USA Pre-departure Session using an Internal Sponsor or SWAP April 2013

Background - Internal US Universities and Large Corporations in the USA Own team of Immigration Specials Do you have your DS 2019 form now? Send a pdf of it to Cathy to receive credit for the work term Summer you can use SWAP- cost is 650.00

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 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 DS-2019 is US$150 Important Documents Page 8 First document you need to show customs Point out the important fields Note the training dates Where it gets stamped Where you have to sign it when you receive it. If you loose it, what do they do? Keeping this document for life!! Its as important as your birth certificate and passport! Customs should stamp, sign and date this form- important stamps to look for to make sure entered the country correctly

Important Documents Visa Stamp (non-Canadian citizens only) Non Canadians will receive this after their consulate appointment- put right inside your passport Hang onto old passports and old Forms DS-2019 Will need to show both visa stamp and Form DS-2019 Point out all the important areas on document

Important Documents Passport Second document you need to show customs -must have a valid passport that is good for 6 months upon your return- this is a Canadian immigration requirement. They are not required to let you back into Canada if you don’t have a valid passport. Why we have you at the start of the application process and make sure everyone has a valid passport **remove passport number from this page Rotate passport slightly

Student and Exchange Visitor Information System - SEVIS Generates DS-2019 Form Tracks visa holders SEVIS Receipt Requirements Confirm your arrival with your contact at employer, Intrax contact and Cathy Stein within 24 hours of arrival 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 Page 13 Third document you show customs.

What else could I need? 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 Proof of funds- combination of these letters to should you can support yourself till your first paycheck Signed Training plan- comes with your DS 201 form, in the blue folder Page 8 Offer letter- good to obtain this from your employer- used at the SSN office and for landlords Address of where you are staying- know the address cause this is a VERY common question they ask you, even if it’s a hotel address to start Resume- some students have been asked for this as well. Shows you are currently a student.

Before you leave Canada 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 You can access your email from any where in the world. If your baggage is lost or your purse is stolen, you can easily replace all your documentation if you have copies. Your emergency contact person needs your information as well and this way they can assist you will getting your information re-issued. Only take what is necessary to the USA. Leave your block buster card at home! If you have received your DS 2019 form today, they you can start confirming your travel arrangements and housing appointments.

What do I do at the point of entry? Crossing the border- flying vs driving

I-94 Form Record of your Arrival and Departure to and from the USA by LAND only ( not air travel) Must fill it out using your FULL LEGAL NAME Must ask for this at your port of entry Refer to page 8 You obtain this at your border crossing point- airport, free and ask for it when checking in with the airline or before you see customs, they are on the wall as you wait in the line. If you are driving you need to pull over to the “house” and go inside with all your documents. May have to ask for this- they may charge you 6-10.00 for it. Fill it out in its entirety and with your FULL LEGAL NAME so it matches the rest of your documents. Form is actually a record of your arrival and departures from the US.

I-94 Form This one showed the intern has arrived in the US Notice the date, the J1, and DS marked on this form this should remain inside your passport till the last time your leave the US from your work term Submitted to Canadian customs and it will be entered to show you have left If you get back to school and you still have it inside your passport please contact CDS or Waterloo Important stamps they need to note – sample is one that has already been processed.

Know the details of YOUR health insurance Who are you covered by? How do I use this plan? What am I covered for? How do I contact them?

UW Health and Dental plan 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 logo 8 month – pay attention, cause this will come back to you if you do another work term in the US- return- Process: letter from reg office (proof of school) and letter from me to take to the OHIP office

Sun Life Financial Plan UW Plan 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 Out of country coverage- letter Know what you your plan covers and how it works. Health care in the USA is very different from Canada and can be VERY expensive. This is emergency TRAVEL Health insurance- not intended to work for regular check ups. Call the 1-800 number to find the nearest clinic, doctor or hospital – if you don’t then they don’t cover the bill Carry this in your wallet at all times 8 month work term?- do you have enough coverage for the whole time you are away? Good for 150 days and if you return to Canada for one day during that time, it RE-SETS itself again for another 150 days Ontario Residents?- out of country for another work term later on, must fill in the OHIP extension with the Ministry of Health- will need letter from the Reg. office (student verification letter) and a letter from me. So please contact me if you require this letter

SMART CHOICES? Keep in mind… When Henry returned home, he ignored the rash on his arm. SMART CHOICES? Keep in mind… Something simple, like a rash, can lead to a serious illness. Notes Some illnesses are asymptomatic while others may take time to show symptoms. Have a medical check-up once you return. Monitor your physical and mental health after returning home. References www.cdc.gov/mmwr/preview/mmwrhtml/mm5615a1.htm For students coming to the US?

