These steps are intended to help you prepare for international scholars in need of a J-1 visa.
J-1 visa procedure
Start the process
Request a copy of the visitor’s passport ID page as well as the ID pages of any dependents who may be accompanying him/her.
Inform the visitor that he/she will need proof of sufficient financial support by showing funds of at least $1,200 per month during the stay (additional funds for dependents).
Notify the visitor that proof of English Language proficiency is required to complete the visa/sponsoring document application.
Note: Accepted forms of verifying English proficiency include: recent TOEFL or IELTS scores, a documented interview with the host professor, or citizenship in one of the English speaking countries listed on the OIS list.
Verify the visitor has health insurance coverage. Insurance can be purchased in the home country prior to arrival or from IU. A statement as to who is paying for the required health insurance must be included in the invitation letter.
For information on minimum coverage levels or to learn more about purchasing IU insurance: https://ois.iu.edu/living-in-the-us/health/insurance/scholars.html
Send the following link for the visitor to complete, print, and return the form to you via Fax or Slashtmp (https://slashtmp.iu.edu/) as soon as possible: http://www.indiana.edu/~uhrs/pubs/forms/hrms/ed.pdf
Note: This information is necessary to complete the Add New Person eDoc in Section 3.
Write a letter of invitation on letterhead and send it to the visitor (or the partner institution, if appropriate) via email. Contact College International if you would like a sample letter.
You may provide additional information to the visitor concerning the application for a J-1 visa process: https://ois.iu.edu/scholars/j-1-scholar-visas/index.html
Complete the eDocs and make arrangements
Submit an “Add New Person” eDoc in the Human Resource Management System (HRMS). In the “Notes” section of the eDoc, indicate what visa type will be requested and upload the passport photo page(s), documentation of funding sources, and a copy of the letter of invitation. If dependents will be accompanying the visitor, you may also need to upload their passport photo pages.
If you do not have access to HRMS in One.IU, please speak with either your unit’s HR person or Fiscal Officer.
Note: There is a guide to completing an Add New Person- International eDoc on the Human Resources website.
At least 3 months prior to arrival, submit an e-form through Atlas. OIS will assist you with this process when you contact them about the visa. This is required so that a sponsoring document (DS-2019) is generated.
Note: The “Add New Person” eDoc must be completed and the IUID assigned before you may begin this step.
After OIS generates the DS-2019, make a photocopy to keep in your file. Mail the original form along with the original letter of invitation to the scholar. The visitor will need to have the original to apply for the J-1 visa at the U.S. consular office.
Reserve a space for lodging or provide information to the visitor about housing options.
Note: Keep a copy of the visitor’s local address. If the visitor is arranging his/her own lodging, request that he or she send you this information once the arrangements have been made.
Arrange for an office, desk, or workspace for the visitor, if needed.
No more than 60 days prior to arrival, submit a “Hire Employee” eDoc in HRMS.
This cannot be done until after the Add New Person eDoc has been approved and is required to add the scholar to the system, even if the visitor is unpaid. Unpaid scholars are considered “academic No-pay” hires.
Arrange for transportation from the airport or provide information on ground transportation options to the visitor.
Arrange for someone to meet the visitor and accompany him or her for first day activities such as getting an ID card, checking in at OIS, and/or going on a campus tour.
Write a welcome letter and/or put together an itinerary.
Create a welcome packet for your visitor with items such as a list of nearby restaurants or grocery stores, how to set up an IU computing account, Bloomington visitors’ guide, where urgent care facilities may be found, etc.
Have the visitor report to OIS with his or her immigration documents for Visiting Scholar Check-In. At check-in, an orientation session will be scheduled that the visitor is required to attend, allowing the immigration record to be activated.
Note: Since OIS is in a temporary location in 2021-2022 (Eigenmann Hall) and has limited space, they may ask the visitors to handle these steps online. Please check with OIS (Joanna Snyder).
Review the University Tax Services website and then contact University Tax Services: https://fms.iu.edu/index.php?cID=182.
Laws are continuously changing which affects our policies and procedures.
A quick guide for Payment to International Visitors can be found at: https://fms.iu.edu/tax/international/quick-guide/.
If the visitor will be receiving a living stipend, honorarium, or compensation but is not eligible for tax treaty, contact FMS Taxpayer for instructions on how to complete a “special W-4.”
For University Tax to determine treaty status, the visitor must complete the International Tax Questionnaire International Tax Questionnaire . The Completed International Tax Questionnaire should be submitted along with a copy of the I-94 and sponsoring document (DS-2019) to Financial Management Services, Poplars Building Room527.
Items scholars should bring with them
At the Port of Entry to the U.S., visitors must have the following items with them:
- Passport, with appropriate visa from U.S. embassy or consulate
- Letter of Invitation
- Return Airline Ticket (or confirmation of the return trip)
- Sponsoring document, such as the DS-2019 for visitors entering on a J-1 visa
Upon arrival on-campus, visitors should have the following items with them:
- Tax Cover Sheet (if required)
- W-8BEN (if required and not yet faxed)
- Proof of Health Insurance Coverage
- The amount and extent of coverage should be included
- This documentation must be provided in English