PARTICIPANT HANDBOOK

Transcription

1 J-1 Visa Trainee and Internship Programs PARTICIPANT HANDBOOK Rev Reaching out to encourage a lifelong journey of global peace and understanding. - Mission Statement

2 TABLE OF CONTENTS Welcome Letter Exchange Visitor Visa Program Purpose..4 Program Purpose..4 Program Entities 4 Trainee/Intern s Responsibilities 5 CETUSA s Responsibilities 5 Host Company Responsibilities 6 Program Requirements...7 Visa Interview with a U.S. Embassy or Consulate..7 Monthly Check-in & Evaluations 8 Additional Information.8 Extending/Changing Programs 10 Length of Stay.. 10 Program Extension Information.. 10 Changing your Host Company (Transferring).10 Dealing with Problems at the Host Company 11 J-2 Dependents 11 Withdrawal of Sponsorship.11 Arrival/Employment Documents 12 Applying for/receiving your Social Security Number..12 I-9 Employment Eligibility Verification Form..13 Form W-4.14 Tax Withholdings/Filing Taxes.15 Exemptions.15 Form W-2 & Form Form 1040NR & Tax Refunds.16 Housing Know your Tenant Rights Suggested Timeline Search Types of Housing 18 Finding Housing Tips & Advice.18 Leases, Security Deposits & Other Fees.19 Housing Websites..20 Moving In Tips & Advice...20 Sharing Space with Roommates..21 Contacting Landlords & Viewing Rentals..21 2

3 Transportation 23 Scheduling Your Arrival to the U.S.23 Getting Around in the U.S 23 Visits to Other Countries/DS-2019 Travel Authorization 24 Finances 25 Funds for Arrival/Stay.25 Budgeting Money..25 Managing Bank Accounts & Checks..28 Transferring Money from another Country.28 Health & Safety..30 Accident & Health Insurance.30 Frequently Asked Questions..30 Personal Safety 33 Contact Us..34 CETUSA Contact Information.34 Emergencies..34 Appendix A 35 Rules & Conditions..36 3

4 WELCOME You have selected to participate in a CETUSA-sponsored J-1 Visa Trainee/Internship program. We want your visit to the United States to be as enjoyable and beneficial as possible. This handbook provides you with important and useful information. Please read through this booklet carefully prior to your departure and keep it for reference during your stay. After you have finished reading this, please sign the last page of this handbook and submit it along with other required application documents. Thank you for choosing the. We hope this experience will provide a great opportunity for learning about the United States and advancing your professional skills! Best regards, Your CETUSA Staff EXCHANGE VISITOR PROGRAM PURPOSE Program Purpose Increase mutual understanding between cultures Create cultural and professional learning opportunities between citizens of the United States and citizens of other countries Provide you with opportunities for professional development, insight into American know-how in the professional field of your choice, and a greater understanding of American society and culture Help American businesses and individuals learn about your expertise and the culture of your home country Share the cross-cultural and professional knowledge you have gained from this experience upon your return home Program Entities J-1 Trainee/Intern A non-u.s. resident applicant who meets the J-1 Trainee/Intern qualifying criteria. This is you. Host Company A U.S. based business entity willing to cooperate under J-1 Trainee/Internship Program rules and regulations. This is where you will be training. Sponsoring Organization CETUSA is the designated J-1 Trainee/Internship Program sponsor. As your sponsor, we are responsible for supporting and monitoring you during your stay. 4

5 Trainee/Intern s Responsibilities Be enthusiastic and have a positive attitude - Host companies are looking for flexible and motivated trainee/interns who are perceptive to the ever-evolving business environment. Be on time - It is important that you get to your trainee/internship location on time to avoid complications with your host company supervisor and/or program. Dress appropriately - It is important that you have a professional appearance. Ask about your company s dress code when starting your training. Be prepared to comply with company policies - Although you are not a full-time staff member under the program regulations, you may be subject to the same pre-employment clearance procedures and conduct policies as regular employees. Disregarding or failing to comply with the host company policies and/or procedures may lead to training dismissal and a premature return home. Be a Team Player - U.S. host companies like Trainee/Interns who are willing to help and support supervisors and share the host company s business goals. You will also find more support by asking questions and for help from those around you. Share your Trainee/International perspective. - You must keep in mind that a U.S. host company participating in the program also wants to learn about your culture and about the industry practices in your home country. Please share your observations and reflections on your previous work or academic experience from your home country. Follow host company and program rules Maintain contact with CETUSA and report problems CETUSA s Responsibilities Ensure the training program is administered according to the U.S. State Department s guidelines and regulations Provide you with guidance throughout your program Encourage cultural exchange activity Issue necessary visa documents such as Form DS-2019 and to maintain SEVIS compliance Provide direct contact between you and your program administrator, who can address your questions or concerns regarding your program 5

6 Host Company Responsibilities Follow the course of the training plan and notify CETUSA of any concerns about, changes in or deviations from the training plan during the program. Abide by all federal, state, and local occupational health and safety laws Abide by all program rules and regulations set forth by CETUSA and the State Department, including completion of all mandatory program evaluations Have sufficient resources, plant, equipment and trained personnel available Provide continuous on-site supervision and mentoring by experienced and knowledgeable staff Ensure that you obtain skills, knowledge, and competencies through structured and guided activities 6

7 PROGRAM REQUIREMENTS The purpose of the program is cultural exchange and career advancement. At its core, the program is educational and meant to combine these two purposes. It is important not to confuse your purpose on program as work. Your objectives are expected to be broader. Performing your role as a Trainee or an Intern to the best of your ability is important and necessary. Your visa is a cultural exchange visa, not a work visa. Visa Interview with a U.S. Embassy or Consulate In order to arrive on the J-1 visa to the U.S., you will need to have final approval by a consular officer at a U.S. embassy or consulate. Depending on where you are located, waiting times to get an appointment can vary so it is important to schedule early to ensure that you have sufficient time before your program begins. At the interview, you will be asked about your program, your intentions after the program, how you plan to cover your expenses, and more. It is important for you to stress that your intention is to complete the program and return to your home country. Be prepared to show how you are bound to your home country and bring any documentation that can further show your ties. Section 212(e) of the U.S. Immigration & Nationality Act, also known as the Two-Year Home-Country Physical Presence Requirement, requires some J visa holders to return to their home countries for two years at the end of their programs. Note: To see how the 212(e) rule may apply to you, take a look at Appendix A at the end of this orientation guide. When applying for a J-1 visa, you will need to bring the following documents to the U.S. Embassy or Consulate: DS-2019 Form - Certificate of Eligibility for Exchange Visitor Status DS-7002 Form - A Training/Internship Placement Plan (training plan) DS-160 Form - Online Nonimmigrant Visa Application Nonimmigrant Visa Application Processing Fee (CETUSA does not pay this fee) A passport valid for travel to the U.S with validity six months after the intended period of stay in the US One 2inx2in photograph (passport sized) 7

