J-1 Online Orientation for UTSA incoming scholars

1. MAINTAINING YOUR J-1 VISA STATUS
International Scholar Services
Office of International Programs (OIP)
The University of Texas at San Antonio

2. Welcome to
The University of Texas at San Antonio
We hope your stay at
UTSA is enjoyable and
successful!

3. J-1 Exchange Visitor Program (EVP)

4. Important Things to Remember Regarding
your J-1 Visa Status
While in the United States on a J-1 visa, you need to know and
understand the following important information to maintain
your immigration status.

5. Local U.S. Address
Change in local U.S. address must be
reported to International Scholar Services
within 10 days such change occurs.
Failure to report such change may negatively
effect your J-1 visa status.
Report change of address using the provided
url:
http://international.utsa.edu/forms/change-
of-address-form/

6. Passport Maintenance
 Passport must be valid at all times
 Passport renewal must be reported
to International Scholar Services
 Passport should be valid for at least
six months into the future
Check your expiration date!
Don’t forget to renew you passport well ahead of time.

7. I-94 Form
 I-94 Form is a Record of your Arrival/Departure, which
permits you to remain in the U.S. It is valid for “D/S”
(Duration of Status), e.g., until the end date noted on
the DS-2019 Form or the end of your program,
whichever comes first, as long as you follow the
regulations. The I-94 Form is also used in conjunction
with a valid passport to determine employment
eligibility.

8. I-94 Form
 I-94 Form can be given to you as a white card or you
can print it using US Customs & Border Protection
web-site upon arrival to the United States.
 If your I-94 Form is in the form of a card, please affix
the card to your passport. If you lose your I-94 Form,
you can re-print it using US Customs & Border
Protection web-site.
 Use this link to print your I-94 Form:
https://i94.cbp.dhs.gov/I94/request.html

9. Paper I-94
I-94 Number
Expiration of your
visa status
Visa Type
Date of Entry into
the U.S.

10. Electronic I-94
I-94 Number
Expiration of your visa status
Date of Entry into the U.S.
Visa Type

11. Visa Stamp
 Unless you are a Canadian citizen, a valid visa stamp is
required in your passport in order to enter or re-enter the
U.S. from abroad. However, it does not need to be valid for
the length of your stay inside of the U.S.
 Visa stamp can only be obtained or renewed at a U.S.
Consulate or Embassy.
 Most J-1 visitors are issued visas with multiple (“M”) entries.
This allows you to travel in and out of the United States as
you deem appropriate without having to obtain a new visa
each time you seek to re-enter the U.S.

12. Visa Stamp
Photo

13. SEC 212E – 2 Year Home Residency
• Check your passport visa
• May not change to H1B visa
• Must apply for the waiver (if inside of US)

14. Future Participations in J Program
If you have or had this J visa category
Wait time for new J-1 Research
Scholar/Professor visa
J-1 Research Scholar/Professor Category for any
amount of time (one day to five years) 24 Months
J-1 Short Term Scholar
No Wait
J-2 Dependent
No Wait
J-1 Student Intern No Wait
Previous Program
less than 6 months

15. Future Participations in J Program
If you have or had this J visa category
Wait time for new J-1 Research
Scholar/Professor visa
J-1 Student Intern
12 Months
J-1 Research Scholar/Professor Category for any
amount of time (one day to five years) 24 Months
J-2 Dependent of Research Scholar/Professor
Category 24 Months
J-2 Dependent of any J-1 category except Short Term
Scholar
12 Months
Previous Program
more than 6 months

16. DS-2019 Form
 This form is the Certificate of Eligibility for the J-1 Exchange Visitor. It is
your responsibility to maintain this document current and active
(unexpired) while you are engaged in any J-1 visa program activities in
the United States with or without any compensation.
 The form has your unique identification number called SEVIS Number (in
the right hand corner). SEVIS is an abbreviation of the Student Exchange
Visitor Information System.

17. Duration of J-1 Scholar Categories
 J-1 Research Scholar/Professor – 5 years
Minimum duration – 3 weeks
 J-1 Short-Term Scholar – 6 months (cannot be extended)
Exempt from 3 week minimum duration
 J-1 Student Intern – 12 months (cannot be extended)
Minimum duration – 3 weeks

18. DS-2019 Form
SEVIS ID
Exchange Visitor Category
Program Dates
Travel Endorsement/Signature
Scholar/Student Signs

19. UTSA Banner & UTSA ID
 UTSA Banner ID:
 Your Banner ID is an electronic identifier used to access UTSA online services and to identify yourself to
University offices. A UTSA Banner ID has already been created for you. If you do not know your Banner
ID, please ask your department administrative associate.
 UTSA Identification Card:
 A UTSA ID card enables use of many facilities on campus and allows you to ride the campus busses for
free. You should apply for a UTSA ID card soon after arriving at the University.