SMART CHOICES? Keep in mind… Fatima wanted to save space when packing. Airlines and customs may require that all medication be properly labelled and kept in original containers. Notes Leave all medicine (even vitamins) in its original, labelled container to avoid problems with customs officials. Do not try to save luggage space by combining medications into a single container. Ensure the medicine you are bringing is legal in the countries to which you will be travelling. References www.voyage.gc.ca/main/drugs/medication-en.asp

Housing Finding an Apartment Tips Connecting with other Waterloo students to cut the cost Off campus housing website for Waterloo- hot leads are Considering renting a house with other students Look online, try: www.craigslist.org Look at university housing/bulletin boards Could ask your employer or past students that worked there Tips 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 Page 16 Cathy would have sent information on connecting with other students going to the same city or employer. Contact other Waterloo Students to arrange housing together Ask your employer where students in the past have stayed; they just might connect you with them for housing If in a university town, look at their housing websites If its too good to be true, then it probably is Don’t trust landlords to send to photos- go and see the place PERSONALLY or send someone you trust to view it for you Try Google earth to see what the neighborhood look likes Anya to mention:

SMART CHOICES? Keep in mind… Christine signed her lease for her stay in Edinburgh while she was still in Ottawa. SMART CHOICES? Keep in mind… Landlord and tenant laws may be different. Consider your safety and your personal preferences when choosing a new home. Notes Laws may be different: oral/written leases, access to premises, tenant obligations, landlord obligations, payment of rent, termination of tenancy, subletting, guests, deposit, guarantor. Safety considerations: distance from home to school/work, neighbourhood, access to transportation, lockable doors and windows, smoke detector. Personal preferences: noise levels, roommates, access to Internet/telephone, smokers, pets, shared kitchen/bathroom.

When you arrive Check your documentation to ensure you have entered USA correctly - proper stamps Contact Co-op (complete mailing address with phone number are required) Register with the nearest Canadian consulate www.voyage.gc.ca/register If you have entered as a tourist, you will need to re-enter the country so that you are legally able to work in the US Complete address with phone number- do that ASAP after entering non- Canadians register with their home country’s consulate Each student has to send in their OWN confirmation with address- no group in the same house Copy Cathy on CDS arrival e-mail!- one email to both of us

What else do I have to do when I arrive? Apply for a Social Security Number Set up a local bank account Set up internet/phone access Forms from HR Set personal and professional objectives Like another small agenda – this is what we will talk about in the next few slides….

Social Security Card 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 Page 13 This is what the card looks like- Anya to add her notes

Bank Account 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 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. Page 14 One of these banks no longer exist- we need to remove logo ( at least this is what one of the students told me!) Anya to put notes here DO ALL THESE BANKS STILL EXIST?? One student made the comment that one of these is bankrupt… should we remove it? RBC- you can open an US account from Canada- but limited locations for this TD Bank??? Logos for the bottom

US Tax Deduction Form W-4 Form Take a total of 1 or 0 “allowances” Pages 25 - 26 Used for payroll First day on the job your employer will ask you to fill this in ( included in some offer packages from employers) Take 1 or none allowances because it allow the government to take more taxes now, but next year, you will get it back. Better to let them take the money now, so you end up, after filing taxes with the IRS, with a refund. Its very hard to come up with money next year to pay the IRS ( US currency too!)

While you’re there 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) Page 23 Arrived, trying to find the apartment, get the bank account set up, finding your way around the city, getting groceries….its hard The first few weeks are the hardest Don’t be disappointed if you are not working on the most challenging jobs yet Sick days- usually not given any and find out what you need to do if you are sick- call in? email? Make up the time? Cut your lunches? Do you need the health note from a doctor? Cause if you do, guess what you have to call the 1-800 number to get the note

Ways to Get Involved Join a sports or community club Check to see if your company offers group activities or discounts Volunteer Find out about local opportunities at www.idealist.org or www.volunteermatch.org Get out and meet people Page 24

Travelling While on J-1 Exchange Visitor Status Page 11 Review all the documents: DS 2019 form, passport, I-94 card, proof of funds, training plan, resume, offer letter etc. in case you have to Do not pack these in your checked luggage- have it in your carry on What do I need to do?

Your (Inter)cultural Experience Finances and taxes Laws Culture shock Personal Safety and Risk management Lets get to the cultural experience part What is it like living in the US now instead of just visiting What are the customs? What are the laws Will I experience culture shock? What is it?

Tips, Sales Tax and Discounts 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 This is the custom in Canada as well but its important to note that sales tax is similar Have a small amount of money on you so you can make a few purchases without heading to the bank straight away Travel cheques: how you get your money there and back again

U.S. Taxes Request a refund from your Employer or file Form 843 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 CDS website for additional tax information Page 27 - 32

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 by Feb 15: make sure that they have your address for this time!

U.S. Taxes 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 CDS has free software available to you Local account information now on working abroad website for you if interested.

U.S. Laws Federal Laws State 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! Page 22 Let me read this… stress the drinking age and no drinking and driving Rest of the laws are similar

George thought he would take the short cut back to residence. SMART CHOICES? Some facts… Travel in groups, safety vans, taxis, etc. Be aware of your surrounding If you don’t this at home, don’t do it abroad Notes Familiarize yourself with campus security programs (e.g. walk-home, emergency lights). Consider purchasing a cell phone while abroad. Learn how to make an emergency call before an emergency occurs. Avoid walking alone at night, especially in unlit areas. References www.thestar.com/article/171171 travel.state.gov/family/family_issues/death/death_594.html#

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. Notes Avoid opening your map or guide book in the middle of the street. Study maps beforehand and pick a route, remembering key names of streets. Consider stopping at a café or store to consult map. Carry phone numbers of local friends and police; know how to use a public phone beforehand.

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

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

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 Submit your photos to Cathy Stein at cestein@uwaterloo.ca prior to Oct 1, 2012 Mention that they need to sign a release form

Questions?