hiring international faculty and staff at trinity university
DESCRIPTION
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Hiring International employees on H-1B
visa/status
• The basics: understanding visa/status and other immigration documentation
• H-1B overview
• H-1B flow chart
• Current immigration requirements
• Procedures on Trinity University campus
H-1B visa stamp H-1B status
Visa stamp in passport allows H-1B nonimmigrant to board transportation to the U.S. and apply for admission upon arrival
1. It is a travel document only; a visitor may stay in the United States with an expired visa
2. The State Department grants visas at U.S. Embassies & Consulates abroad.
3. H-1B nonimmigrant can not apply for H-1B visa while in the U.S.
4. Visa processing times vary, depending on the U.S. Embassy or Consulate
5. Entry to the U.S. is not guaranteed even if visa is valid
H-1B immigration status allows a visitor to reside/work in the United States.
1. U.S. Department of Homeland Security grants immigration status upon inspection when one arrives in the United States
2. U.S. Citizenship & Immigration Services (USCIS) may allow us to change or extend that status for those already in the country
Issued at the port of entry upon inspection
Returned at the point of departure from the U.S.
Establishes a foreign national’s ability to be lawfully present in
the U.S.
Must have “Trinity University” annotation on it
Provides the date by which scholar must depart the U.S.
While it looks like a simple card, it is a critical document. It costs
$330 to replace lost or stolen I-94.
I-94 scan/copy kept in ISSS files for record keeping purposes
What is the job title? Is this a tenure-track position?
How long will the visitor stay? Is s/he currently inside the United States?
Will the visitor be paid? How?
What previous entries and visa statuses does the foreign national have in the past?
Did the visitor ever hold J-1 visa/status?
Will the visitor potentially be subject to 212(e) 2-year home residency requirement?
Does the foreign national have a spouse who may need to work?
Will proposed salary meet prevailing wage?
Are there any time constraints?
How soon is anticipated employment start date?
An H-1B “specialty occupation” is an occupation that requires:
Theoretical and practical application of a body of highly specialized knowledge
Employment must: Nonimmigrant must:
Be a “specialty occupation”
Require a minimum of a bachelor’s degree or higher
Scholar holds a U.S. bachelor’s degree or equivalent in the area of specialty
Not be subject to 212E: 2-Year Home Residency Requirement
1) The U.S. Department of Labor (DOL) ◦ Receives, certifies, denies and withdraws Labor Condition Applications
submitted by ISSS on behalf of Trinity University
2) The Department of Homeland Security (DHS) ◦ Accepts Trinity’s H-1B petition and confers H-1B status of the nonimmigrant,
either through change of status or in admission to the U.S.
3) Trinity University ◦ The hiring department Communicates with HR and ISSS if employee is international and
if there are any changes to existing job of H-1B
◦ Human Resources office Provide ISSS office with documentation showing that H-1B
employee is eligible and was offered and received the same benefits programs as other similarly situated employees and records of the offer benefits provided and chosen.
◦ Academic Affairs Issues appointment letter and CUPA faculty survey upon request
◦ Business Office Issues checks for H-1B processing fees
◦ ISSS office Prepares and submits LCA, prepares LCA and supporting
documents available for inspection, submits H-1B petition to DHS, maintains records
4) International worker, H-1B applicant ◦ Is responsible for maintaining status by complying with terms of employment,
notify ISSS of any changes in immigration status and employment terms, and off campus address.
5) The U.S. Department of State (DOS) ◦ Through U.S. Embassies and consulates is responsible for issuing H-1B visas.
Status is for temporary employment
◦ Increments of up to 3 years
◦ 6 years total is permitted by regulation
Employer-specific & department-specific
◦ Cannot work outside of Trinity University
◦ Job changes may require an amended H-1B petition
H-1B employees can have immigrant intent
◦ May apply for a green card while in H-1B status.
◦ Travel and visa applications may be easier
H-4 dependent spouse and children
◦ Can study and can’t work. If employment is important for spouse, J-1 visa may be more appropriate for scholar
In the U.S.: Change of Status
Abroad: Consular Processing
For beneficiaries who are in the United States in another valid visa status:
Filed with U.S. Citizenship & Immigration Services
Status is changed, but no new visa stamp in passport
For beneficiaries who are abroad: Filed with U.S.
Citizenship & Immigration Services
U.S. Consulate specified in petition - must obtain visa stamp to enter United States
Approval mailed to beneficiary - entry permitted only 10 days prior to start date
Aliens who are already present in the U.S. in another nonimmigrant status may be able to change status to H-1B by applying to the USCIS.
Not eligible for change of status within the US are: ◦ Visitors who entered under visa
waiver program (WB or WT) ◦ C (transit) ◦ D (crewman) ◦ J (exchange visitor who is subject to
212(e) ◦ K (fiancé/spouse of U.S. citizen) ◦ S (federal witness)
Employer-specific work authorization: Transferring an H-1B is the same process
as applying for initial H-1B Previous H-1B period is calculated and
deducted from 6 years maximum $500 anti-fraud fee applies Can begin working once USCIS receipt is
received Should not terminate current
employment until receipt for transfer petition is received
H-1B status permits an alien to work for several employers at one time, provided each employer has an approved H-1B petition for the alien in question.