20. Library Access & Public Transportation
 UTSA Library Access:
 The University has a wealth of resources available online and in the campus libraries. Your UTSA ID will
serve as your library card and your UTSA Banner ID will give you online access to library materials.
 The John Peace Library (JPL) is the University’s main library. To learn more about the electronic
information resources and services offered by the General Libraries, visit https://lib.utsa.edu/
 Public Transportation:
 The bus system includes the UTSA shuttle busses (however the VIA city busses offers routes to and from
UTSA campuses). The UTSA shuttle busses are free to all scholars and students. For the VIA bus system a
card must be purchased and more info can be found at http://www.viainfo.net/Ride/Default.aspx

21. Extension
 If program extension is needed, DS-2019 Form must be renewed by
International Scholar Services as per request of the UTSA sponsoring
department.
 J-1 Program Extension Form can be found at:
http://international.utsa.edu/forms/exchange-visitor-extension/
 Extension request must be submitted well ahead of the DS-2019 Form
program expiration date.
 Failure to apply for extension may result in the loss of J-1 status.

22. Health Insurance
 Regulations require all persons holding J-1 visas, and their
accompanying J-2 dependents while they are in the United States,
to be covered by health insurance which meets the following
minimum standards:
 Medical Benefits of at least $100,000 per accident or illness with
a deductible not to exceed $500 per accident or illness.
 Repatriation of remains coverage in the amount of $25,000.
 Expenses associated with medical evacuation to the home
country in the amount of $50,000.
 It is the J visa holder’s responsibility to maintain and provide proof of
the required insurance coverage.

23. Health Insurance Continued
 UTSA EMPLOYEE MEDICAL INSURANCE ELIGIBLILTY:
 Full-time Employees: All full-time (40 hours) benefits-eligible employees have insurance coverage from
their first day of employment. Full-time employees must have 31 days from their date of hire to elect
optional benefits or add dependents.
 Part-time Employees: All part-time (20-29 hours) benefits-eligible employees and their covered
dependents must elect insurance coverage within 31 days from their date of hire or they will not have any
insurance coverage.
 All other Exchange Visitors: J-1 Exchange Visitors who receive all of their funding from home or who are
appointed at UTSA for less than 20 hours per week and/or less than 4.5 months are not eligible for UTSA
employee insurance.

24. Employment Authorization
 You may work with or without compensation providing that it is
directly related to your program requirements.
 Employment must end by the program end date noted on the
form DS-2019.
 Unauthorized employment is not permitted and may negatively
effect J-1 visa status.

25. Travel
 J-1/J-2 visa holders must have a valid (unexpired)
passport, valid visa and current (valid) DS-2019 that has
been endorsed (signed) by a representative at
International Scholar Services in order to re-enter the
U.S. after a trip abroad.
 Please contact International Scholar Services to request
travel signature prior to scheduled departure.
 Traveling outside of the U.S. without an authorized ISS
signature may negatively effect your J-1 visa status.

26. Occasional Lectures/ Consultations
 Research scholars/professors may participate in
occasional lectures and/or short-term
consultations with prior approval of International
Scholar Services.
 Please contact International Scholar Services for
questions/guidance.

27. Concurrent Academic Enrollment
 Concurrent academic enrollment is available only with department
sponsor’s written consent and authorization from International Scholar
Services. Coursework undertaken must directly relate to your J-1
program participation.
 Please contact International Scholar Services for questions/guidance.

28. Program Completion
 At the program completion your sponsoring UTSA
department must fill in and return “End of Program
Form”.
 Please contact International Scholar Services to
receive this form.
 J-1 Program Completion Form can be found at:
http://international.utsa.edu/forms/report-end-of-j-
1-exchange-visitors-program/

29. Grace Period
 If you will not be extending your stay in the U.S., you have 30 days after
the expiration date on DS-2019 OR the date your program ends,
whichever is earlier, to leave the U.S.
 During this grace period, you are permitted to engage in activities similar
to those of a tourist, but you are not permitted to work or earn money.
 There is no grace period for someone who terminates their program
more than thirty days prior to the noted end date on the form DS-2019.

30. Transfer or Changes in Employment
 You must notify International Scholar Services well in advance of any
changes in your employment situation or transfer to another institution.
Please discuss it with the International Scholar Services Advisor.