8 It is important to check with your particular embassy or consulate to confirm the needed documents when applying for a J-1 visa. How to apply and schedule your J-1 visa appointment will be determined based on your embassy or consulate, as well as your personal situation, so it s important to make sure you ve read about what you need to do prior to and during your interview. To locate a U.S. consulate or embassy near you please visit Note: Canadian citizens residing and traveling to the U.S. are not required to apply for visas in advance for crossing the border. The J-1 visa will be processed at the port of entry. Monthly Check-in and Evaluations CETUSA as your sponsor, and you, as the participant, are obligated to communicate during the course of your program. We want to know that you are safe, healthy and having a successful program. We ask that you cooperate with our program requirements and respond to our s, monthly check-in surveys, and program evaluations. Monthly Check-Ins - Once per month (typically on the 10 th ) you will receive a monthly check-in survey from CETUSA. Please respond meaningfully and by the due date. We care about you and your well-being and want to know about your program experience. Your feedback is important to us. Mid-Point/Final Evaluation - At the mid-point and end of your program you will receive a Mid-Point and Final Evaluation questionnaire. To maintain good standing on program it is required that you complete and return your Mid-Point/Final Evaluation to CETUSA in a timely manner. The evaluation must be meaningfully completed and signed by both your host company supervisor and yourself. Additional Information By accepting a Trainee/Internship position in the U.S. you have accepted all J-1 Visa Program rules (listed at the end of this handbook) and are committed to following the J-1 Visa Training/Internship Placement Plan Form DS-7002 (training plan). Your host company and CETUSA will expect you to comply with your training plan as it has been individually designed to suit your Trainee/Internship program goals. You must inform CETUSA staff immediately if you are engaged in activities not listed in your training plan. Vacations may only be taken with the pre-approval of your host company supervisor and authorization from the CETUSA program administrative team. Note: Should you plan to travel abroad during your program, see travel authorization on page 22. 8

9 If you are sick and it interferes with your program you must notify your host company supervisor. You must also notify your CETUSA program administrator if your sickness may disrupt your program schedule beyond 2 weeks. If you wish to return home early, first notify your CETUSA program administrator. You will be asked for a written explanation about your decision and proof of U.S. departure to end your program in good standing. After completing your program, you should request a reference letter from your host company supervisor endorsing your experience. It may benefit you in your future career endeavors. 9

10 EXTENDING & CHANGING PROGRAMS It is important to understand the restrictions and limitations of extending and changing your J-1 Visa program. Changes must be requested by you, and CETUSA must always approve any changes before they can be accepted into your program. If your program was arranged by an agency, they must be involved in the process as well. Length of Stay Exchange visitor visas are issued with the understanding that the participant will return to their home country at the conclusion of the J-1 Visa Program. You may stay as a participant in a designated program for the duration indicated on your Form DS Thereafter, you may remain in the U.S. up to an additional 30 days. This period is often referred to as the 30-day Grace Period and you will not be allowed to receive training during this time. Intern programs cannot exceed 12 months. Trainee programs cannot exceed 18 months. Training programs in culinary, tourism, hospitality, agriculture, forestry and fishing categories are limited to 12 months in duration. Program Extension Information Program extensions must be requested by you and approved by CETUSA. Program extensions require a justification and modified Training Plan showing a progression in learning and a letter from you explaining your desire for the extension. Program extension does incur a fee and requires documentation from you and the host company. You must submit the extension request at least four weeks before the end date listed on your certificate of eligibility for J-1 status (Form DS-2019). Once the last day of your program has lapsed, the program extension request cannot be processed. This will extend your program dates, but not your visa. If you wish to extend your visa, this must be done at a U.S. Embassy or Consulate outside the United States. You are not required to extend your visa and can remain in the U.S. to complete your program. Changing your Host Company Program Transfer We strongly discourage changing host companies during the course of your program; however, there are instances when it may be necessary. If you feel that you are not receiving the career advancement program that was agreed to in your training plan, you should contact your CETUSA program administrator to consult with them regarding the best course of action. Transferring between host companies does incur a fee and requires documentation from you and the host company you are transferring to. 10

11 Dealing with Problems at the Host Company It is important to handle yourself in a professional manner if any problems arise. We advise you to attempt to resolve any conflict directly with your immediate supervisor, but if the problem/conflict reaches beyond your comfort zone or boundaries, the CETUSA program administrative team is always available to be a mediator and attempt to help resolve your issues. J-2 Dependents A J-2 dependent is defined as any unmarried child under 21 years of age or the spouse of a J-1 visa holder. If J-2 dependents wish to apply, please review the following: J-2 applicant(s) must obtain mandatory Sickness and Accident Insurance Coverage in compliance with Exchange Visitor regulations. The J-1 visa holder must provide confirmation of sufficient funds, apart from his/her own proof of funds requirement, to cover a J-2 dependent s U.S. living expenses. J-2 visa employment in the U.S. is optional, is not guaranteed and requires additional filing and fee payment to the United States Immigration and Naturalization Services (USCIS) in order to obtain an Employment Authorization Card (EAD). J-2 status in the U.S. ends at the same time as the J-1 status terminates. A J-2 holder may not remain in the U.S. without the J-1 for any extended period of time. If the J-1 holder is subject to the two-year home residence requirement, the J-2 will also have to comply with that requirement. Withdrawal of Sponsorship In cases where a program participant willfully and knowingly violates CETUSA program rules, U.S. government/immigration law, or host company s Trainee/Intern rules, CETUSA reserves the right to withdraw sponsorship. Withdrawal of sponsorship prompts an immediate departure from the United States. 11