Extension of same employment
Extending an H-1B is a similar process to applying for a new petition
$325 filing fee, no $500 anti-fraud fee
Can continue working for up to 240 days beyond the end date of current H-1B status once USCIS receipt is obtained
Job-specific work authorization:
Changes in employment (department, job duties, major salary change, location of employment, number of hours)
Amending an H-1B is similar process to applying for an extension of H-1B status
$325 filing fee, no $500 anti-fraud fee
Can begin working in new job once USCIS receipt is obtained
Usually combined with an extension
All fees are normally paid by the hiring department
$325 USCIS Filing Fee for Form I-129
$500 USCIS Anti-Fraud Fee for new or transfer H-1Bs (does not apply to extensions or amendments)
Optional Premium Processing costs $1,225
$290 dependent filing fee for H-4 status, if applicable
Please note that ISSS at Trinity does not charge what is commonly know as “ISSS Foreign Scholar Services Fee”. UT for example charges $750 for filing initial H-1B and $500 for filing extension. Immigration attorneys charge $1,500 and up for processing.
The hiring department will need to collect and submit the following:
Copy of appointment letter
Complete H-1B document
◦ Page 2: H-1B confidential worksheet
◦ Page 3: Statement of Actual Wage Determination (w/ Documentation of all Employees in Same Job Classification)
Export Control Form
Memorandum of support (sample)
Must Include:
Job description & minimum requirements
Language about temporary nature of employment
Dates of employment (normally maximum 3 years of H-1B employment is requested)
Beneficiary’s qualifications
Beneficiary’s past immigration status
Return travel guarantee
If Trinity University terminates an H-1B worker prior to the expiration date of his/her H-1B status, the employer must pay the cost of transportation to return the individual to his/her home country
Required by regulation and must be stated within the Department Letter of Support
ISSS reviews documents for completion, contacts department or employee if necessary
CUPA faculty survey is requested from Academic Affairs to obtain median faculty salary survey for specific title in specific field
ISSS files the Prevailing Wage and Labor Conditions Application (LCA) request through the U.S. Department of Labor (DOL) ◦ LCA requests require at least a week for the
DOL to process, another important issue to remember when planning
1. Trinity University attests that employee will be paid at least the prevailing wage
2. Trinity University attests that employment of the H-1B will not adversely affect other workers
LCA memorandum is prepared and posted at HR office and hiring department for 10 business days
Employee’s salary must be at least 100% of the Prevailing Wage
The employee must also meet Actual Wage regulatory requirements, meaning that s/he must be within the range of salaries paid by the Department to all workers with the same job title (accounting for experience and education)
If employee’s salary is not 100% of the prevailing wage, the choices are:
◦ Actual Wage must be raised to meet the PW requirement (Director or Chair likely will need to sign a new support letter)
◦ If salary requirement can not be met, look at other work authorization options (most commonly J-1)
ISSS will prepare ◦ Form I-907 (2 pages)
◦ Form I-129 (35 pages)
◦ Form I-539 (5 pages) – if applicable
Checks are payable to “US Department of Homeland Security.”
Separate checks are required for each fee.
◦ Form I-129: $325 filing fee (all petitions)
◦ $500 anti-fraud fee (new and transfer petitions only)
◦ Form I-907 - $1,225* premium processing
◦ Form I-539 - $290* dependent filing fee
These filing fees can be paid by the Trinity University Department or the beneficiary
Payee address: Premium Processing Service U.S. Citizenship and Immigration Services
California Service Center
24000 Avila Road
2nd Floor, Room 2312
Laguna Niegel, CA 92677
Regularly filed petition approvals are generally taking 4-6 months
Premium Processing – 15 days
ISSS prefers to use courier delivery for petitions filed with USCIS, hiring department will be contacted for FedEx mailing procedures
Department processing times - variable
Prevailing Wage - at least 10 working days
LCA processing - at least 1 week
ISSS Document Preparation – about 1 week
Checks – about 1 week
Receipt of USCIS filing - 2-3 weeks once filed by courier
Approval Notice I-797 -
◦ 4-6 months with standard processing
◦ 15 days with premium processing
USCIS sends the results of decision via email
Employee, hiring department and HR office are notified by ISSS via email
When original notice of action is received, it is forwarded to employee
Notice of Action scan/copy kept in ISSS files
The entire H-1B packet is forwarded to H-1B worker as a scan and paper copy
The H-1B Employee:
May begin, continue or return to employment as of start date on H-1B (or receipt date for transfers)
Comes to ISSS to pick up copy of approval notice and new I-94 card
Completes a new I-9 with HR
ISSS sends a scan of all approval and other necessary visa application documents to employee via email.
ISSS sends originals and copies of approval and other necessary visa application documents to employee via FedEx.
Employee goes to a U.S. Embassy or Consulate to apply for H-1B visa
When H-1B was filed, a copy of petition was mailed to the U.S. Consulate that scholar specified in the original petition.
If H-1B worker’s plans change, and visa can not be obtained at the U.S. Consulate that scholar specified in the original petition, ISSS must be notified in a timely manner so arrangements can be made and petition transfer can be requested from one consulate to another.
Visa processing times will vary depending on the U.S. Embassy or Consulate
See “Visa Wait Times” at http://travel.state.govmp
Check-in with ISSS
Complete an I-9 with department
Notify ISSS if any changes in immigration and employment terms occur
Update address with USCIS
Review immigration documentation for accuracy and validity
Keep track of H-1B periods
All absences (even non-work related) from the US can be adequately documented and the time spent outside the US can be “recaptured” at the time an extension of stay is requested
Detail documentation must be presented to validate departures from and reentries to the US.
Unlike F-1 and J-1 immigration categories, there is no automatic “grace period” for aliens in H status after their period of authorized stay ends, or after their employment terminates.
Aliens in H status may be admitted to the US up to 10 days before the petition validity period and up to 10 days petition validity period, granting the 10-day post-petition period is entirely discretionary.
Aliens may not be employed during either of these 10-day periods.