
Offer letter from employer
Address of where you will be staying*
Résumé
Before you leave Canada
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Gather all documentation and scan them. Send it
to your email and to your emergency contact
Clean out wallets and purses
Arrange travel ONLY if you have your DS 2019 form
Confirm housing appointments
Connect with other students going to same
destinations
What do I do at the point of entry?
I-94 Form
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Record of your
Arrival and
Departure to and
from the USA by
LAND only (not air
travel)
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Obtained at US
Customs/point of
entry – ask for it!*
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Must fill it out
using your FULL
LEGAL NAME
I-94 Form
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This one shows the intern has
arrived in the US
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Notice the date, the J1, and DS
marked on this form
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this should remain inside your
passport till the last time your
leave the US from your work
term
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Upon final departure at end of
term, submit to Canadian
customs and it will be entered
to show you have left
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If you get back to school and
you still have it inside your
passport please contact Intrax
or Waterloo
Know the details of YOUR health insurance
UW Health and Dental plan
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Know what you are covered for
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
UW Student Health Plan
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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 US
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8 month work term?? –
extend your OHIP
coverage
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Out of country coverageletter
Housing
Finding an Apartment
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Connecting with other Waterloo students to cut the cost
Considering renting a house with other students
Look online, Off Campus Housing here at Waterloo, craigslist.com
Look at local university housing/bulletin boards
Could ask your employer or past students that worked there
Tips
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Ask a lot of questions! Read everything carefully before signing
Don’t send money or expect keys without personally seeing the place
Someone you trust to look at the place for you or Use Google Earth
Rent or buy and then resell furniture & household supplies
Find an American roommate!
When you arrive
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Check your documentation to ensure you have
entered USA correctly - proper stamps
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Contact Co-op & Intrax
(complete mailing address with phone number are
required)
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Register with the nearest Canadian consulate
www.voyage.gc.ca/register
What else do I have to do when I arrive?
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Apply for a Social Security Number
Set up a local bank account
 Set up internet/phone access
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Forms from HR
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Set personal and professional objectives
Social Security Card
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Uses for your 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 (includes I-94 Form)
application form, and letter of employment 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 Account
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Opening an account
 Bring your Passport, Social Security card, and proof of address
 Do your research on types of accounts: Checking vs. Savings vs.
Student accounts
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ATM and Debit cards
Check cashing
Ask About:
 Monthly Fees and Minimum Balance
 Time for deposited funds to “clear”
 Bank hours
 Establishing a credit history in the U.S.
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US Tax Deduction Form*
W-4 Form
 Take a total of 1 or 0 “allowances”
While you’re there
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Work smart, not too hard
The first few weeks are the hardest
Do not be disappointed if you’re not involved with the most challenging
projects in the beginning
Ask your supervisor about the process around sick days as well as other
office rules
If you have problems with your supervisor let us help
Establish comfortable routine, maintain contact to friends/family
Stay informed on global issues/ security issues
Maintain that sense of humour
Make the most of your opportunity!
(receptive to new environment yet diligent)
Travelling
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Back to Canada or to Mexico you are fine but you must inform your
sponsor of your plans
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Travel Validation Signature on Form DS-2019 if outside North America
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Valid I-94 card; Passport; health insurance
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J-1 Visa Stamp with “M” for multiple entries (Non-Canadians)
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Do not remain outside the U.S. for more than 30 consecutive days
Travelling
DS-2019 Form
Signature
Other considerations…
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Finances and taxes
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Laws
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Culture shock
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Personal Safety and Risk management
Tips, Sales Tax and Discounts
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Sales tax usually varies from 6% to 9%
Tipping is customary
Have a small amount of cash with you
Travel cheques
Student discounts- bring your WatCard
U.S. Taxes
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You are subject to most federal as well as all state and local taxes
Do not pay Social Security, Medicare, and FUTA Taxes
Request a refund from your Employer or file Form 843
Forms you must file:
 Federal Form 1040NR or 1040NR-EZ
 Federal Form 8843
 State Tax Form(s)
 Visit the Intrax website for additional tax information
U.S. Taxes
W-2 Form
 Provides a summary of your earnings and taxes that were paid
 Your host company will mail it to you in January: make sure that they
have your address for this time!
U.S. Taxes
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Publication 519 — “U.S. Tax Guide for Aliens”
Publication 515 — Tax guide for host organization
Give your employer your home address to receive your
W-2 forms after leaving the U.S.
File early: deadline is April 15th – You will be penalized
for filing late!
IRS website: www.irs.gov
U.S. Laws
Federal Laws
 Drinking age is 21+
 No drunk driving
 Open Container Law (Driving)
 Restricted Smoking laws and No Drugs
 No hitch-hiking
State Laws
 Open Container Laws (Public Places)
 If you are not sure, go online or ask!
Emergency Protocol Plan
 Risk Management form
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All submitted prior to this session
Emergency contact listed
• Arrival Notice submissions
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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
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Available for you 24 hours a day
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
 issuing documents, health insurance, reports and evaluations, SEVIS
tracking
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Returning to Canada
 Bring back your CECA employer evaluation form
(signed and dated)
 Leave permanent address with your employer for
tax information
 Last time you leave the USA for this work term,
surrender your I-94 card at the border
Photos, photos and more photos
We need photographs and lots of them! Here is where you
come in! While on your work term capture:
 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??