pre-departure orientation for university of waterloo co-op interns december 3, 2013
TRANSCRIPT
Pre-departure Orientation for University of Waterloo Co-op Interns
December 3, 2013
Culture Shock
http://www.youtube.com/watch?v=SFbPCj_cajY&feature=relatedShock Video
Presenters
Anya CarrascoCultural VistasSenior Program ManagerTrain [email protected]
Cathy SteinUniversity of WaterlooCo-op Education & Career ActionInt’l Employment [email protected], ext. 36624 TC1111
Duncan GrayCultural Vistas
Associate Program Manager
Train USA
212-497-3523
Welcome
• Shut off cell phones• Take notes• Presentation slides
will be available for a limited time only!
• Cultural Vistas folder• Participant Handbook• Last day to pick up
visa documents:
Wednesday, December 18
Agenda
• Cultural Vistas• Rules of the J-1 Visa• Important Documents• Entering the U.S.• Housing
• Payroll• Social Security• Bank Accounts• Driving• Break!
Who We Are
• Mission-driven nonprofit organization• More than 100 years of experience • Facilitated more than 100,000 exchanges• Designated J-1 visa sponsor by U.S. State Department• Professional fellowships and grant programs• Vast global network with partners in over 100 countries
J-1 Exchange Visitor Program• Cultural Vistas is your Program
Sponsor• “Working” versus “training”
– “I am an intern going to the U.S. to train on a J-1 visa.”
• Duties and activities should follow Training Plan
• No training allowed beyond end date on DS-2019
• Contact us to extend your internship• 30-day grace period before and after
internship• No traveling outside U.S. during grace
period
J-1 Exchange Visitor Program
• No changing companies or working at other companies• Two-year Residency Rule 212(e) (International students)• Maximum duration of 8 months (Waterloo co-op interns)• Number of internships not limited
Entering the United States:Important Documents
Form DS-2019
• Show at the border
• Keep for life
• $100 replacement cost
Passport
Visa Stamp
Non-Canadian citizens
SEVIS Receipt
• Student and Exchange Visitor Information System– Generates DS-2019– Tracks visa holders
• Cultural Vistas pays $180 SEVIS on your behalf prior to consulate interview and/or arrival in the U.S.
Electronic I-94: Entering by Air
• Your entry is automatically recorded and you will not receive a card
• Upon arrival in the U.S. retrieve your arrival record online:– https://i94.cbp.dhs.gov/I94/request.html
• Download, save and print!
Electronic I-94: Flying
I-94 Card: Entering by Land
• Record of arrival and departure to and from the U.S.
• Obtained at the port of entry• Fill it out using your full legal
name as it appears on your passport
I-94 Card: Entering by Land
• Entry date, J-1, and D/S marked on this form
• Stapled to your passport until the last time you leave the U.S.
• Submitted to U.S. or Canadian customs
• If you get back to school and you still have it inside your passport contact Cultural Vistas or Waterloo
Other Important Documents
• Proof of funds $3,000– bank statement, credit card
statement, support letter• Signed Training Plan• Offer letter from employer• Address of where you will be staying• Résumé
Before you leave Canada
• Gather and scan all documentation • Email it to yourself and emergency contact• Clean out wallets and purses• Arrange travel only if you have your DS-2019• Confirm housing appointments• Connect with other students going to same
destination
Arrival in the United States
Immediate Arrival Checklist
1. Check your documentation to ensure you have entered the U.S. correctly
2. Email Cultural Vistas with your U.S. home address [email protected] Apple and Qualcomm email: [email protected]
3. Submit UW online arrival form: http://strobe.uwaterloo.ca/cecs/arrival-form/
4. Update Cultural Vistas immediately if your address, phone, or e-mail changes
5. Register with the Canadian consulate www.voyage.gc.ca/register
Waterloo Online Arrival form
Housing
• Connect with other Waterloo students• Off campus housing hot housing leads• Look online and university bulletin boards• Ask a lot of questions• Read everything carefully before signing• Use Google Earth• Resell furniture & household supplies• Find an American roommate!
Moving Forward
• Apply for a Social Security Number
• Set up local bank account• Set up internet/phone• Fill out HR forms• Set personal and
professional objectives
Apply for a Social Security Number
• Wait 10 calendar days after entering the U.S.• Make sure you have sent your home address
to CECA and Cultural Vistas• Visit www.ssa.gov to locate nearest office and
download Form SS-5• Bring DS-2019 Form, Passport and I-94, Form
SS-5 and Letter of Support• Get a receipt for your application• Have your name on your residence's mailbox
Social Security Card
• “Valid for Work Only with DHS Authorization”• SSN is valid for life• Keep card in a safe place• Only official entities should ask for this: banks,
host company, doctor’s office, etc.• Let us know if you have any problems.
