During your time in the United States

When you first arrive in the United States
Exchange visitors must contact AIPT to confirm the date of arrival, and must provide AIPT with the current address, telephone number and e-mail address within 10 days of arriving in the United States. AIPT must confirm the exchange visitor's arrival with the Department of Homeland Security (DHS) within 30 days of the date listed in line #3 of the Form DS-2019. If the arrival is not confirmed with DHS, AIPT will be forced to withdraw sponsorship.

Change of address
It is important that AIPT always has an accurate, current address for all participants in the United States. Participants must notify AIPT of any address changes within 10 business days, or risk losing visa status. Participants can notify AIPT by email or telephone.

Change of training location
Participants are only authorized to train at the U.S. host employer and address that is listed on their DS2019 form. If financial or other conditions with the host employer change dramatically during the training program, participants must contact AIPT in order to determine if arrangements can be made to allow them to secure training at a different site. As the visa sponsor, only AIPT can make a decision on a change in training location.

It is important to remember that participants can legally earn a wage only at the host employer listed on the DS2019 form. Substantial penalties exist for both the participant and employer if the participant is not legally authorized to earn a wage at that employer.

Evaluations
Participants must submit an intial, midterm, and final evaluation form to AIPT at the appropriate times during their program. The evaluation forms are included in the initial mailing and are also available for download.

Social Security Number information
If an exchange visitor does not have a U.S. Social Security number, he/she will have to apply for a Social Security card. He/she will need to visit the local office of the Social Security Administration (SSA), which are located in major cities, as well as in the county seats of all U.S. counties. Participants can find address information on the SSA website.

Participants must take their passport, the I-94 card, and the DS-2019 with them for identification purposes. They should also bring the copy of their birth certificate in case the SSA needs to further confirm their identity.

For security purposes, the customer service agent at the SSA office is required to confirm participants' arrival information in the Systematic Alien Verification for Entitlements (SAVE) database, which receives information from the Department of Homeland Security. Once an applicant is verified in this database, the Social Security Administration can process that individual's application. Participants will get a receipt indicating that they have applied for the Social Security card, and that they will receive the card within two to four weeks.

If the Department of Homeland Security (DHS) has been slow to update its records, the customer service agent may not be able to confirm the information. In that case, participants will be given a receipt that they have applied for a Social Security card, but that the Social Security Administration was not able to confirm their security clearance. The Social Security Administration will have to make a formal inquiry to DHS about their records, a process that can take four to six weeks.

Participants can be added to their host employer's payroll without a Social Security number. They can show the receipt of having applied for the card, and the host employer will be able to use a "dummy number" to enroll them on the payroll until they get their number. Participants must give their host employer their Social Security number as soon as they know it.

Keeping forms with you
Exchange visitors should always carry their I-94 card and their DS-2019. The I-94 card is the document that confirms participants have legally entered the United States. The DS-2019 is the document that confirms that participants are in the United States legally on a J-1 visa, and entitled to be at a workplace on a J-1 program. Therefore, it is important that participants have both documents with them at all times so they can prove they are legally in the United States on a J-1 visa. When presenting these documents for identification purposes, always make sure to get the originals back. Employees of the Social Security office, banks, etc. should never keep the original copies of official forms.

Overtime
U.S. host employers are not required to pay their exchange visitors overtime. Overtime is usually earned after 40 hours per week, and it is typically earned at 1-1/2 times base rate of pay. There are two types of positions in the United States: "exempt" or "non-exempt." Anyone deemed an "exempt" employee will earn a set wage to perform a particular job, while a "non-exempt" employee earns a wage for the actual time they work. The determination is based upon the position, not the individual. U.S. organizations are not required to pay overtime to exempt employees. On the other hand, participants who are considered non-exempt are eligible for overtime. Determination of overtime varies by organization and by state.

Additional sources of income
Trainees and interns on a J-1 visa may NOT work a second job. The J-1 visa for on-the-job training allows exchange visitors to legally earn a wage only from the organization listed on the DS-2019. Participants cannot legally earn a wage at any other organization during their program, and would not be authorized to be at a workplace other than the one for which the program is approved, as indicated on the Certificate of Eligibility.
*Exchange visitors in the United States on an AIPT Work & Travel program may work a second job as long as it does not interfere with their original placement. There are no regulations that prohibit exchange visitors from earning a bonus during their training program; however, the bonus must be paid by the U.S. host employer.

Paid time off
U.S. organizations are not legally required to offer their employees any leave with pay, including vacation and sick time. Therefore, U.S. organizations are not legally required to offer J-1 exchange visitors any type of leave with pay. Exchange visitors are subject to the leave policies of their specific host organizations. In most cases, exchange visitors will have to earn paid vacation and sick time. That is, exchange visitors will be eligible for paid leave only after spending a certain period time with the host organization. As a guide, in the United States, new employees typically earn one to two weeks of vacation in their first year of employment. Therefore, exchange visitors should not expect any more than two weeks of vacation during their program period in the United States. U.S. host organizations should discuss their leave policies with exchange visitors or present a formal offer letter with leave details prior to the exchange visitor entering the United States.

Paying taxes
Participants who earn income from a U.S. source must pay federal, state, and local income taxes. State income tax rates vary (and some states do not have an income tax), but the federal income tax is indexed by the level of the wage. Participants should expect to pay about 25 percent of their gross salary in federal income taxes. The organization will automatically deduct federal and state income taxes from the paycheck. Participants do not pay Social Security and Medicare taxes (FICA) or Federal Unemployment tax (FUTA) because they are not eligible for these benefits.

