Participant-Orientation-Handbook.pdf

PARTICIPANT

ORIENTATION

HANDBOOK

PARTICIPANT ORIENTATION HANDBOOK

This handbook is your step-to-step guide of everything that you’ll need to know

while taking part in your programme with AIFS. From even before you leave your

front door, all the way to when you are enjoying your time in the US, we’ve got your

back!

It’s lots of hard work, but it is important to remember that AIFS is first and foremost a

cultural exchange programme. We are required by the US Department of State

Exchange Visitor Program Regulations to operate in the spirit and intent of the

legislation that created the J-1 visa. The primary goals of the programme are:

• Mutual understanding

• Personal growth

• Cultural advancement

• Global perspective

In addition, your Programme will enhance your skills and expertise in your

academic/occupational field and give you in-depth knowledge of the American

working environment. During your time with your host employer you will receive

structured and guided training to immerse yourself in your organisation and learn

valuable skills that will enhance your future career. After you have completed your

time with your host employer, you will then have up to 30 days of free time to travel

and holiday throughout the US. Ultimately you should productively and positively

interact with Americans, develop your work-based skills in your organisation,

experience the lifestyle, and actively engage with the American people both inside

and outside of your host employer.

We are confident that through productive dialogue and interpersonal relationships

you will return to your home country to share a positive view of the USA and its

citizens.

Tell us if at any time you feel that the cultural exchange component may be lacking

for you. Likewise, as you forge friendships, gain valuable work and life experience,

learn about the world and grow personally please let us know about it. That’s what

the programme is all about!

CONTENTS

Section 1:

Contacting AIFS –

Contacting & Calling AIFS

Important Phone Numbers

Making Calls in the US

Section 2:

What to do in an Emergency –

Calling AIFS in an Emergency

Extreme Emergencies

Section 3:

Arriving in the USA & Travelling to your Accommodation

You’ve made it!

What to have with you at Immigration

Getting to your accommodation

Section 4:

Life in the USA –

Accommodation and Local Resources

What to do when you first arrive

Your Host Employer

Culture Shock

Sharing Your Culture

Life and Culture in the USA

Common Policies:

Alcohol, Drugs & Smoking

Sexual Harassment

Child Protection

Social Networking Sites

Sick Days

Time Off

The Role of Mum & Dad

Section 5:

Money Matters -

Payment

Budget

AIFS Fees

Section 6:

Quitting & Being Fired –

Quitting

Facing Disciplinary Action or If You’re Fired

Section 7:

Visas & Medical Information –

Visas

Visa Sponsorship

Sponsor Rules for Exchange Visitors

Travel Outside of the USA / Travel Validation Signature

Know Before You Go

Group International Accident & Sickness Coverage

Getting Sick in the USA

Section 8:

Social Security Numbers –

Processing of a Social Security Application

Helpful Suggestions

Section 9:

Tax –

What you will need to file your tax return

How to complete your tax declaration

Section 10:

Post Placement Travel

Section 11:

Conclusion

SECTION 1

CONTACTING AIFS

Contacting AIFS

Use the contact details on this page for any queries you may have once you are in the

USA. When contacting our U.S. Office in Stamford, Connecticut - please identify

yourself clearly by stating your name.

Calling AIFS

The AIFS US office in Stamford, Connecticut maintains an emergency phone

support service. If your enquiry is not of an extreme nature or emergency

please send an email to our dedicated help team at trainee@aifs.com and we will

get right back to you!

If you do try and call and the phones are busy, please keep trying. It is also important

that you always take the name of the staff member you are speaking to so you will be

able to ask to speak to that person again (should you require a follow up).

Please Note: If you are calling these numbers from outside the USA you will have to

use the appropriate international code at the beginning of the number. From the UK,

you would add 001.

Important Phone Numbers When You Are In The USA:

24-Hour Emergency Number:

1-866-222-2074

AIFS FREE PHONE FOR

PARTICIPANTS IN THE US:

1-866-222-2074

(9am-5pm EST. Mon-Fri - general

enquiries; 24/7 for emergencies)

This number is only free if you are

calling from a landline/pay phone.

Mobile calls will incur a charge.

