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Pre-departure Orientation for
University of Waterloo Co-op Interns
December 3, 2013
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Culture Shock
http://www.youtube.com/watch?v=SFbPCj
_cajY&feature=relatedShock Video
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Presenters
Anya Carrasco
Cultural Vistas
Senior Program Manager
Train USA
[email protected]
212-497-3528
Cathy Stein
University of Waterloo
Co-op Education & Career Action
Intl Employment Specialist
[email protected]
519-888-4567, ext. 36624 TC1111
Duncan Gray
Cultural Vistas
Associate Program Manager
Train USA
[email protected]
212-497-3523
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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
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Agenda
Cultural Vistas
Rules of the J-1 Visa
Important Documents
Entering the U.S.
Housing
Payroll
Social Security
Bank Accounts
Driving
Break!
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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
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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
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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
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Entering the United States:
Important Documents
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Form DS-2019
Show at the border
Keep for life
$100 replacement cost
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Passport
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Visa Stamp
Non-Canadian
citizens
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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.
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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!
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Electronic I-94: Flying
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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
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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
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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
Rsum
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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
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Arrival in the United States
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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
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Waterloo Online Arrival form
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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!
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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
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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
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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,
doctors office, etc.
Let us know if you have any problems.
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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
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Tax Deduction Form
W-4 lets you decide when to pay taxes
Non-Canadians can only claim 0 or 1 allowance on line 5.
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Tax Deduction Form
Source: Life After School. Explained. Cap & Compass, LLC
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Driving in the U.S.
Never drive a car without insurance!
Check your states 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
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7th Inning Stretch
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Agenda
Intercultural experience
Workplace
Traveling
Health Insurance
U.S. Laws
U.S. Taxes
Risk management and personal safety
Your responsibilities
Culture shock
Evaluations
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Your Intercultural Experience
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While Youre There
The first few weeks are the most difficult.
Do not be disappointed if youre 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.
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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
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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
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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
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Health Insurance
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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
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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
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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
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Questions
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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
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U.S. Tax Forms
Paid internships
Federal Form 1040NR or 1040NR-EZ
State Tax Form
Federal Form 8843
Unpaid internships
Federal Form 8843
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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
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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!
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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!
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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 dont this at home, dont do it abroad
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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.
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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
youre abroad.
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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]
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Responsibilities
Student
Pre-departure meetings, documentation, health insurance
coverage, travel arrangements, housing, risk management,
personal security, emergency notification
Employer
Financial compensation, arrival orientation, job supervision,
mentoring, professional development, evaluation, (assist with
relocation/housing)
University
Visa and process advice, pre-departure meetings, student
connections, work term and travel advisory monitoring,
emergency response, employer assessment
Visa sponsor
Pre-departure meetings, visa documents, health insurance,
reports and evaluations, SEVIS tracking
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Evaluations
Cultural Vistas
4-month internship only requires a Final Evaluation
8-month internship requires Intermediate and Final
Evaluations
You and your immediate supervisor must sign
Email evaluation(s) before you leave the U.S.!
CECA
Work term report for CECA
Performance Evaluation for CECA
WatPD courses
Sign up and start the course while on your work term
Determine your requirements for your area of study
Need to complete one course each work term
watpd.uwaterloo.ca for more info
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Photo Contests
Follow us on
twitter.com/#!/culturalvistas
facebook.com/CulturalVistas
Tumblr http://culturalvistas.tumblr.com/
Facebook groups in New York and San Francisco
Social Media
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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
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Questions
