2. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 New Foreign National Student / Employee Orientation Office of International Affairs Welcomes you to UTMB & Galveston Island!

3. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 AGENDA AGENDA Introductions: - Office of International Affairs - Finance Payroll Services I. UTMB Initialization Process II. Legal Documents III. Miscellaneous topics pertaining to New Foreign National Employees III. United States Basic Tax Concepts, Rules & Regulations

4. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 I. UTMB Initialization process: Employee identification badge Employee identification badge Institutional new employee orientation (and exit interview) Institutional new employee orientation (and exit interview) Local community information: See handouts included in packet: Local community information: See handouts included in packet: * Galveston Newcomers Useful Websites * Galveston Chamber of Commerce New Resident Information

5. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 II. LEGAL DOCUMENTS

6. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Passport Validity?

7. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Basic Forms associated with various types of visas They are NOT visas These basic Forms are required to apply for a visa at a U.S. consulate/embassy. They are NOT visas. DS-2019 Form DS-2019 (formerly IAP-66), Certificate of Eligibility for Exchange Visitor (J-1) Status. I-20 Form I-20, Certificate of Eligibility for Non-immigrant (F-1) Student. I-797A / I-797B Form I-797A / I-797B, USCIS Approval Notice for Non- immigrant (H, O, TN) status. These forms determine the visa status and length of authorized stay to complete your objective in the U.S. under a particular non-immigrant visa classification.

8. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 DS-2019 Endorsement for travel

9. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 I-20 page 1

10. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 I-20 page 2 Endorsement for travel

11. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 I-797A

12. Visa Classification This refers to the type of visa under which you were admitted and the specific regulations governing your stay in the U.S. It is your responsibility to be aware of rules and regulations that apply to you while in the U.S. based on your visa classification. You must comply with the primary purpose of your current visa status. Please consult your advisor at the Office of International Affairs well in advance of any change of activities or objectives. In some cases a change of visa classification may be required to preserve your legal permission to remain and/or work in the U.S. Dependent visa classifications that do not permit employment include: F-2, H-4, O-3 and TD. Dependents on J-2 visas are eligible to work only upon obtaining an Employment Authorization Document (EAD) from the USCIS.

13. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 US Visa Stamp / J-2

14. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 US Visa Stamp / H-4

15. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 I-94 Arrival Departure Record J2 Sample H4 Sample

16. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 EAD Employment Authorization Card

17. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Social Security Card

18. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 ITIN Individual Taxpayer Identification Number You need a Taxpayer Identification Number (ITIN) if you: Will claim income that is exempt under a treaty Will claim income that is exempt under a treaty (may apply in advance), or Are claimed as a dependent on someone's tax return Are claimed as a dependent on someone's tax return (may apply only when filing tax return in which dependents are included).

19. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Texas Driver License

20. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 III. MISCELLANEOUS TOPICS Pertaining to New Foreign National Employees

21. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Traveling Abroad Travel abroad, especially when a new visa is required, should be carefully considered before final plans are made. Visit the web page of the United States Consulate or Embassy where you will apply for your visa to determine whether procedures have changed. State Department security clearances are still required for certain visa applicants, delaying visa issuance by a minimum of 4-6 weeks. Security clearance is only valid for 12 months

22. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Automatic Visa Revalidation Department of State (DOS) regulations permit certain non-immigrants to re-enter the United States after a visit of 30-day or less to Canada or Mexico with an expired U.S. visa. new regulations cancel automatic revalidation for two classes of persons: As of 2002 new regulations cancel automatic revalidation for two classes of persons: 1. 1. All persons traveling on passports issued by Iraq, Iran, Syria, Libya, Sudan, North Korea and Cuba 2. 2. All persons who visit a U.S. consulate in Canada, Mexico, or adjacent islands and submit an application there for a new nonimmigrant visa

23. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 US-VISIT Program The United States Visitor and Immigrant Status Indicator Technology (US-VISIT) The United States Visitor and Immigrant Status Indicator Technology (US-VISIT) program records the entry and exit of non-US citizens into and out of the United States, at US international air and sea ports. Collects biometric identifiers through digital photograph and fingerprints from all arriving visitors.

24. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 SEVIS Student and Exchange Visitor Information System The Student and Exchange Visitor Information System is a shared government database to track F-1, M-1 and J-1 non-immigrants. UTMB is responsible for reporting information to SEVIS. It is your responsibility to REPORT to OIA (J-1) or Enrollment Services (F-1): It is your responsibility to REPORT to OIA (J-1) or Enrollment Services (F-1): 1. 1. Any local address change within 10 days of change. 2. 2. Early completion of a degree program, changes in major or academic level, BEFORE the date the change is effective 3. 3. Changes in job title, salary and/or employing department at UTMB, BEFORE the date the change is effective

25. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Health Insurance All F-1 / F-2 and J-1 / J-2 visa holders are required to have medical insurance for the duration of the program. At a minimum: 1. Medical benefits 1. Medical benefits of at least $50,000 per person, per accident or illness. Basic health insurance coverage is provided for all full-time, regular employees of UTMB. 2. Repatriation of remains 2. Repatriation of remains coverage in the amount of US $7,500 per person. 3. Medical evacuation 3. Medical evacuation expenses in the amount of US $10,000 per person.

26. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Office of International Affairs Consult the Office of International Affairs regarding these issues or any other situations that may affect your visa status, employment eligibility, or tax status. Don’t be caught off guard!

27. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Office of International Affairs Staff Office of International Affairs Staff Maggie Pinson, Manager: mapinson@utmb.edu mapinson@utmb.edu Maria C. Arevalo, International Consultant: mcareval@utmb.edu mcareval@utmb.edu Rosemary Fredericksen, Immigration Advisor: tfreder@utmb.edu tfreder@utmb.edu Madhuri V. Kumar, Immigration Advisor: mvkumar@utmb.edu mvkumar@utmb.edu Jackie Lynch, Admin. Secretary: jdlynch@utmb.edu / (409) 772-3733 jdlynch@utmb.edu Web site: http://utmb.edu/international/

28. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 IV. UNITED STATES BASIC TAX CONCEPTS, RULES & REGULATIONS

29. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Federal Income Tax (FIT) 1. 1. U.S. tax year is calendar year: January through December. 2. 2. Employers deduct certain amounts of tax from employee’s pay to send to the U.S. government (IRS). 3. 3. Employers issue IRS Form W-2 by January of each year showing income and tax withheld.

30. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 4. 4. Most tax returns are due by April 15 each year. 5. 5. The tax return determines whether tax is owed or a tax refund will be made to the employee. 6. 6. Nonresident aliens for tax purposes are taxed differently than U.S. residents for tax purposes. 7. 7. Nonresidents for tax purposes include: …Cont. Federal Income Tax (FIT)

31. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Determining U.S. Residency (F / J Students)

32. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Determining U.S. Residency (F / J Researcher)

33. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Determining U.S. Residency (All other visas)

34. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Form W-4

35. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Sign here Correct? Form W-4 Close up complete

36. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Correct? Form 8283 Page 1

37. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Sign here Form 8283 Page 2

38. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Today’s dateSign here Form 8233 Statement

39. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Today’s dateSign here Form W-9

40. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Social Security Tax Social Security Tax (also called FICA and FUTA) 1. 1. Social Security Tax is a retirement tax that, like federal income tax, is deducted from pay. 2. 2. F-1 Students and J-1 Exchange Visitors who are “nonresidents for tax purposes” are not required to pay Social Security tax. F-1 & J-1 students must begin paying social security tax in their sixth calendar year of presence, unless continuing as a full time student. J-1 exchange visitors must pay social security tax in their third calendar year of presence. 3. 3. All other visa holders with income in the U.S. must pay this tax even though they will not retire in the U.S. or receive Social Security benefits.

41. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 UTMB Pay Stub

42. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 UTMB Pay Stub Close up

43. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Where Can I Go for More Information? 1. Pay Check Issues or Errors: UTMB Payroll Services Narce Esquivel-Walker (409) 747-7954 2. General Tax Information 2. General Tax Information: IRS Web Site: http://www.irs.gov/http://www.irs.gov/ 3. 3. (IRS), International Division, 1 (800) 829-3903 4. IRS Withholding Calculator: 4. IRS Withholding Calculator: http://www.irs.ustreas.gov/individuals/page/0,,id=14806,00.html http://www.irs.ustreas.gov/individuals/page/0,,id=14806,00.html 5. Income Tax Treaties 5. Income Tax Treaties: http://www.irs.gov/businesses/corporations/article/0,,id=96739,0 0.html http://www.irs.gov/businesses/corporations/article/0,,id=96739,0 0.html 6. UTMB Volunteer Income Tax Assistance (VITA) Program 6. UTMB Volunteer Income Tax Assistance (VITA) Program, February - April 15 (ext. 23733).

44. Prepared by the Office of International Affairs, The University of Texas Medical Branch-Galveston, January 2004 Questions?

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