12 ARRIVAL/EMPLOYMENT DOCUMENTS Applying for/receiving your Social Security Number (SSN) If you will receive a stipend or paycheck from your host company it is necessary for you to obtain a Social Security Number (SSN). Here is what you should know about this process: 1) Before applying for your SSN your program must be activated by CETUSA staff in the Student & Exchange Visitor Information System (SEVIS). To do this, CETUSA requires your U.S. living address. You cannot apply for a SSN if your program has not been activated in SEVIS. 2) Social Security Administration recommends that J-1 visa applicants wait 7-10 days after U.S. arrival before applying for your SSN. 3) Applying for a SSN can only be done in person at your local Social Security Administration office. You may find the Social Security Administration office nearest to you by going online ( or calling ) Bring these documents to the Social Security Administration office: Completed Social Security Application Form (Form SS-5) Your Letter of Support from CETUSA Form DS-2019 (original copy) Passport I-94 Card (download/print from: 5) Your Social Security Card should arrive within 2-4 weeks from the date of your successful application. If you have obtained a SSN from a previous U.S. visit, you do not need to re-apply. You can use your old card. Note: If you have lost your card, you can visit the Social Security Administration office and apply for a replacement card. Inquire about your SSN if you have forgotten it. You must report your SSN to your host company. If you leave a place of Training or Internship after receiving wages, but before receiving your SSN, you are still required to report the number to your host company for tax purposes. 12

13 I-9 Employment Eligibility Verification Form Your host company will require you to complete an I-9 Employment Eligibility Verification Form to prove you can receive a stipend. It must be completed before you begin your Training or Internship. Complete Section 1 with your information. Check the box an alien authorized to train until and enter the program end date as indicated on your Form DS You will need to show the following documents to the host company supervisor who will witness you sign the document: Passport DS-2019 I-94 Arrival Departure Card SSN I-9 Employment Eligibility Verification Form Diagram 1; Form I-9 ( 13

14 Form W-4 When you begin your Training or Internship your host company will also ask you to complete a Form W-4 (Employee Withholding Allowance Certificate) to ensure you get taxed appropriately. You are classified as a non-resident alien. and the normal instructions shown on the W-4 will not apply to you. Please follow these special instructions below when completing the Form W-4. Line 2: You are required to enter a SSN. Line 3: Check the single status regardless of your actual marital status. Line 5: Claim only one withholding allowance. If you are a resident of Canada, Mexico, South Korea or a U.S. national refer to Publication 519 ( Line 6: Write nonresident alien or NRA on the dotted line. Line 7: Do not claim that you are exempt from withholding. Form W-4 Diagram 2; Form W-4 ( 14

15 TAX WITHHOLDINGS/FILING TAXES Exemptions In understanding taxes, there are two important concepts you must understand. Exempt means that you do not have to pay these taxes. Non-Exempt means you are obligated to pay these taxes. EXEMPT: Social Security, Medicare, and Federal Unemployment Tax You must have a Social Security Card and number, but you are exempt from paying Social Security tax and Medicare tax. Sometimes host companies make the mistake and withhold these taxes from your paychecks. If you see any deductions associated with earlier mentioned taxes or words FICA or FUTA the host company has made a mistake. Please kindly inform them or call CETUSA to help resolve such a problem. NON-EXEMPT: Federal Income Tax All income-earning individuals pay income tax to the U.S. federal government. Approximately 10 to 15 percent of the stipend will be withheld for federal income tax, a portion of which you may be able to claim back as a refund at the end of the year. The income tax is determined by applying a tax rate, which may be higher or lower depending on the stipend amount. NON-EXEMPT: State and City Income Tax In the United States, it is possible that not only the federal government, but also the state or city government may impose an income tax. The Internal Revenue Services (IRS) collects personal income taxes, usually on a pay-as-you-go basis. If there is a state and/or city income tax where you reside, your host company will generally withhold these taxes from your paycheck. At the end of the year, you may be able to claim back a portion of what has been taken from your paycheck. If the host company does not withhold these taxes you must file taxes at the end of the year and you may have to pay these taxes. Please consult with your host company on the withholdings. We recommend that you closely review your first paycheck to ensure accuracy of taxes applied. Form W-2 & Form 1099 FORM W-2 - By the end of January you will receive a form W-2 from your host company outlining your total wages and amount of each tax withheld. You should only receive a W-2 if you were set up by the host company as a standard employee and withholdings were taken out. FORM 1099 Form 1099 s are used to report different types of taxable income. The letters behind the 1099 indicate which type of form you are dealing with. For reference please visit the IRS website ( to see what it pertains to, and how to file it if you receive one. In this case, you must pay all applicable taxes when filing your taxes. 15

16 Form 1040NR & Tax Refunds Everyone who has earnings in the U.S. is responsible to file taxes. You can expect to receive a W-2 or Form 1099 Form by the end of January from your host company. This will be for your prior year s earnings. You must file your taxes soon after receiving your W-2 Form, and no later than April 15 th. In most cases, but not all, you can expect to receive a refund worth a portion of the taxes that were withheld from your earnings. There are separate forms for federal, state and city taxes. Give your host company s accounting department a self-addressed stamped envelope if you will be out of the U.S. when you plan on receiving your W-2 or Form This way they can mail it to you. You must submit a copy of the form with your tax return. All tax forms are available at banks and post offices in the United States. The federal tax form you must complete is a 1040NR or a 1040NR-EZ (NR = non-resident alien), in addition to state tax forms required for each state where you resided/trained during the course of the program. There are many websites available that allow you to file online, or you may go to a tax accountant. We suggest that if you file taxes online, use a comprehensive tax website that assists J-1 Visa participants such as: 16