Bank Accounts
• Bring passport, Social Security card and proof of address• Ask about
• Student accounts• Monthly Fees and Minimum Balance• Time for deposited funds to clear• Bank hours• Choose a bank close to your host company
Tax Deduction Form
• W-4 lets you decide when to pay taxes• Non-Canadians can only claim 0 or 1
allowance on line 5.
Tax Deduction Form
Source: Life After School. Explained. Cap & Compass, LLC
Driving in the U.S.
• Never drive a car without insurance!• Check your state’s laws! www.dmv.org• Many states will require U.S. license after 3 months• Uses for U.S. Driving License:
– Legal driving permit– Accepted proof of age
7th Inning Stretch
Agenda
• Intercultural experience
• Workplace• Traveling• Health Insurance• U.S. Laws
• U.S. Taxes• Risk management
and personal safety• Your responsibilities• Culture shock• Evaluations
Your Intercultural Experience
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 a comfortable routine.
Stay informed on global and security issues.
Getting Involved
• Join sports or community clubs• Participate in company group
activities or discounts to cultural institutions and events
• Volunteer
www.idealist.org
www.volunteermatch.org
Travelling to Canada
Email Cultural Vistas [email protected] with dates of travel, destination and emergency contact
Always travel with your passport, DS-2019, health insurance card and I-94 card/printout
Non-Canadians must have a multiple entry visa
Traveling Outside of Canada
• You will need a travel validation signature
• Email Cultural Vistas with travel plans
• Travel with all important documents.
• $30 Travel Validation Fee Applies
Signature
Health Insurance
IEES
• Print and review insurance policy• Our insurance can be used at any
doctor• Tips
• Carry insurance card with you• Locate doctor/hospital/clinic you
can use before emergency• Familiarize yourself with the
reimbursement process• Contact [email protected] with
any questions
SunLife Health Coverage
• Travel card at the bottom, fill it in NOW
• Member ID # is your student ID number
• Call 1-800 number first and they will tell you where the nearest doctor, hospital or clinic is to where you are living in the U.S.
• 8-month work term? Extend your OHIP coverage
UW Health and Dental Coverage
• Know what you are covered for• Travel Card in wallet at all times• Know how to use the plan in case of an
emergency• OHIP extension- 8 month and returners• www.ihaveaplan.ca for more details
Questions
Filing U.S. Taxes
• Only subject to income taxes• federal, state and local
• Do not pay Social Security, Medicare, and Unemployment taxes
• Your responsibility to make sure these are not withheld from your pay check
U.S. Tax Forms
• Paid internships– Federal Form 1040NR or 1040NR-EZ– State Tax Form– Federal Form 8843
• Unpaid internships– Federal Form 8843
W-2 Form
• Summary of earnings and taxes withheld
• U.S. company will mail by February 15
• Make sure they have your address for this time
Filing Taxes
• Internal Revenue Service www.irs.gov• Publication 519 U.S. Tax Guide for Aliens• Publication 515, Tax guide for employer• File early. Deadline is April 15th. You will be
penalized for filing late!
U.S. Laws
Federal• Drinking age is 21• No drunk driving• Open container law • No drugs• No hitch-hiking
State• Open container laws• Restricted smoking• If you are not sure, go
online or ask!
Still very new to her surroundings, Amy felt like the taxi driver was taking an unfamiliar route back home.
SMART CHOICES?
Some facts…
• There are dangers to driving alone, at night and in unfamiliar surroundings
• Travel in groups, safety vans, taxis, etc.
• Be aware of your surroundings
• If you don’t this at home, don’t do it abroad
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.
Greg was having fun in Costa Rica when the earthquake happened 200 km away.The story was carried in the news in Canada.
SMART CHOICES?
Keep in mind…
• Family and friends at home want to stay connected to you while you’re abroad.
Emergency Protocol Plan
• Risk Management form– All submitted prior to this session– Emergency contact listed
• Arrival Notice submissions• How we can reach you in an emergency• How we will be in touch- phone first, then email• Tweets to check your email
• Police Services• Available for you 24 hours a day• 519-888-4911• [email protected]
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
EvaluationsCultural Vistas
4-month internship only requires a Final Evaluation8-month internship requires Intermediate and Final EvaluationsYou and your immediate supervisor must signEmail evaluation(s) before you leave the U.S.!
CECAWork term report for CECAPerformance Evaluation for CECAWatPD courses
Sign up and start the course while on your work termDetermine your requirements for your area of study Need to complete one course each work termwatpd.uwaterloo.ca for more info
Photo Contests
Follow us ontwitter.com/#!/culturalvistasfacebook.com/CulturalVistasTumblr http://culturalvistas.tumblr.com/
• Facebook groups in New York and San Francisco
Social Media
Returning to Canada
• Bring your CECA employer evaluation form• Submit your evaluation(s) to Cultural Vistas
before you leave the U.S.• Leave permanent address with your
employer for tax information
Questions