31. Social Security Card
 If you receive payment, you must obtain
a Social Security card. The letter from
our office will be provided, if necessary.
 Social Security Card is not necessary for
individuals employed without
compensation.

32. Change of Status
 Change of Status:
 New offers of employment and changes in current employment may require a change of status. Contact
your Scholar Services advisor in advance of such changes to determine eligibility for a change of status
to enable continued employment.
 An application for a change to another nonimmigrant status will require a minimum of three to six
months for processing by U.S. Citizenship and Immigration Services (USCIS).
 NOTE: You are subject to the 212(e) two-year home residence requirement, you will not be eligible for a
change of status from within the United States.

33. Taxes
 WHEN TO FILE TAXES:
 Internal Revenue Services (IRS) regulations require the submission of federal income tax forms by April
15th for the previous tax year (January - December). It is your responsibility to complete and mail your tax
return by the April 15th deadline, even if you are no longer in the United States.
 WHAT TO FILE:
 Form 8843 – filed by all non residents for tax purposes, including J-2 dependents (even if no U.S. sourced
income was received). If you are a resident for tax purposes, you are not required to file Form 8843.
 Form 1040NR-EZ or 1040NR – filed by non residents who have U.S. sourced income. Even if you are
exempt from tax under a tax treaty, you must report your earnings by completing an income tax return.
J-1 scholars who have become residents for tax purposes should file form 1040 or 1040EZ (resident tax
forms).

34. Taxes Cont’d
 People who work in the U.S. must file an annual income tax return,
regardless of where their income originates or whether they are eligible
for a tax treaty benefit.
 Please contact Nnennaya Ikwuagwu/Payroll Services at:
Nnennaya.Ikwuagwu@utsa.edu to schedule an appointment or call at:
210-458-8024. Appointment is mandatory, if you are a paid employee at
UTSA.

35. GLACIER Payroll Profile
 If you are a new paid employee, you must complete a GLACIER profile once your hiring
department processes your assignment. GLACIER is used to collect information about your
immigration status, citizenship, country of residence and history of presence in the United States.
This information is necessary in order to determine tax filing status and applicable tax treaty
benefits.
 Please contact Nnennaya Ikwuagwu/Payroll Services for assistance at:
Nnennaya.Ikwuagwu@utsa.edu to schedule an appointment or call at: 210-458-8024.
Appointment is mandatory, if you are a paid employee at UTSA.

36. J-2 Dependents/J-2 Employment
 You can request the issuance of J-2 Certificate of Eligibility for
your spouse and un-married children under 21 years old.
 J-2 Dependent Form can be found at:
http://international.utsa.edu/forms/dependent-ds-2019/
 International Scholar Services can provide you the information on
how a J-2 visa holder may apply to the U.S. Citizenship and
Immigration Services (U.S.CIS) for an Employment Authorization
Document (EAD) that allows him or her to work. Please refer to
our handout at: http://international.utsa.edu/forms/j-2-
employment/
 The income will be taxed, even if the J-1 has a tax treaty benefit.

37. Departure Checklist
 Early exit: Email Scholar Services if you are leaving the United States for more than 30 days prior to the
end date on your DS-2019 Form.
 Pay your University fees, if applicable. This includes any outstanding fees that you may have accrued
on campus for services such as your UTSA ID, printing, and University Health Services.
 Save all of your immigration documents. Keep all of your DS-2019s, passports, I-94 records, and visas
even after they expire. They may be helpful when arranging your future trips to the United States. Also
be sure to keep your Social Security Card, Texas Driver’s License and UTSA ID.
 Request the return of your apartment deposit from your apartment complex or landlord. NOTE: 30-60
day notice of move out may be required by your lease.
 Make sure you have received reimbursement on all of your medical insurance claims, if you filed any
for yourself or your dependents. Also update your forwarding address with the insurance company if
any reimbursement is still do to you.
 Close your bank account if you do not intend to return to the United States.

38. Campus Maps

39. International Scholar Services Contacts
 Director/Advisor : Tanya Orndorff
Tanya.Orndorff@utsa.edu 210-458-7266
 Assistant Director/Advisor : Ashley Wallace
Ashley.Wallace@utsa.edu 210-458-8510
 Administrative Associate II: Eduardo “Eddie” Alvarez
Eduardo.Alvarez@utsa.edu210-458-6571
http://international.utsa.edu/scholar/

40. Office of International
Programs
International Scholar Services
We wish you success in your academic or
research program.
Thank You!

41. Orientation Attestation and Understanding
(Please review, sign, and return to International Scholar Services)