THE UNIVERSITY OF TEXAS AT EL PASO J-1 EXCHANGE VISITOR VISA INSTRUCTIONS & APPLICATION INFORMATION FOR UTEP DEPARTMENTS
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1 J-1 Visa Holders THE UNIVERSITY OF TEXAS AT EL PASO Faculty Series Request for DS-2019 WHAT IS A J-1 EXCHANGE VISITOR? J-1 EXCHANGE VISITOR VISA INSTRUCTIONS & APPLICATION INFORMATION FOR UTEP DEPARTMENTS The J-1 visa is used for foreign national Exchange Visitors, including Visiting Faculty, Research Scholars and Undergraduate and Graduate Students. Most commonly, the J-1 visa is used to hire Research Scholars from other nations in academic departments. The J-1 visa is a non-immigrant visa that can be issued for a maximum of five (5) years. Persons holding the J-1 visa are known as Exchange Visitors. An exchange visitor must have an official connection to the university. As a rule, to have Exchange Visitor status, the individual must be supported financially either by the U.S. Government, by the visitor's home Government or employer, or by the university. Someone who will use his/her own private funds for support is generally NOT a candidate for exchange visitor status, except for exchange students. An Exchange Visitor Professor or Research Scholar may not return in the same category until at least two years have gone by since the last completed term. APPLICATION PROCESS Attached is the Application Form to request the Form DS-2019; the immigration document needed to obtain the J-1 visa. By completing this form, the UTEP department issues an official invitation to the visitor and agrees to be responsible for the visitor's performing the activity listed on the form in item # 10. Make sure that you provide all the information called for on this form, since the American Consulate or Embassy may refuse to issue a visa if this information is not complete and accurate on the Form DS It is particularly important that item #11 be filled in, because it is impossible to issue a visa without proof that the exchange visitor holder will be able to support him/herself in the U.S. It is not necessary that the support come from outside the university. Documents needed: Application form Proof of finances (Department offer letter, government award, etc.) Proof of medical insurance coverage while in the U.S. Copy of passport (also of any dependents) Resume of candidate Proof of English Language Ability Job Description Please contact the Office of International Programs AND Human Resource Services for advice before extending an offer. Any non-immigrant candidates (for Post-Doctoral Research or Research Scholar) will not be authorized to receive a stipend or be placed on the payroll until appropriate documents have been submitted to and approved by DHS and/or the American Consulate or Embassy. If the exchange visitor is already employed in the U.S. on a J-1 visa, special restrictions may apply. It is important to involve the Office of International Programs at each step of the selection and hiring process to avoid legal complications for the individual and for the university.
2 The completed application must be approved through regular channels within: UTEP Department Chair and/or Dean of College Human Resources Services Office of International Programs (OIP) Human Resource Services will forward this approved application form to the Office of International Programs, for processing of the Form DS When the Form is completed, it will be returned to the faculty member or department that requested it for forwarding to the candidate (potentially overseas). When part of the visitor's support comes from outside the university, that support must be documented. Please provide a job offer letter if the Exchange Visitor will be employed by the department. The visitor must provide proof of adequate health insurance coverage while in the U.S. If the visitor does not provide proof of adequate health insurance he or she will be required to purchase the Student Health Insurance Plan provided by the University of Texas at El Paso. J-1 visa candidates with dependents (i.e., non-u.s. spouse/children) who will also reside in the U.S. must inform the Office of International Programs so that their family members can be included on the required paperwork. Sufficient funding must be shown to support these dependents. Attached is a separate form to obtain information necessary to include the dependents. RETURN HOME REQUIREMENTS OF J-1's Exchange visitors must clearly understand the Home Country Residency requirement of J-1 visas (subject to 212(e)). This regulation bars some J-1 visa holder from changing to a work visa or a permanent resident visa (Green Card) after they enter the U.S. This will apply to some Research Scholars, but not all. For those under this requirement, they are required to return home for a minimum of 2 years before they can come to the U.S. in employment visa category. The purpose of this rule is to ensure that those in special exchange programs return to their home countries to provide those countries with the benefit of their experience in the U.S. While there are exceptions made to this requirement, it should not be presumed. TAXATION J -I visa holders receiving compensation of any form from UTEP are subject to taxation. The amount of taxation varies from country to country depending of the tax treaties between the two countries. Please contact the Payroll Office s Tax Manager at for more information. The exchange visitor must be made aware of the tax requirements. Please contact the Office of International Programs at (9l5) if you have any questions or for more information about the J-1 visa for Post-Doctoral Research Scholars. IT IS MANDATORY THAT ALL J-1 EXCHANGE VISITORS REPORT TO THE OFFICE OF INTERNATIONAL PROGRAMS UPON ARRIVAL TO THIS UNIVERSITY. EXCHANGE STUDENTS MUST PROVIDE: PASSPORT VISA DS 2019 PROOF OF MEDICAL INSURANCE ( for self and any accompanying dependents )