17 HOUSING It is your responsibility to find and secure housing which is suitable to your comfort, budget and preferences during your program. Some host companies may assist with or provide housing, but they are not required to and it is not a common practice. CETUSA staff can offer assistance in your search; however, we can only make suggestions. It is your responsibility to contact local landlords, make viewing appointments for rooms or apartments, and discuss rental term agreements. We strongly encourage you to have an arrival plan that includes temporary housing reservations and transportation from the airport to that housing before your departure to the United States. You should expect to pay between $500-$700 for shared living accommodations and possibly the same amount as a security deposit. First month s rent and the security deposit will be due on the move-in date. In popular and major urban centers average monthly rent prices are significantly higher. Please ask your CETUSA program administrator to provide a rent estimate for the area in advance of arrival. Know your Tenant Rights Every state has its own unique housing laws which guide relationships between tenants (people who rent) and landlords (apartment owners/managers). For references for each state and tenant landlord law please visit Suggested Search Timeline Four weeks before U.S. Arrival Start considering housing options If your host company does not offer housing, it is a good idea to start researching different housing options to see what best suits your lifestyle and budget. This includes type of housing, location, and whether you would do well with or without a roommate. Two weeks before U.S. Arrival Start checking available rentals & contacting landlords Once you have an idea of the location and type of housing you d prefer, it is a good idea to start looking at available rentals and contacting the landlords. Make sure to ask them questions about the lease, safety, and what utilities are paid. One week before U.S. Arrival Start scheduling appointments Once you have spoken with a few landlords and found some places you are interested in, it is a good idea to schedule appointments to view rentals. If you already know your arrival date, you can start booking appointments for the day or two after your arrival. Note: signing a lease before seeing an apartment can legally bind you into a possibly unhealthy environment, so we do not suggest sending money or signing a lease before seeing the rental first. 17

18 Types of Housing Apartments/Condos Apartments and Condominiums are part of buildings or complexes that have multiple floors and units. Each unit will include a bedroom/living area, kitchen, and a bathroom. Property managers typically run apartments and there will be similar amenities in each. They will typically have appliances, such as a refrigerator, oven/stove, and heating. They may have laundry facilities on site (somewhere in the building), or in each apartment. Nicer complexes may also have security features like locked outside entrances, gates, and cameras. Condo complexes also may have shared facilities like a pool, sauna and fitness center. Houses Houses can be leased from property managers or from private landlords. Houses may or may not include appliances and furnishings. Depending on the landlord, there may be more utilities that the renter is required to pay, such as water, garbage, and landscaping. Houses may include a yard and garage. Renting/Subletting a Room There are many people who rent out a single room in an apartment or house. In these cases, you will have a room to yourself, but will share common areas like the kitchen, bathroom and living area. Room rentals tend to have more flexible leases. When renting a room, it is smart to set boundaries with your roommates so that issues with privacy and cleanliness do not become a problem. The cost of utilities is divided up amongst the tenants and amenities like internet and TV subscriptions have already been situated. A room may come furnished or unfurnished. Finding Housing Tips & Advice It is good to have a list of questions ready to consider when locating housing, such as: How close do I want to be to my Host Company? What kind of transportation will I use: Bus, car, bike, or walk? How much do I want to pay for: Rent? Utilities? Amenities? Do I want to live by myself or with others? Is the apartment furnished or unfurnished? Is there assigned or street parking? Is laundry on-site or in my unit? Is it coin-operated? Depending on climate, is there heating and/or cooling systems? 18

19 Leases, Security Deposits & Other Fees Leases or rental agreements are legally binding documents that detail the terms of your tenancy. They describe what you, as the tenant, are responsible for, and what the landlord or property manager is responsible for. They can be lengthy and full of legal terms, but you should always read all the way through a lease. Be aware of what can cause a lease to be broken as there are penalties for breaking leases. Not paying your rent or moving out before the lease ends can cause this. Most leases require a security deposit. A security deposit is a sum of money given to and held by the landlord at the signing of the lease. The security deposit is often due along with the first rental payment. Security deposits are refunded to you when you move out, at the end of your lease. Sometimes your lease will detail move-out fees. These fees usually come from your security deposit (eg: many landlords charge a non-refundable $100 fee for carpet cleaning). Leases will tell you what utilities are included. W/S/G is usually included in the rent and stands for Water, Sewage, and Garbage. Electricity and gas heat are usually paid by the tenant. Most leases do not include land phone, internet or TV services (cable, satellite). Whichever lease/rental option you choose, always sign a rental agreement before exchanging money and request a copy for your records. Avoid moving in on only a verbal rental agreement. When rental disputes arise, an absence of signed written terms may cause complications. 6 or 12 Month Lease A 6 or 12 month lease means you have agreed to pay rent for the specified time. If you want to move out before the lease is over, the penalty is typically your security deposit and a possible lease-breaking fee. Month-to-Month A month-to-month lease is more flexible than a 6 or 12 month lease. With a month-tomonth lease it is easier to move out if necessary, as you are only responsible to pay for one month at a time. You will typically be required to provide a 30-day notice prior to your move out date so the landlord has time to rent the room to someone else. Both you and the landlord has the right to terminate your lease which has its advantages and disadvantages. Renting a Room Renting a room can be convenient because it can be more cost effective. Many people find themselves in circumstances where they need to find a roommate and will rent out a room in their house or apartment. Most of the time you will be signing onto an already established lease. In these cases it is smart to see when the current lease is ending before signing it. 19

20 Housing Websites Below are some websites you may find useful in your search for housing: **CETUSA Training & Intern Program does not endorse any of the websites above or the apartments listed on them** Be careful when looking at listings on websites. If they ask you for a credit card or to do an online credit check, it is most likely a scam. Landlords and property managers may ask for information, such as a credit or background check, a social security number, or request a co-signer. You should let them know that you are coming from an international country, and probably do not have some of that information. Hopefully they will understand, and work with you to come to a mutual agreement, and if not, you should look for another rental option. For that reason, it is a good idea to schedule multiple viewings at multiple locations so that you can have more options to choose from in hopes of finding the right living arrangement. Moving In Tips & Advice It is good to have a list of questions ready to consider when signing a lease and moving in, such as: When can I begin the move in process? (condition checklist, receive keys, etc) Walkthrough the rooms and make note of anything broken or damaged Check all the light switches, appliances, outlets, smoke detectors, and faucets Mark down any possible health hazards; such as mold, insects, water damage, etc WARNING: Do not tolerate unhealthy conditions. Unlivable conditions can be legal grounds for you to break a lease. Does the building seem secure? Are there locks on the doors and windows? Who do I call in case of emergencies, such as repairs or break-ins? How much is the security deposit? When is the rent due? (eg: the first of the month? or no later than the 5 th day?) What is the best way to pay rent? Check, card, cash? (If you pay cash, get a receipt) Where do I put trash and recycling? Do I want to purchase Renter s Insurance to cover my belongings? How much notice needs to be given if I decide to move out? 20

