Presentation on theme: "Pre-departure Orientation for Co-op Interns"— Presentation transcript:
1 Pre-departure Orientation for Co-op Interns Presented byCathy SteinInternational Employment SpecialistFor all students using a different sponsor than Cultural Vistas-All internal, swap and Intrax interns need to attend this sessionRUN CULTURE SHOCK VIDEO PRIOR TO STARTING THE SESSION
3 Welcome Shut off cell phones, set to vibrate Avoid any talking please Take notes as there is a lot of information that will be sharedSlides will be posted eventually, but not right away so I suggest you still take notes.
4 Agenda J-1 Visa rules Social Security Cards Important Documents Bank AccountsEntering the U.S.Payroll formsHousingDrivingTonnes of information to get through, sit back, get comfortableFirst half of the agenda
5 J1 Exchange Visitor Program Who is your Program Sponsor?Distinction between “work” and “training”“I am an intern going to the U.S. to train on a J-1 visa.”Duties and activities should follow Training PlanOnly train until the end date on DS-2019extend your internship- is possible in some cases30-day grace period before and after internshipNo travelling outside US during 30 day periodIntrax, internal, SWAP
6 J1 Exchange Visitor Program No changing companies or working at other companiesTwo-year Residency Rule 212(e) (international students)Maximum duration of 8 months (Waterloo co-op interns)Number of internships not limited
8 Form DS-2019 Show at the border Keep for life Replacement cost is chargedFirst document you need to show customsPoint out the important fieldsNote the training datesWhere it gets stampedWhere you signIf you lose it, what happens?Keep this document for life! It’s 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
9 Visa Stamp Non-Canadian citizens Non-Canadians will receive this after their consulate appointment- put right inside your passportHang onto old passports and old Forms DS-2019Will need to show both visa stamp and Form DS-2019Point out all the important areas on document
10 Passport Second document you need to show customs You 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
11 SEVIS Receipt Student and Exchange Visitor Information System Generates Form DS-2019Tracks visa holdersNeed to pay for prior to Consulate Interview and/or arrival in the U.S.Show at Customs and/or Consular Appointment as proof that you paid the SEVIS fee.
12 Electronic I-94: Entering by Air Your entry is automatically recorded and you will not receive a cardUpon arrival in the U.S. retrieve your arrival record online:https://i94.cbp.dhs.gov/I94/request.htmlDownload, save and print!
14 I-94 Card: DrivingRecord of arrival and departure to and from the U.S.Obtained at the port of entryFill it out using your full legal nameRefer to page 8You obtain this at your border crossing point. 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 for it.Fill it out in its entirety and with your FULL LEGAL NAME so it matches the rest of your documents, e.g. passport.Form is the record of your arrival and departures from the U.S..
15 Other Important Documents Proof of funds $3,000bank statement, credit card statement, support letterSigned Training PlanOffer letter from employerAddress of where you will be stayingRésumé
16 Before you leave Canada Gather and scan all documentationit to yourself and emergency contactClean out wallets and pursesArrange travel only if you have yourDS-2019Confirm housing appointmentsConnect with other students going to same destinationYou can access your 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.
17 Arrival in the United States Crossing the border- flying vs drivingIf you are driving, you must pull over and enter Customs/Immigration to ensure that your entry as a J-1 visa holder is processed correctly.
18 Immediate Arrival Checklist Check your documentation to ensure you have entered the U.S. correctlyus with your US mailing address:within 24 hours of arrivingUpdate Cathy immediately if your address, phone, or changesRegister with the Canadian consulateIf you have entered as a tourist, you will need to re-enter the country so that you are legally able to work in the USComplete address with phone number- do that ASAP after enteringnon- Canadians register with their home country’s consulateEach student has to send in their OWN confirmation with address- no group in the same houseCopy Cathy on CDS arrival !- one to both of us
19 Housing Connect with other Waterloo students Off campus housing hot housing leadsLook online and university bulletin boardsAsk a lot of questionsRead everything carefully before signingUse Google EarthResell furniture & household suppliesFind an American roommate!Cathy would have sent information on connecting with other students going to the same city or employer. Contact other Waterloo Students to arrange housing togetherAsk your employer where students in the past have stayed; they just might connect you with them for housingIf in a university town, look at their housing websitesIf its too good to be true, then it probably isDon’t trust landlords to send to photos- go and see the place PERSONALLY or send someone you trust to view it for youTry Google earth to see what the neighborhood look likes
20 Social Security Number Applying for a card:Wait 10 days after entering U.S. before applyingMake sure your visa sponsor has validated your visa with SEVISBring DS-2019 form/Visa stamp, passport application form, and offer to nearest SSA officeGet a receipt for your applicationCard 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 ServiceSocial Security number is valid for life; do not apply for a new number if one has already been issued to youSocial Security website:
21 Bank AccountsBring passport, Social Security card and proof of addressAsk aboutStudent accountsMonthly Fees and Minimum BalanceTime for deposited funds to clearBank hoursBring home your money
22 Tax Deduction FormMay have filled in this form for your employer alreadyW-4 lets you decide when to pay taxesTake a total of 0 or 1 allowancesPagesUsed for payrollFirst 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!)
