Visa Sponsorship for UCF International Faculty Staff Jason

Visa Sponsorship for UCF International Faculty & Staff Jason Kennedy Associate Director | UCF Global November 14, 2017

Common Visa Types for UCF International Faculty& Staff Sponsorship • • • H-1 B Visa TN Visa J-1 Visa O-1 Visa F-1 OPT (Optional Practical Training) J-1 Academic Training

H-1 B Visa Highlights • Easiest path to a streamlined Green Card filing for most faculty • Subject to prevailing wage • Position must include standard benefits • Employer fees range from $960 up to $3685 • Processing ranges from 4 ½ months up to 8 months • Paperwork is initiated by hiring department

TN Visa Highlights • U. S. work visa designated for Canadian and Mexican residents • Allows for indefinite renewals (3 years per filing) • Not subject to prevailing wage • Position must be in a specified occupation • Employer fees range from $50 up to $2485 • Processing ranges from 2 months up to 6 months • Paperwork is initiated by hiring

J-1 Visa Highlights • U. S. exchange visa designated for various categories such as Research Scholars and Professors • Allows for a maximum stay of 5 years • Not subject to prevailing wage • Position cannot be tenure track • Fees are currently $340 • Processing ranges from 2 months up to 12 months • Paperwork is initiated by hiring department

O-1 Visa Highlights • Visa for individuals with extraordinary abilities • Allows for indefinite renewals (3 years for initial filing) • Not subject to prevailing wage • Employer fees range from $0 up to $7485 • Processing ranges from 2 months up to 6 months • Paperwork is initiated by hiring department for employment arrangements

F-1 OPT Highlights • Work permit/authorization primarily for F-1 students who have graduated and seek employment in their field of study for practical training • Allows for a maximum stay of 12 or 36 months • Not subject to prevailing wage • Student fee is $410 • Processing ranges from 3 months up to 6 months • Paperwork is initiated by candidate

J-1 Academic Training Highlights • Work permit/authorization for J-1 students who have graduated and seek employment in their field of study for academic training • Allows for a maximum stay of 18 or 36 • Not subject to prevailing wage • There are no fees for this filing • Processing takes only a few weeks • Paperwork is initiated by candidate

Best Practices for UCF Hiring Departments 1 • After selecting a candidate who needs a visa, finalize their start date & an alternate date 2 • Refer to UCF Global for appropriate visa 3 • Hiring dept. & candidate each should complete their required paperwork in a timely manner

UCF Global Who’s Who Expert Visa Type Marguerite Partain H-1 B, TN, O-1, and Green Card Zack Salloum J-1 Visa Christina Khan F-1 OPT

QUESTIONS?

University of Central Florida International Employee Sign-In Process & Practices Beejal Nana November 14, 2017

UCF Global: Employment & Taxation Unit (E&T) Complete employee sign-in paperwork for all hires who are not U. S. Citizens or U. S. Lawful Permanent Residents (Green Card holders) Update Employment Eligibility Expirations (I-9 updates) Provide Tax Guidance and Compliance

Employee Sign-in: New Hire to UCF New Hires to UCF or off of Payroll for more than 1 year E&T completes the following: I-9 Affirmation Form (E&T does not complete or request background checks) Personal Data Sheet W 4 W 8/W 9 3 in 1 loyalty oath form Employee Acknowledgment form Retirement Status form SSA-1945 (if applicable) FNIS & Copies of Immigration Documents

Employee Sign-In: Rehire Paperwork Employee has been off of payroll for more than 120 days (equivalent to 1 semester) but less than a year E&T will complete the following H. R: • I-9 • Retirement Status form • E&T will include the FNIS form and copies of the employee’s immigration documents

Employee Sign-In: Recently Terminated If an employee has been off payroll for less than 120 days but has valid work authorization and is being rehired, then E&T does not complete any documents An e. PAF and applicable agreement is only needed from the department

Employee Sign-In: Switching Departments If an employee has valid work authorization and is an active employee; E&T does not need to complete any documents New Hiring department will need to submit a hire e. PAF to H. R. The current department will need to submit a termination e. PAF to H. R.

Quality Control E&T completes hire or rehire paperwork H. R A copy of the original hire/rehire packet is sent to central H. R. for their records and review Department E&T provides the original hire/rehire packet to the employee to give to the department

I-9 Updates • Non U. S. Citizens and non-Lawful Permanent Residents will need to update their I-9 whenever they shorten/extend their work authorization in the U. S. • 30 days prior to the I-9 expiration, the employee and their supervisor will get notifications from central H. R. • E&T is currently working on a process to also send the employee reminders regarding their I-9 expiration • Common examples: • Shorten I-20 due to the student graduating and has applied for OPT • Student extend their I-20 or DS 2019 due to academic program extension • J-1 Scholars or Researchers extend their DS 2019 due to employment contract extensions • Receive a new Employment Authorization Document (EAD Card) • Switching from F-1 to Green Card

Things to keep in mind…. New and Rehire employee sign in paperwork is required to be completed on or prior to the 1 st day of employment at UCF It is crucial for an F-1 or J-1 employee to stop working once their program has ended or has been shortened. If they continue to work they could be subject to unlawful employment that may lead to termination of their immigration status. Only provide the Social Security Template letter for employees that have a job offer in the current semester. Do not complete this letter for students with fellowships if they do not have paid employment in the current semester. • E&T will need the employment start date to complete the I-9, e. g. GTA/GRA contract, letter from the department, employment agreement etc. • E. g. F-1 student graduates and applies for OPT: Applying for OPT does not authorize an F-1 student to continue working after graduation. The student will need the actual EAD card in hand to continue or commence employment. Departments need to plan for a gap in employment if applicable. • Please reach out to E&T if you do not have a template of this letter. Typically, the template is provided to the employee at the time of their employee sign-in paperwork appointment with instructions on how to apply for a SSN.

Contact E&T Employment & Taxation Coordinators: • Marguerite Partain (Marguerite. Partain@ucf. edu) • Tatiana Cruz – Nigaglioni (Tatiana. Cruz@ucf. edu) • Beejal Nana (Beejal. Nana@ucf. edu) Associate Director, Finance & H. R: • Jason Kennedy (Jason. Kennedy@ucf. edu) UCF Global Front Desk: 407 -823 -2337

Questions?