AIFS US OFFICE:

1-800-727-8233

(9am-5pm EST. Mon-Fri)

Free to call from land line/pay phone

US OFFICE – INTERNATIONAL

CALLERS:

1-203-399-5409

INSURANCE CLAIMS:

1-855-327-1411

(24 hour)

STATE DEPT/J1 VISA HELPLINE:

1-866-283-9090

[email protected]

(24-7)

General Enquiries - [email protected]

Email: If your query isn’t time sensitive, e-mail is the most efficient and effective

means of contacting our office. Remember to first check your Online Account before

getting in touch as a lot of information such as your Group Cover details can be

found here.

Any emergency calls received to the AIFS US Office in Stamford, Connecticut outside

of the times stated will be answered by our Out of Office answering service. This

service is not staffed by AIFS and means your call will be noted and then passed on

to a member of staff who is on emergency duty. You’ll then be phoned back by an

AIFS staff member as soon as possible, depending on the urgency of the situation.

Please note that designated sponsors are required to provide the J-1 Visa Hotline

number (1-866-283-9090) to all incoming exchange visitors.

Designated AIFS Responsible Officer: Andrew Newberry.

Quick Tip: All of these operating hours listed are in Eastern Standard Time (EST).

America is BIG. So much so that it spans across NINE different time zones! So please

keep in mind it might not be the same time in our AIFS US Office in Stamford,

Connecticut that it is with you. Find out what time zone you are in and make sure to

do the math to work out the time difference before you call.

Making calls in the US

Calling International Numbers from an American phone in the US:

• 011 – US exit code; dial first for international calls made from the USA

• Country code (E.g. UK –- 44, Poland - 48, Aus - 61, NZ - 64)

• Phone number:

- Landlines -– area code + local number. Total of 10 digits

- Mobile phones - 10 digits

• Sample call from the US to a London landline: 011 44 20 ???? ????

Calling an American number in the USA:

• Phone numbers in the USA start with a 1. If you are using a payphone,

American mobile or landline phone – just dial 1 then the rest of the number.

• If you are using a UK mobile – put 001 or + before the 1.

SECTION 2

WHAT TO DO IN

AN EMERGENCY

Calling AIFS in an Emergency

The emergency number is answered in out of hours times by call service staff who

will help determine the nature of the emergency. When calls are deemed to be

urgent the call service will contact the AIFS staff person on duty and arrange for them

to call you back and offer our assistance.

Do not call our 24-hour emergency service for questions of a routine nature

or anything that can wait until the next business day, when we will happily

answer your question. This number goes to a call service that will put you

through to a member of AIFS staff, who is on 24-hour duty.

AIFS 24-hour Number:

1-866-222-2074

Hopefully you will not need to use this number but it is good to know who to call, if

and when you need help. The AIFS US Office in Stamford, Connecticut maintains a

24-hour emergency service for dire situations that cannot wait until normal business

hours.

• You should call this number if, for example, a family member is ill etc.

• We ask that you only call the emergency free phone number outside business

hours if your situation involves threats to your physical welfare or an abrupt

departure from your assignment.

• If you phone the emergency number outside business hours, please press ‘0’

on your touch tone phone - or hold the line to be connected with the

emergency answering service, they will in turn contact our Duty Officer who

will try and call you back within an hour.

Please resist the temptation to immediately phone your parents, if/when

problems occur. We may be able to solve your problem immediately and your

parents will not necessarily be in a position to help. Also keep in mind the time

difference, as your parents will not appreciate a phone call at 2am, especially if you

are upset.

Extreme Emergencies

911 is the telephone number for police, fire and ambulance in the United States. The

use of this number is for emergency circumstances only, and to use it for any other

purpose (including non-emergency situations) can be a crime. Dialling 911 from any

telephone in the US will link the caller to an emergency dispatch centre, which can

send emergency responders to the caller’s location in an emergency.

AIFS has arranged for you to be covered by a Travel Emergency Service. On Call

International are an organisation that can provide assistance in medical or legal

emergencies. They have a 24/7 multilingual contact centre with staff (who are not

AIFS staff), who are able to act as a conduit between treating physicians, hospitals,

families, our Group Cover provider and ourselves as your programme sponsor. Often,

HIPPA privacy laws protect medical status and On Call International navigates these

sensitivities to assist parents. On Call International also arranges all of our nursing

accompaniment and medical repatriation.

On a practical level when dealing with any IMMEDIATE health crisis, 911 are the

proper resource to contact. On Call International can be called for assistance in

emergencies such as:

Extreme medical emergencies E.g. if you’re involved in a car accident.

Extreme legal emergencies.

On Call International can be reached at:

Phone:

• 1-855-327-1411 (still a free call inside Canada and USA)

• +1-312-935-1703 (outside the USA call)

Email:

• mail@oncallinternational.com

SECTION 3

ARRIVING IN THE USA

You’ve made it!