Generally, all J-1 visa holders are considered non-residents. Participants must file both a federal income tax return and a state income tax return (if there is a state income tax). These returns must be filed by April 15 for each year they earn income in the United States. For example, if the program lasts from July 3, 2010 to July 2, 2011, participants will have to file tax returns for two years. In this example, participants must file the first return by April 15, 2011, for income earned in 2010, and must file the second return by April 15, 2012, for the income earned in 2011.

Participants will use either the form 1040NR-EZ or form 1040NR to file their federal tax return. These forms and the 8843 (required of J-1 exchange visitors) are available after January 1 at Internal Revenue Service (IRS) offices, at local public libraries, or from the IRS Web site at www.irs.gov. Information about forms used to file tax returns for state income taxes can be found after January 1 at local public libraries or from the state's tax Web site.

Please note that as AIPT staff members are not tax experts, tax advice will not be given to exchange visitors or host employers.

Losing the Certificate of Eligibility (DS2019)
Participants should contact AIPT immediately. AIPT will issue a new DS2019 form for a small administrative charge. Participants must always carry this document with them.

Losing the I-94 card
Participants must apply to the Department of Homeland Security's U.S. Citizenship and Immigration Services for a new I-94 card. It is important to remember that the I-94 card is the document that the U.S. government uses to determine that participants legally entered the United States. Without this card, participants have no proof that they have legally entered the United States, and will be subject to deportation. To obtain a replacement card, participants will complete and submit the I-102 form to USCIS. They will be asked to pay a fee to replace a lost I-94 card. Participants should also contact AIPT immediately to report the lost I-94 card.

Losing a passport
Participants' passports are a valuable form of identification, and, if lost or stolen, can be used by someone else. Passports will also contain participants' J-1 visas issued by the U.S. Embassy or Consulate (except for Canadian citizens). Participants should immediately contact the nearest embassy or consulate of their country of citizenship located in the United States to inquire about applying for a replacement passport. Participants will be able to obtain new passports while remaining in the United States. Participants should contact AIPT immediately to report the last passport.

Please note that if participants travel outside of the United States (including Canada and Mexico) after they have obtained a replacement passport, they must obtain a new J-1 visa before they will be allowed to re-enter the United States. When the replacement passport is issued, it will not contain a replacement J-1 visa. This will have to be applied for and issued outside of the United States.

If the I-94 card was inside the lost passport, participants must remember that they will have to apply for a replacement I-94 card (see above). If the DS2019 form was inside the lost passport, participants must remember that they will have to obtain a replacement from AIPT.

Participants are able to travel outside of the United States during the training program for up to 30 consecutive days. Before they travel, participants must send the DS2019 form to AIPT for a signature. The signature confirms that the participant continues to be sponsored by AIPT, and they should not be questioned at the border when returning. The signature is valid for one year.

You must have a valid multiple entry visa in your passport to re-enter the United States. If you have a single entry visa, or if your visa has expired, contact AIPT well in advance of your trip so that necessary documentation can be provided.

When traveling outside of the United States, participants will be asked for their I-94 card so their exit can be documented. Upon returning to the United States, a new I-94 card will be issued. When traveling to Canada or Mexico for less than 30 days, participants do not surrender the I-94 card at the border. Participants can keep the card and show it to the border official when they return.

It is important for participants to make sure they can enter Canada or Mexico without a visa. Remember that the J-1 visa is only valid for the United States. While U.S. citizens do not need a visa to visit Canada or Mexico, the participant's home country may have separate visa requirements for travel into these two countries.

J-2 dependent travel
Dependents who have received J-2 visas may travel in and out of the United States during the training program. Each dependent will have to have his/her DS2019 form signed by AIPT and it is strongly recommended that each dependent have his/her own passport.

Participant health insurance
Per the U.S. Department of State J-1 visa regulations, all exchange visitors are required to have health insurance for the duration of their training program. In order to ensure compliance with these regulations, AIPT includes health insurance coverage in our program package.

Participants should always carry the AIPT-issued health insurance card with them. If participants are in an accident or need medical attention unexpectedly, they will need to show proof of coverage under a health insurance policy. Except in potentially life threatening medical emergencies, clinics, doctors, and hospitals will ask to see the health insurance card before treatment is administered. Procedures for payment of medical treatment vary, but participants should expect to have at least some out-of-pocket costs for each medical treatment they receive.

Please see the Participant Health Insurance page of the website for more detailed information on the insurance.

Pregnancy
Pregnancy is NOT covered by the AIPT-provided medical insurance policy, which is included in the program fee. Any pregnancy related medical expenses would be incurred at the expense of the participant and/or spouse.

All children born to a participant on an AIPT program during his or her J-1 program must be covered by a valid health insurance policy within 31 days of the birth of the child. Dependent children can be enrolled into the health insurance program offered by AIPT at an additional cost, or they must be enrolled into a health insurance policy that meets the minimum requirements established by the U.S. Department of State.

Children born in the United States are considered to be citizens of the United States. J-1 participants who wish to maintain their children's U.S. citizenship should arrange to obtain a U.S. passport for children born in the United States prior to the end of their J-1 program.