Pre-departure Orientation for Co-op Interns

Pre-departure Orientation for

Co-op Interns

Presented by Cathy SteinInternational Employment Specialist

Culture Shock

http://www.youtube.com/watch?v=SFbPCj_cajY&feature=related

Welcome• Shut off cell phones, set to vibrate• Avoid any talking please• Take notes as there is a lot of

information that will be shared

Agenda• J-1 Visa rules• Important Documents• Entering the U.S.• Housing

• Social Security Cards• Bank Accounts• Payroll forms• Driving

J1 Exchange Visitor Program• Who is your Program Sponsor?• Distinction between “work” and “training”

– “I am an intern going to the U.S. to train on a J-1 visa.”• Duties and activities should follow Training Plan• Only train until the end date on DS-2019• extend your internship- is possible in some cases• 30-day grace period before and after internship• No travelling outside US during 30 day period

J1 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

Replacement cost is charged

Visa Stamp

Non-Canadian citizens

Passport

SEVIS Receipt• Student and

Exchange Visitor Information System– Generates Form

DS-2019– Tracks visa

holders

• Need to pay for 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: Driving

• 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

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

• Check your documentation to ensure you have entered the U.S. correctly

• Email us with your US mailing address: cestein@uwaterloo.ca

within 24 hours of arriving • Update Cathy immediately if your address,

phone, or e-mail changes• Register with the Canadian consulate

www.voyage.gc.ca/register

Immediate Arrival Checklist

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!

Social Security NumberApplying for a card: • Wait 10 days after entering U.S. before applying• Make sure your visa sponsor has validated your visa with SEVIS• Bring DS-2019 form/Visa stamp, passport application form, and offer to

nearest SSA office• Get a receipt for your application• Card should say “Valid for Work Only with DHS Authorization”• Have your name on your residence's mailbox to ensure SSN card delivery

by the U.S. Postal Service• Social Security number is valid for life; do not apply for a new number if one

has already been issued to you• Social Security website: www.ssa.gov

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– Bring home your money

Tax Deduction Form• May have filled in this form for your employer already• W-4 lets you decide when to pay taxes• Take a total of 0 or 1 allowances

Tax Deduction Form

Source: Life After School. Explained. Cap & Compass, LLC

Driving in the US• Never drive a car without insurance! • Check your insurance companies here to

see if you are covered there• Read through your policy carefully• Check your state’s laws! www.dmv.org• Many states will require U.S. license after

3 months

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 comfortable routine. Stay informed on global and security

issues.

Getting Involved• Join a sports or community club• Company group activities or discounts to

cultural institutions and events• Volunteer

– www.idealist.org– www.volunteermatch.org

Traveling Abroad Signature• Refers to outside of

Canada and Mexico Email Cathy dates of

travel and destination Always travel with

your Passport, I-94, DS-2019 and health insurance card

Non-Canadians must have a multiple entry visa Signature

Health Insurance

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

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 US

– 8 month work term?? –extend your OHIP coverage

US Tax Forms

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!• Alumus in our website can assist you as

well

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!

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» 519-888-4911» uwpolice@uwaterloo.ca» Available for you 24 hours a day

Arrival Notice• What it should look like• Need a copy of your DS2019 form/EA/H3

Naveed thought he would take the shortcut back to residence.

SMART CHOICES?

Some facts…• Travel in groups, safety vans, taxis, etc.

• Be aware of your 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.

Richard was having a great time in Germany, especially after meeting Heidi. They slept together once.

SMART CHOICES? • Make good decisions regarding sexual encounters• Be wise about risky sexual situations• Don’t leave your drink unattended• If at all possible, stay with a “buddy” when at a bar• Say “NO” to ANY unwanted touch or sexual advancement

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

Evaluations• CECA • Work term report for CECA• Performance online – find out• Reminder for PD courses?• Performance Evaluation for CECA

Returning to Canada• Bring your CECA employer evaluation

form• Leave permanent address with your

employer for tax information

Photo ContestWe need photographs and lots of them! Here is where you come in!

While on your work term capture:

• Scenery outside your apartment or around the city• You at your place of employment• Places you have visited and /or toured while on the work term• A nice sunset, or the view of the rocky mountains• A group shot of all the UW co-ops working at your location• The city centre, local attractions or famous sites

Questions