At this point you’ve departed the plane and you’re waiting in-line at Customs &

Immigrations; and just about to begin an amazing experience in the US. There are

some things that you need to know to make sure that everything goes as smoothly

as possible - so read this section carefully!

What To Expect & Have With You At Immigration

You MUST take Customs & Immigration as seriously as the Immigration

Official takes it! They have the power to deny you entry to the U.S – so do not

make inappropriate or silly jokes of any

nature.

You may have heard of ESTA (Electronic

System for Travel Authorization), which

is the online application you have to

submit before you can visit America as

a tourist. YOU DO NOT HAVE TO DO

THIS as you have a J-1 Cultural

Exchange Visa!

Note: If you already have an ESTA from

a previous trip to the US as a tourist,

then this WILL NOT affect your entry

whatsoever.

You will need to complete the Customs

Declaration Form. Usually this form is

given to you at check-in, at your

departure airport. Failing that, this will

be handed to you on the flight or will

be available in the Customs arrival area

upon your arrival in the USA.

You should have the following

documents in your hand luggage

before you get to the immigration

desk:

• Passport with DS-2019 (Certificate of Eligibility) for J-1 Exchange Visitor Status

and SEVIS I-901 receipt (white forms received in your visa mailing).

• Customs Declaration Form (CF-6059 Blue Form).

• Placement Information – full details of your host employer and contract with

them, this can be a screen shot of your AIFS placement page.

• Signed copy of your DS-7002 (Training Plan) Form

• The address of where you will be living for your customs form.

• Phone number for AIFS 1-800-727-8233.

In addition to reviewing your documents, an Immigration Official will:

Take all your biometric details (finger and iris scan). The fingerprinting is electronic,

on a digital palm-pad, and the iris scan happens by photograph.

Once your inspection is successfully completed, the inspecting officer will:

• Stamp your SEVIS Form for duration of status (“D/S”) for J visa holders, with a

date and port of entry.

BE SURE YOU HAVE RECEIVED YOUR DS-2019! If you do not receive this,

or lose it during your stay in the US, you will be responsible for any costs to

get replacement forms. These fees can be very costly!

• They will also ask you some questions; such as ‘What are you doing in the

USA?’ and ‘How long will you be here?’. Be sure to be prepared for this and,

again, please answer appropriately.

GETTING TO YOUR

ACCOMMODATION!

Now the fun really starts - It’s time to

travel to your home for the duration

of your stay in the US! You may be

staying in local accommodation close

to where you will be working or on

the site of your Host Employer. Please

follow the travel instructions that you

have received and start getting to

know your new area!

If you have any issues on your

journey, then authorised taxi services

and Ubers are usually available. You

can also call our office on 1-800 727

8233 and we can assist.

Quick Tip: If you have a smartphone

with 4G capabilities, TURN OFF YOUR

DATA ROAMING! Make sure you do

this before you leave for the US,

because if it is turned on, you will be

charged and you will find your phone

bill is a lot higher than usual.

SECTION 4

LIFE IN THE US

The information contained within this section is general, as all Host Employers are

very different and have their own rules, expectations and culture - but a large

majority can be considered the same. This information is still important and will help

prepare you for life in the US.

Accommodation and Local Resources

Full details of your accommodation arrangements will have been made before you

arrive in the US so you have plenty of time to prepare! Your accommodation location

will have been agreed with your Host Employer so it should be easy for you to travel

to your organisation if you are not staying on site. This will be your home for the

duration of your time in the US so you can get settled in and unpack your

belongings! It’s time to make friends with your neighbours too – they will most likely

be other participants on the Programme or colleagues at your Employer so make

sure to say hello!

Try to familiarise yourself with your local area as soon as possible – learn where the

nearest bus or public transport stop is, where your local food store and coffee shops

are. You may also have access to facilities in your accommodation such as communal

kitchens, living areas and gyms so make sure to check these out. Local libraries are a

great resource for far more than just books. Local libraries often host various

workshops, meet and greets and classes at little or no cost to the attendees. Another

underutilized resource are local recreation centers. Typically, local recreation centers

have a variety of sports leagues, which are a great way to get out and meet people,

while also having some fun! Within your new area, you’ll typically have access to

several banking institutions, some of which you have in your home country. Should

you need to open a bank account, most major banks will allow you to open an

account after you obtain your Social Security number.