21 Sharing Spaces with Roommates Define privacy and common areas. Create boundaries for private areas, like knocking before entering, not entering a bedroom if no one is there, asking for permission. Define what is considered clean. Your idea of clean may not be the same as the people you choose to live with. Make a chore list. Help divide up the work load for the upkeep of your home. Tasks such as vacuuming, taking out the trash, and washing the dishes can be scheduled per week or by person. Having one day a week where everyone cleans together can help bond your household together. Sharing of food/belongings. It is a very good idea to discuss whether borrowing or using each other s property (clothing, toiletries, food, et al.) is appropriate, and setting boundaries. They might have pets. If a roommate has a pet, make sure to ask them how they would like you to treat their pet. Pet owners are specific about behavior towards animals, and may not wish you to feed or groom them. If you are allergic to certain animals, ask about the situation before moving in. Agree on rules of conduct. To prevent problems, setting some rules can be helpful. These rules can be about listening to loud music, having parties, and inviting friends over. For you to feel respected in a roommate situation, it is good to respect your roommate s comfort as well. You don t have to be best friends, but it s a good idea to get to know your fellow roommate. Sometimes talking about things can clear the air and make things more comfortable for all involved. A roommate can introduce you to an unfamiliar area, and help you feel independent in a new environment, so take advantage of their knowledge and interests. Contacting Landlords & Viewing Rentals You should expect to send a lot of rental inquiries just to get a few responses back. The rental market is quick, attractive rentals come and go quickly, therefore, having several options to choose from is a safe approach. See an example of a generic inquiry which you can modify to your liking on the next page. 21

22 Example Housing Template Diagram 3; Example Letter 22

23 TRANSPORTATION Scheduling your arrival to the U.S. We recommend you arrive in the U.S. two to three days before your program start date in order to have time to settle into your new environment. CETUSA asks that you let us know your flight schedule so we know when you will be arriving in the U.S. Contact your host company about your arrival. Host companies may send an associate to pick you up from the airport, but in most cases, you will need to plan your own transportation to/from the airport to your housing. When searching for the best airfare deals, try checking the following sites: By U.S. federal law, if at any time your U.S. living address changes, you must notify the CETUSA office within 10 days. Getting around in the U.S. BUS (LOCAL/NATIONAL) - Bus travel is a popular and inexpensive way to travel. Cities have multiple local bus routes that give you access to city centers, neighborhoods, and commercial shopping areas. You can purchase a monthly bus pass that gives you unlimited access, or you can pay per trip. The Greyhound Bus Company allows you to travel between cities and towns and is the largest bus company in the United States. You can call them toll-free at or make a reservation through their website at CAR & TAXI If you want to drive a car, you will be required to purchase automobile insurance, have your country s driver license (in English) and in many cases, an international driving permit. To obtain an international driving permit you should inquire with your home country s motor licensing organization prior to departure. Be aware of the rules of the road while you are in the U.S. and make sure you carry proof of automobile insurance at all times. For individual state driving regulations visit AAA s website: or If you need to rent a vehicle, some rental car companies require you to be at least 25 years of age, but many rental car companies only require the renter to have a major credit card and be at least 21 years of age. In large metropolitan areas, using a taxi is very common. It is a good idea to use cash, but most taxi companies now take credit cards as well. It is common practice to tip a taxi driver (between 10 and 20 percent) in addition to the fare price. 23

24 TRAIN - Traveling by train is another option to consider. Amtrak, the National Railroad Passenger Corporation, offers rail passes, regional rail tours, and multi-ride tickets: The U.S.A. Rail Pass is valid for either 15, 30 or 45-day periods. The regional tours offer tours to a great variety of America s best travel destinations. The multi-ride tickets can allow for unlimited travel between selected origin and destination stations for an entire calendar month. Please call their toll-free number for prices and more information: or by visiting their website Visits to Other Countries/DS-2019 Travel Authorization To visit countries outside of the U.S., within your program dates, your DS-2019 travel authorization must be signed by a Responsible Officer from CETUSA before departure from the U.S. You should send your DS 2019 form to the CETUSA program office to be signed at least two weeks before you intend to travel. You must include a self-addressed, stamped envelope (with tracking service) to receive the form back, or include a check for $15 to cover return costs. If you do not have your signed DS-2019 form you may not be allowed to re-enter the United States. You must also check with the consulate or embassy of the country you wish to visit for their visa and travel requirements to ensure entry for your visit. If you leave and plan to re-enter into the U.S. during your grace period, you may not be admitted on your J-1 visa, as your J-1 visa will be expired. 24

25 FINANCES Funds for Arrival/Stay For your arrival, you are required to at least bring the amount of funds that are listed on your Form DS-2019, excepting the compensation (weekly/hourly stipend) to be provided by your host company. CETUSA requires every program participant (regardless of the stipend provided) to have a minimum of $2,000 available at the time of arrival for initial costs. This money may be used to put down a deposit for housing, cover the costs of the temporary lodging, acquiring transportation, and food. Note: it takes 1-2 weeks after you begin your training before you will receive your first paycheck, and sometimes longer. You should plan on a minimum budget of at least $1,000 per month to cover rent, food, transportation and personal expenses. Your expenses will vary depending on the area s average rental fees and your personal spending habits, but it is a good idea to follow a budget and forecast your monthly expenses. Please consult your program administrator should you have questions or need help estimating your living expenses. Contact CETUSA for more accurate information on the city and state of your program. Budgeting Money You will have to budget your spending money carefully and make sure your bills are paid promptly. If you do not pay bills on time you will be penalized with additional fees. If you run short of money it is your responsibility to ask your family or friends from your home country to send you more. Under no circumstances are you allowed to borrow money from your host company friends or associates, or accept work outside the host company s training. It is not wise to lend out money either, as it can be difficult to get your money back. SALES TAX Keep sales tax in mind when shopping. Sales tax percentages vary from state to state (also between cities), and is applied at the time of purchase on top of the original price. When filing your taxes at the beginning of each year you cannot claim sales tax for your refund. TIPPING - Tipping is an unspoken rule in the United States where it is common to tip your server 15 to 20 percent on top of your bill. This practice applies to bartenders, taxi drivers, hair stylists and other service industry workers. If you dine out in big groups, you may notice tips or gratuity included in your bill already. 25