3 J-1 Visa Holders THE UNIVERSITY OF TEXAS AT EL PASO Faculty Series Request for DS-2019 J-1 EXCHANGE VISITOR VISA PROCEDURE FOR OBTAINING A J-1 VISA 1. Receive approval from the appointing academic department chair. 2. Complete the DS-2019 Application Form and prepare an attachment for dependents if appropriate 3. Submit it to Human Resource Services if the appointment is a paid position. 4. Human Resource Services will forward it on to OIP for processing. OIP will then return the application to the faculty member or department requesting the Form DS The department will take responsibility for forwarding the DS-2019 to the Research Scholar/visiting professor. 5. A fee for the use of SEVIS must be paid and fully processed before the applicant arrives at the U.S. Embassy or U.S. Consulate for the interview. The SEVIS fee can be paid with a credit card online at A payment confirmation can be printed out immediately after payment is made. Please note that form I-901 must be completed. 6. The prospective exchange visitor takes his/her DS-2019, valid passport, proof of insurance, letter of support from the university, receipt for the SEVIS fee, and receipt for the visa application fee to the nearest American Consulate or Embassy to obtain the J-1 Entry Visa. The letter of support from the university may be supplemented by the visitor's personal bank statements. 7. The exchange visitor brings the Form DS-2019 and his\her passport and financial support documents to the U.S. on his\her person. 8. The inspecting officer at the port of entry will return a stamped copy of the Form DS-2019 for the exchange visitor, and issue a small white card, called the I-94. The visitor should staple these documents inside his\her passport (this is usually done by the inspecting officer) and keep them with him\her at all times. 9. When the exchange visitor arrives in El Paso, he\she should bring all immigration documents to the Office of International Programs to be reviewed and copied for the office s files. The visitor will be briefed on his\her responsibilities and restrictions at that time including proof of adequate health insurance coverage. 10. The exchange visitor must check with the Office of International Programs before planning to travel outside the U.S. to have his\her immigration documents inspected and to have the Form DS 2019 endorsed for re-entry into the U.S. PLEASE PROVIDE THIS INFORMATION TO THE EXCHANGE VISITOR ALONG WITH THE DS 2019 FORM.
4 THE UNIVERSITY OF TEXAS AT EL PASO J-1 Visa Holders Faculty Series Request for DS-2019 J-1 EXCHANGE VISITOR VISA APPLICATION FOR FORM DS Name Male Female Last Name First Name Middle 2. Date of Birth 3. Place of Birth Month Day Year City Country 4. Country of Citizenship 5. Country of Permanent Residence 6. Job or Position in home country 7. Sponsoring UTEP Department Phone No. 8. Date of visitor s arrival in El Paso 9. Length of stay in the U.S. 10. Complete description of research program at UTEP (Please attach additional pages if required.) 11. Source of funding (Please attach original employment offer letters, bank statements or other letter verifying funding): Source Amount Contact Person: Phone No. Address: Signature: 12. LIST ON ATTACHED SHEET the names, birth dates, and birthplaces of any dependent (spouse, children) who will come with the J-1 visitor. Enclosed None 13. IF THE PROSPECTIVE EXCHANGE VISITOR IS ALREADY IN THE U.S., answer these questions also: When did they arrive? Type of Visa What is their visa status now? 14. Has this visitor completed a previous term as a J-1 Research Scholar or Visiting Professor? If yes, what was the date of completion on the previous DS-2019? 15. Address to mail DS-2019 to exchange visitor: Street: City: Country: State: Phone:
5 J-1 EXCHANGE VISITOR VISA APPROVAL PAGE If the Exchange Visitor receives monetary compensation from the University, approval from Human Resources is required. If the Exchange Visitor does not receive monetary compensation from the University, approval from Human Resources is not required. Approval from Chair or Dean of Academic Department/College Signature Date Please type Name and Title Is this position benefit eligible? Yes No Approval from Human Resources Services Signature Date Please type Name and Title Approval from International Programs Signature Date Please type Name and Title
6 J-1 EXCHANGE VISITOR VISA DEPENDENT FORM NAME OF EXCHANGE VISITOR (SPONSORED ON EXCHANGE VISITOR PROGRAM P ) DEPENDENTS NAME & RELATIONSHIP DATE OF BIRTH PLACE OF BIRTH PASSPORT NUMBER ISSUING COUNTRY DATE OF EXPIRATION Revised 07/06/2009
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