23 Source: Life After School. Explained. Cap & Compass, LLC Tax Deduction FormSource: Life After School. Explained. Cap & Compass, LLC
24 Driving in the US Never drive a car without insurance! Check your insurance companies here to see if you are covered thereRead through your policy carefullyCheck your state’s laws!Many states will require U.S. license after 3 months
25 Agenda Intercultural experience U.S. Taxes Risk management and personal safetyWorkplaceTravelingYour responsibilitiesHealth InsuranceCulture shockU.S. LawsEvaluations
27 While you’re there The first few weeks are the most difficult. Do not be disappointed if you’re not involved with the most challenging projects in the beginning.Ask your supervisor about reporting sick days as well as other office rules.Establish comfortable routine.Stay informed on global and security issues.Arrived, trying to find the apartment, get the bank account set up, finding your way around the city, getting groceries….its hardThe first few weeks are the hardestDon’t be disappointed if you are not working on the most challenging jobs yetSick days- usually not given any and find out what you need to do if you are sick- call in? ? 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 number to get the note
28 Getting Involved Join a sports or community club Company group activities or discounts to cultural institutions and eventsVolunteer
29 Traveling Abroad Signature Refers to outside of Canada and MexicoCathy dates of travel and destinationAlways travel with your Passport, I-94, DS-2019 and health insurance cardNon-Canadians must have a multiple entry visaSignature
31 UW Health and Dental Coverage Know what you are covered forTravel Card in wallet at all timesKnow how to use the plan in case of an emergencyOHIP extension- 8 month and returnersfor more details
32 SunLife Health Coverage Travel card at the bottom, fill it in NOWMember ID #- is your student ID numberCall number first and they will tell you where the nearest doctor, hospital or clinic is to where you are living in the US8 month work term?? –extend your OHIP coverage
34 U.S. TaxesOnly subject to income taxesfederal, state and localDo not pay Social Security, Medicare, and Unemployment taxesYour responsibility to make sure these are not withheld from your pay check
35 U.S. Tax Forms Paid internships Unpaid internships Federal Form 1040NR or 1040NR-EZState Tax FormFederal Form 8843Unpaid internships
36 W-2 Form Summary of earnings and taxes withheld U.S. company will mail by February 15Make sure they have your address for this time
37 Filing Taxes Internal Revenue Service www.irs.gov Publication 519 U.S. Tax Guide for AliensPublication 515, Tax guide for employerFile early. Deadline is April 15th. You will be penalized for filing late!Alumus in our website can assist you as well
38 U.S. Laws Federal Drinking age is 21 No drunk driving Open container lawNo drugsNo hitch-hikingStateOpen container lawsRestricted smokingIf you are not sure, go online or ask!
39 Emergency Protocol Plan Risk Management formAll submitted prior to this sessionEmergency contact listedArrival Notice submissionshow we can reach you in an emergencyHow we will be in touch- phone first, thenTweets to check yourPolice ServicesAvailable for you 24 hours a dayThree keys thing we ask students to submit to Waterloo for purposes of an emergency situationRM- why we ask them to submit and how important is their emergency contact person- when we would contact themArrival notice they have submitted- used to determine if you are in the area of a disaster or crisis situation- current address and phone number and alternative s you checkPolice Services- come in and discuss with the students their services and how they will get in touch with CECA staffHurricane Sandy occurred last Fall and 97 students were in the effected area- yes, we had advanced notification, we were lucky, Sponsor sent emergency evacuation notices to all students to prepare.
40 Arrival Notice What it should look like Need a copy of your DS2019 form/EA/H3
41 Naveed thought he would take the shortcut back to residence. SMART CHOICES?Some facts…Travel in groups, safety vans, taxis, etc.Be aware of your surroundingsIf you don’t this at home, don’t do it abroadNotesFamiliarize 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.Referencestravel.state.gov/family/family_issues/death/death_594.html#
42 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.NotesAvoid 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.
43 Richard was having a great time in Germany, especially after meeting Heidi. They slept together once.SMART CHOICES?Make good decisions regarding sexual encountersBe wise about risky sexual situationsDon’t leave your drink unattendedIf at all possible, stay with a “buddy” when at a barSay “NO” to ANY unwanted touch or sexual advancementNotesReferences
44 Responsibilities Student Pre-departure meetings, documentation, health insurance coverage, travel arrangements, housing, risk management, personal security, emergency notificationEmployerFinancial compensation, arrival orientation, job supervision, mentoring, professional development, evaluation, (assist with relocation/housing)UniversityVisa and process advice, pre-departure meetings, student connections, work term and travel advisory monitoring, emergency response, employer assessmentVisa sponsorPre-departure meetings, visa documents, health insurance, reports and evaluations, SEVIS tracking
45 Evaluations CECA Work term report for CECA Performance online – find outReminder for PD courses?Performance Evaluation for CECATwo very different reports that are required to be submitted- can’t use one for both of them
46 Returning to Canada Bring your CECA employer evaluation form Leave permanent address with your employer for tax information
47 Photo ContestWe 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 cityYou at your place of employmentPlaces you have visited and /or toured while on the work termA nice sunset, or the view of the rocky mountainsA group shot of all the UW co-ops working at your locationThe city centre, local attractions or famous sites