26 For budgeting to be effective, try to identify all of your expenses so that you have an accurate view of how you re spending your money. Dividing your expenses into categories is helpful, such as housing, work, living, personal expenses. Budgeting is your responsibility, but we can help with suggestions on how to do so. Sample List of Expenses Category Home Auto/Transportation Utilities Food Personal Possible Expenses - Rent - Homeowner s or renter s insurance - Car payment (if you buy a car) - Fuel - Auto insurance - Tag/registration - Train/Bus monthly pass - Electric bill - Water bill - Gas bill - Phone bill (cell or landline) - Internet service - Cable or satellite service (TV) - Groceries - Dining out - Clothing - Hair care - Medical expenses Activities - Gym membership - Vacation - Charitable giving - Entertainment - Gifts Diagram 4; [Edited] Sample List of Expenses ( In order to create a realistic budget you start by recording your monthly net income. If you are receiving a stipend, this will be your income. If you will be receiving tips from your training or monthly/annual allowances from relatives, this will also be included. It is advised to set aside at least 10% of your monthly net income as savings or for emergency situations. If add this amount and your monthly expenses together you can judge what are flexible or discretionary expenses. Flexible expenses can be adapted from month-to-month in order to fit your budget better. 26

27 After you know you monthly net income and your monthly expenses/savings goals you can review your budget and adjust as necessary. We have included a sample budget that you can adapt to your needs and spending habits. Online Budgeting and Finance-Managing website: Approximate Cost-of-Living by City website: Sample Budget Monthly Net Income (Your Stipend): $2,000 (after taxes) Monthly Expenses Amount Total Home Rent Insurance $600 $15 $615 Car/Transportation Insurance Gas Bus Pass Utilities Electric bill Cell phone bill TV/Internet $75 $80 $50 $205 $30 $45 $60 $135 Food Groceries Restaurants $300 $50 $350 Personal Clothes Grooming Medical Insurance $60 $30 $50 $140 Other Gifts Misc/Entertainment $50 $50 $100 Total $1,545 Income $2,000 Expenses - $1,545 Unbudgeted income $455 Flex & Savings - $300 Spend as you wish $155 Diagram 5; [Edited] Sample Budget ( 27

28 Managing Bank Accounts & Checks It is wise to have a budget so you will not find yourself without any funds while in the United States, but it is helpful to know the different ways to manage your budget and personal funds while in the United States. BANK ACCOUNT The most common way of handling your money is be opening a bank account. It is wise to open a bank account as soon as possible so you are able to deposit your paychecks. You can deposit them yourself or ask your host company to set up a direct-deposit payment system, which receives automated payroll deposits directly into your bank account. Almost every bank these days offers an online banking option, so that you can monitor deposits and track your expenses by using the internet through a computer or smart phone. Banks differ in their services and fees, so make sure to look around and find one that best suits your needs. In order to get a bank account, you need to bring with you various forms of government issued photo identification. The most important document is your passport. Your U.S. J-1 Visa can also be used as a valid form of identification. If you have any credit cards and/or proof of where you are living, you should bring those documents as well. Banks offer different kinds of accounts, so be sure to inquire about what is offered. The most common types of account are checking or savings accounts. Some banks may require you to keep a minimum balance of money on your account; otherwise you might be charged a fee. Some accounts require monthly service fees and sometimes when you first open an account you may have to wait a certain length of time to access the money within the account. Check with your bank about their policies and regulations. When you open a savings or checking account, you will receive a card from your bank. There are different kinds of cards that can be attached to a bank account: CREDIT CARDS are a convenient and safe way to make large purchases, or to get cash advances from banks. Credit Cards are issued by various banking and financial institutions, credit unions, and retailers. You must apply for a credit card and have credit history in the United States. Most program participants do not have sufficient credit history in the U.S. to qualify and will be required to apply for a secured line of credit beforehand. Be careful about overspending credit because you will have to pay those debts (and interest) eventually. DEBIT CARDS are cards issued by a bank allowing you to electronically use your checking account to pay for purchases. Debit cards typically require a pin (4-digit passcode) and do not use credit towards your purchases. They withdraw funds from a checking account. When your account has insufficient funds, debit card transactions will be declined. You can sometimes run debit cards as if they were credit cards. 28

29 AUTOMATED TELLER MACHINE (ATM) CARDS require a pin code every time for use. Most ATM cards only work to retrieve cash from or make deposits at ATMs. If you do not plan to continue banking with a U.S. bank after your program end date, we recommend that you close the account before your departure. PERSONAL CHECK In addition to the card you receive from your bank, you can also request personal checks. Your account information is attached to the check and you will write the amount of the expense to be taken out of your account. Most people rarely use checks except to pay bills such as rent, internet, or electricity. TRAVELER S CHECKS A benefit to traveler s checks is that they can be replaced, unlike cash funds. If you use traveler s checks you should keep a separate list of check numbers. It s a good idea to not cash all of them at once when arriving in the U.S., but to use them only as needed. Note: there is a fee associated with issuing Traveler s Checks, and they are becoming less popular among travelers. Transferring Money from another Country WESTERN UNION - Western Union can makes money transfers from your home country to anywhere in the U.S. within 15 minutes to an hour, any day of the week. There is a handling fee which varies according to the amount of money sent. To find the closest Western Union near you or to see if your money has arrived, you may call toll-free at or visit WIRE TRANSFERS - You can transfer money from a bank in your home country to a bank in the U.S. using a wire transfer. This can take a week or longer. The charge fee varies and there may be a fee to both you and the sender. Not all banks offer this service; it is wise to check in advance. INTERNATIONAL BANK ACCOUNT TRANSFER - An account in one of the worldwide banks, such as Citibank allows you make direct transfers. With a worldwide account you can give your account number to a family member or friend, and they can make a deposit straight into your bank account. Please check with your local bank to verify the deposit feature before your departure. With these bank accounts you can use that bank s ATMs in the U.S. as well. However, beware of the cash-withdrawal limits as most ATMs will permit only a few hundred dollars withdrawal per day. It is a good idea to see if your bank has branches and ATMs in the U.S. before depending on this feature. 29

