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SHIP Operations Coordinator: Lindsay Knudson Program Coordinator: Kim Maday Assistant Program Coordinator: Ryan Redmer J-1 Mandatory Health Insurance Requirements.

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Presentation on theme: "SHIP Operations Coordinator: Lindsay Knudson Program Coordinator: Kim Maday Assistant Program Coordinator: Ryan Redmer J-1 Mandatory Health Insurance Requirements."— Presentation transcript:

1 SHIP Operations Coordinator: Lindsay Knudson Program Coordinator: Kim Maday Assistant Program Coordinator: Ryan Redmer J-1 Mandatory Health Insurance Requirements and the Student Health Insurance Plan (SHIP)

2 J-1 Mandatory Health Insurance Requirements Per the Department of State, all J-1 Exchange Visitors are required to carry valid health insurance for the duration of their J-1 program. o D.O.S. regulation 22 C.F.R. § specifies this requirement As the official program sponsor, IFSS is responsible for making sure the health insurance requirements are actively carried out IFSS fulfills this obligation through our relationship with the SHIP office o Implementation of 22 C.F.R. § varies based on the individual program sponsor.

3 SHIP: Who We Are, Why Were Here Insurance is a form of risk sharing among a group of people. As more people sign up for the insurance policy, this risk is spread out over a larger group, resulting in possible reductions to premiums levels and expansion of covered services. In 1993, UW-Madison developed a comprehensive and affordable health insurance policy for international students, scholars and their dependents, to ensure that large unexpected medical expenses do not hinder their educational objectives.

4 SHIP: Who We Are, Why Were Here Current UW-Madison policy requires that international students and J-1 scholars have adequate health insurance at all times for themselves and their dependent families. This policy is consistent with existing the United States Citizenship & Immigration Services, a branch of the Department of Homeland Security.

5 How Does SHIP Manage J-1 Compliance?

6 Pre-Arrival & Marketing Communications s Mailers J-1 Scholar Pre-arrival Packet Website

7 Bi-Weekly J-1 Orientations Welcome and Intro to SHIP Summary of Benefits Handouts Brief overview of SHIP benefits Information on how to register Reminder of registration deadline Office hours, location and contact information

8 Open Enrollment Periods Students: Fall, Spring & Summer Semesters o Fall: July 15-September 14 o Spring: December 15-February 14 o Summer: May 15-July 14 J-1 Scholars: 31 Days after arrival into the United States

9 Were On Campus for Your Convenience Team of Customer Service Representatives 333 E. Campus Mall, 7 th Floor Open M-F 9am – 5pm Phone:

10 Registration Options for J-1 Scholars Enrollment o Must purchase 6-12 months, based on their J-1 Program arrival/departure dates o Billing months are from the 15 th of one month to the 14 th of the next. Additionally, premiums are based on age and number of dependents. o Must provide copies of DS2019 and Stamped Passports for self and any J-2 dependents o Payment by Visa, MasterCard, Discover, check, or exact cash o In-office registration is preferred

11 Registration Options for J-1 Scholars Waiver Application o Enrolled in a State Group Health Plan o UW-Madison has an agreement established with their foreign institution o They are researching or studying abroad for the semester/year (dept. verification required) o J-1Visa is issued by another university o Must provide current proof of insurance o Must provide copies of DS2019 and Stamped Passports for self and any J-2 dependents

12 What Insurance Qualifies for a Waiver?

13 U.S. Based, Group Health Insurance Plans WI State Group Health Plans (GHC, Unity, Dean, Physicians Plus) Foreign Institutions that have an established agreement with UW-Madison Waiver Approvals

14 J-1 Program participants and their dependents are required to have medical insurance coverage with the following minimum benefits [22 CFR 62.14] o Medical benefits of at least $50,000 per accident or illness o SHIP provides benefits up to $1,000,000 o Repatriation of remains in the amount of $7,500 o SHIP provides benefits up to $1,000,000 o Expenses associated with the medical evacuation of the exchange visitor to his/her home country in the amount of $10,000 o SHIP provides benefits up to $1,000,000 o A deductible not to exceed $500 per accident or illness o SHIP In-Network Care for International Scholars has a $0 deductible Minimum Qualifications

15 No Travel or Individual Plans Insurance plans that exclude or limit the following benefits will not be approved: o Maternity Coverage o Mental Health and Nervous Disorders o Attempted Suicide o AIDs, HIV or other sexually transmitted infections o Alcohol/Drug Abuse assessment and treatment o *Note: If a scholars plan meets the minimum requirements, but is not listed on the current Waiver application, the plan must be submitted for review and may still be denied. Please contact the SHIP office for how to establish a waiver agreement. Review time can take up to 8 weeks. Waiver Denials

16 How SHIP and IFSS Work Together

17 J-1 Pre-Arrival and Orientation Scholars are accepted to the program and sent a pre-arrival packet of information The SHIP portion of this packet includes registration deadlines, billing cycles and how to contact our office with questions Once scholars arrive to the U.S. they are required to attend a J-1 Program Orientation

18 IFSS J-1 Program Notifications to SHIP New arrival s containing DS-2019 for scholar and any J-2 dependents Program extension s containing extended DS-2019 for scholar and any J-2 dependents Program Amendments and Terminations s

19 SHIP Scholar Fridays SHIP has weekly system generated reports o These reports are for scholars who are non-compliant or nearing their 31 day SHIP compliance deadline Communications to Scholars and Department are sent o 1 st, 2 nd and 3 rd s are reminder notifications o 4 th notifications come AFTER scholars registration deadline is missed

20 IFSS Compliance Checks IFSS must verify SHIP compliance anytime a scholar submits a document request Once compliance is verified, IFSS can approve: o Program Extensions o Travel Endorsements o Transfers o J-2 Dependent Entry Requests

21 Non-Compliant J-1 Scholars If a scholar is non-compliant, meaning they missed their 31 day registration deadline, or have left the United States without paying their full SHIP balance: o Scholar will have to reconcile with the SHIP office by either purchasing SHIP or waiving SHIP and also pay a $100 SHIP administrative late fee If scholar does not comply, IFSS will make a determination as to whether or not a termination of the scholars program is necessary.

22 How You and SHIP Can Work Together If your department would like to offer your J-1 scholar financial assistance with their health insurance premiums, you can do this in one of three ways: o Direct JET Transfers o Internal Work Orders (IWOs) o Interdepartmental Billing Forms (IDBs) Please remember to submit payment documentation to the SHIP office along with: o Copies of DS2019s and Stamped Passports for all J-1 and J-2 Dependents

23 Questions? Please contact the SHIP office! o Phone: o o Fax:


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