30 HEALTH & SAFETY Accident & Health Insurance You are required to have medical insurance coverage with the following minimum benefits: Medical benefits of at least $100,000 per accident or illness. Repatriation of remains in the amount of $25,000. Expenses associated with the medical evacuation to your home country in the amount of $50,000. A maximum deductible of $500 per accident or illness. CETUSA offers accident and health insurance coverage through United Healthcare from your start to end date. The mandatory insurance coverage offered through CETUSA for your program starts and expires on the dates on your Form DS-2019, unless you requested the additional month of pre- or post-program insurance coverage. For your own protection you must reveal in your medical form any health disorders and medication that you are currently taking. You should also always carry a copy of the medical form with you in case of emergencies. While the policy that is offered by CETUSA through United Healthcare includes adequate health and accident insurance, it does not cover pre-existing conditions. It is up to United Healthcare what is considered a pre-existing condition. Frequently Asked Questions Who pays for the doctor visit? While some of the in-network doctors are able to arrange a direct bill payment with the insurance company, you will often be expected to pay for some or all of your medical expenses at the time of service. You must then file a claim with the insurance provider in order to request reimbursement from them. What is a deductible? The deductible is a specified amount of money that the insured must pay before an insurance company will pay a claim. Why is the deductible higher for emergency room visits? While emergency care here in the U.S. is excellent, it is also expensive. There is a fee for the ambulance ride, the emergency room, the doctor s services, medications administered, equipment used, and any tests or special procedures involved. 30

31 While it is important never to hesitate when there is a genuine emergency, these services are not intended for situations where a call to your doctor or a visit to a walk-in clinic would be sufficient. A higher deductible is applied to discourage the use of emergency room services in place of non-emergency doctor visits. Emergency hospital admissions must be reported within 24 hours of admission. Providers, you, or a family member must notify United HealthCare. Failure to comply may result in a reduction of benefits. I need to see a doctor, what do I need to do? CETUSA strongly recommends that you check with United Healthcare in regards to in-network and out-of-network coverage before you visit the doctor. For call regarding pre-certifications, eligibility, benefits, or general questions you can call United Healthcare at 1(800) or [email protected]. There are many walk-in clinics or urgent care centers that do not require an appointment. We suggest looking at the services provided at each clinic or care center before choosing where to go. How do I file a claim? To file a claim go to the File a Claim section under Services and Claims in your MyInsurance Log-in. Note: You will receive your health insurance information once you arrive in the United States and activate your program. You can register your MyInsurance online account at after your arrival. If you have not received an within two weeks of your arrival, check you junk/spam folder. If you still do not find an regarding your insurance card and information, please contact CETUSA. On the next page you can see an example of what your United Healthcare insurance ID card will look like. 31

32 Sample Insurance ID Card Diagram 6; MyInsurance ID Card: Trainee/Intern Health Brochure 32

33 Personal safety When moving to a place that is unfamiliar to you, it is a good idea to keep yourself and your belongings safe. In crowded areas, always keep your property close to you or in a concealed place. Do not carry large amounts of cash and do not expose it in crowded places. Travel with a friend as often as possible, not alone. Walk down main streets. Do not use an ATM machine in the dark, especially if you are alone. Take copies of important IDs with you. Keep your originals in a safe, locked place. Be aware and alert of your surroundings. Do not behave in a way that may bring attention to someone who might try and take advantage of you. Always lock your doors and windows (home or vehicle). Don t write your ATM/Debit card pin code down or share it with anyone. Remove all valuables from the vehicle you are traveling in when you leave it. Don t drink and drive. 33

34 CETUSA CONTACT INFORMATION You are welcome to contact the CETUSA program office regarding any issues or questions you may have. We are happy to help you. Please remember you must contact us within 72 hours after you arrival and provide us with your local U.S living address and contact telephone number. OFFICE HOURS & WEBSITE: Monday through Friday Hours: 8 am - 5 pm (PST/PDT) Toll Free: 1(888) or- 1(949) PROGRAM STAFF: Program Director - Kevin Watson [email protected] Program Manager - Olivia Grigorjeva [email protected] Program Administrator - Ploy Nuveman [email protected] Program Administrator - Lynsey Pennington [email protected] Program Administrator - Kristin Sanders - [email protected] MAILING ADDRESS: CETUSA (Council for Educational Travel, USA) 110 Grand Avenue Bellingham, Washington United States of America EMERGENCIES An emergency is defined as: A life or death crisis such as critical injury or illness requiring hospitalization, You are a victim of a violent crime. If you are in an emergency situation and need immediate help dial 911. You must notify a CETUSA program administrator of any emergency situation. We have a 24-hr emergency answering service for calls requiring assistance: 1(877) Make sure you answer all questions clearly and carefully to avoid delays in receiving help. 34

35 APPENDIX A Section 212(e): Home-Country Physical Presence Requirement Section 212(e) refers to a two-year home-country physical presence requirement that applies to some J visa holders. The Consular Officer performing your visa interview will mark on your J-1 Visa and DS-2019 if you are subject to the 212(e) rule. This rule applies to any J-1 visa holder who: Received any amount of government funding (from any country s government) Received graduate medical education or training If rule 212(e) applies to you, you are required to fulfill this requirement by returning to your home country for a cumulative total period of at least two years. You are not prohibited from travelling to the United States, but until you have fulfilled the two-year home-country physical presence requirement, you are not permitted to do any of the following: Change status while in the United States to the nonimmigrant categories of temporary worker (H) or intracompany transferee (L); Adjust status while in the United States to immigrant visa/lawful permanent resident status (LPR); Receive an immigrant visa at a U.S. Embassy or Consulate; or Receive a temporary worker (H), intracompany transferee (L), or fiancé (K) visa. There is a provision in U.S. law for a waiver of this requirement by the Department of Homeland Security (DHS), U.S. Citizenship and Immigration Services (USCIS), when applied for by the former exchange visitor and recommended by the Department of State, Waiver Review Division Participated in a program with training that is listed on their country s Exchange Visitor (EV) Skills List. To view your country s EV Skills List check via this website:

36 RULES & CONDITIONS I accept and agree to only receive training at the CETUSA approved host company, according to the approved and signed DS-7002 training plan. I will inform my host company of any absences due to illness or vacation. Vacation time must be pre-approved by the host company, and presence outside the U.S. may not exceed 30 days during program dates. I will report abnormal or unsatisfying situations immediately to CETUSA (phone, fax, or ). I will answer and submit the monthly surveys each month. I will answer any communication requests from CETUSA. I agree to consult CETUSA with any concerns or issues I may have in relation to my training plan and/or visa. I agree to request CETUSA s approval for any changes that may be made to the DS-7002 training plan or host company. Making any changes to my program without CETUSA s approval can be grounds for termination of the J-1 visa sponsorship, and my immediate return, without financial reimbursement, to my home country. I understand there is no guarantee of approval from CETUSA for alternate training opportunities if training is terminated at my original host company. I accept responsibility in locating a new host company if, for any reason, my training at my original host company ends earlier than the end date on the DS-2019, or becomes unfit to host my CETUSA sponsored program, and I wish to continue training elsewhere. I will comply with all host company, CETUSA, State, and Federal laws/rules. Breaking any laws/rules can be grounds for termination of the J-1 visa sponsorship, and my immediate return to my home country. I am not permitted to enter into any contract without first consulting and gaining approval from CETUSA or my agent. I will train only during the dates specified on my DS I understand that if no earlier date is indicated on my I-94, judged by the U.S. Immigration and Naturalization Service, I may remain in the U.S. an additional 30 days (aka Grace Period) past the end date specified on my DS (I may travel in the U.S., but it is recommended I do not travel beyond U.S. borders, as I may not be allowed re-entry after the DS-2019 end date). I understand my program may not be extended past 12 months if I am an intern or hospitality trainee, or past 18 months if I am a trainee in any other category. I must fulfill all pre-arrival and arrival orientation obligations, including signing and submitting the arrival orientation guide once received. 36

37 I will read the insurance brochure, and understand my coverage limits and claim filing procedures. I will inform CETUSA, within 72 hours, of my arrival in the U.S. and supply them my living address (whether it is a permanent or temporary address). I will inform CETUSA, within 10 days, of any change in my living address. I understand that having CETUSA s sponsorship does not guarantee receipt of the J-1 visa. I assume all initial costs and travel-related expenses. I will apply and obtain a Social Security Number (SSN) once I arrive in the U.S. if I am receiving a stipend. If I already have a SSN, I do not need to re-apply. I will appear at the host company and start my training at the agreed-upon start date. I will take all reasonable actions to succeed in the specified training outlined in my DS-7002 training plan. I will be covered by insurance offered through CETUSA for the duration of my program, per the dates on the DS-2019, and that additional coverage may be necessary if I have a pre-existing condition, or am staying past the DS-2019 end date. I will retain a written report of any health disorders and prescription medication in English, which I can present to doctors when seeking emergency treatment. I am aware that there are alternative sponsors to this program, and have voluntarily chosen CETUSA. I, as a participant of the J-1 Trainee/Intern visa program, organized and directed by CETUSA, hereby release CETUSA, its officers, Board of Directors, employees, and agents from any and all current and future claims, charges, costs, and/or causes of action for loss of property, personal injury, illness, accident, or death sustained for the duration of my Trainee/Intern visa program, whether covered by insurance or not. I, as a participant of the J-1 Trainee/Intern visa program, am responsible for any loss, damage, or injury caused by me while on the Trainee/Intern visa program. I have researched my host company and feel confident that the DS-7002 training plan is suitable to my educational and professional ambitions, and will enhance my current skills and knowledge. I understand that CETUSA has no control over my host company s operations, and my host company may be subject to economic hardship during my program, which may cause disruption and possibly business seizure. I authorize CETUSA to release any information provided in this application for the purpose of placement in a CETUSA approved trainee/internship position. Release of information may be in the form of photocopy, electronic transfer and/or verbal communication. 37

38 I have calculated the approximate amount of funds to be received as a stipend, personal savings, and/or family support, and have created a budget concerning monthly and annual living expenses while in the United States. I can prove that I will be able to sustain myself financially for the duration of my program, including the initial $2000 start-up funds, and $1000 per month while on program. I understand I do not have work authorization in the U.S. and as such, am unable to work outside the DS-7002 training plan or host company. I understand that program dismissal or termination is not subject to reimbursement of any program fees. I am responsible for any additional fees incurred due to CETUSA approved program extension or host company transfers. I understand that I may be subject to the two-year home-country physical presence requirement after the completion of my program dependent upon visa waiver 212(e). I accept that the submission of this application does not constitute CETUSA sponsorship approval; only after submission of the completed application packet, supporting documents, and fees, will a CETUSA agent review and notify me of my program sponsorship decision. I understand that CETUSA is available for assistance/advice with locating housing for the duration of my program, and any leads provided by CETUSA are merely suggestions, not endorsements. It is my responsibility to secure housing, and (1) fully read and understand any rental agreement before signing, (2) not exchange money between myself and the landlord prior to signing the rental agreement, and (3) document all rental/deposit payments. I will not violate tenant laws, and I agree to accept costs involved regarding housing and the rental agreement. 38

39 ACKNOWLEDGEMENT AND RECEIPT OF PARTICIPANT HANDBOOK I acknowledge that I have received the J-1 Trainee/Internship Program Participant Handbook from CETUSA. I also acknowledge that I have had the full opportunity to read, understand and ask a CETUSA partner representative questions prior to completing the CETUSA application packet. I further acknowledge and understand that I am obligated to know and comply with all applicable obligations, rules and conditions contained within this. Participant Signature Print Name Date 39