You will have received instructions from your Host Employer about how to get to

your organisation, practice these before your first day so you don’t need to panic on

day one. Although the area you will be staying in is as safe as possible, we do

recommend taking basic safety precautions when exploring, especially in unfamiliar

areas.

We expect you to stay in the same accommodation for the

duration of your time on the Programme, if this changes you

must notify AIFS within ten days so we can update this on the

SEVIS registration system. Please also make sure to keep us

updated with any change in your contact details – email, phone

number within the same timeframe.

What To Do When You First Arrive Checklist

• Familiarise yourself with your new surroundings.

Quick Tip: Make sure to

learn your new address in full

so you can always find how to

get home! Google Maps can

be very helpful when exploring

your new neighbourhood.

• Walk around, as you will feel more in control if you know the neighbourhood

your accommodation is in, where your closest public transport stop is, where

your Host Employer is etc.

• Make friends. It is a big step to alleviating homesickness.

• Keep in touch with the people back home, but put a limit on telephoning.

Write letters, e-mails or WhatsApp messages of your activities and new

experiences. Let them know you’d like to hear from them, too.

• Seek new opportunities. As scary as it is to be in a new professional

environment you are there to learn new skills and it will provide opportunities

to meet people who can teach you new skills.

• Do something! Look for someone to help out!

• Find the new staff. It’s always nice to know you are not the only one feeling a

little lost.

Quick Tip: Make it your intention to get to know EVERY SINGLE PERSON who you

will be working with. The more people you know, the better your experience will be!

Your Host Employer

Your first few days at your host employer are going to be a completely new way of

life and this is what’s so exciting about it all! You’re going to be tired and jet-lagged

from the time change and are going to be forced to adapt to a way of living and

working, which is completely foreign to you. Remember that this is why you signed

up for this experience; you want to try new things and meet new people!

When you arrive at your Host Employer you will have training, which will be specific

to the routine and rules of your organisation. This is may be called

ORIENTATION or INDUCTION.

This will outline the policies in place at your Host Employer and will familiarise you

with your new working environment. You will be introduced to your colleagues and

your Supervisor who will be overseeing your placement. Take the chance to ask any

questions you have so you know where to go if you need help and what is expected

of you.

Your Training Plan will be one of your most important documents during your

placement so make sure to keep it safe! Your Employer will be using this to guide

your time with them and it details what is expected of you, outlines your roles and

responsibilities as well as how you will be supervised and evaluated and ultimately

what skills you hope to achieve. By now you should be very familiar with this but it

can help if you have any questions while you settle in.

The aim of your time with your Host Employer is to gain hands-on experience in your

work area and develop professionally so do make the most of any training

opportunities or courses you are offered! Learn as much as you can from your

American colleagues and also share your ideas and professional experiences with

them so they can learn too.

Your Host Employer and Supervisor are there to support you in your experience,

please do speak with them if you have any issues or problems (AIFS is also here to

help with any unresolvable issues). They will help you understand your responsibilities

and settle into the professional environment whilst expanding your existing

knowledge. They will also provide evaluations for your time on the Programme.

We do recommend keeping a log of hours that you work, any payments received and

any trainings that you attend. It would also be useful to note any skills you have

learned and review this against your Training Plan so you know your objectives of

your placement are being met. This will be useful for you to reflect on after you have

returned back to your professional field at home too!

If you do have any issues with your Host Employer or feel that your Training Plan is

not being followed please call AIFS for assistance.

Culture Shock

Culture shock is often the term used to refer

to the feeling of disorientation that you feel

when you find yourself in an environment

different to the one you’re used to. You

might presume culture shock is only suffered

by those going to exotic locations. The US is

so familiar from our TV screens so why would

you find yourself struggling to adapt? But it’s

not unusual that many people participating

on the programme are likely to suffer.

Culture shock is for the most part a

temporary stage of your experience and it

does pass. The best way to cope with it is to

understand what to expect and know you will

come out the other side!

Initially you will be excited about your new adventure, you will have coped with the

initial fear of getting on a plane on your own, will have spoken with your host

employer and potentially your new colleagues and made your way to your

accommodation. The first 24 – 48 hours of arriving to the US can be the most

difficult.

Yes, there’s lots of excitement about the adventure ahead, but the reality of travel can

mean jetlag and exhaustion. Getting to your accommodation can be stressful

(navigating US railways, buses or more flights is not always easy!) and your arrival

may not be what you imagined. You will also have the nerves of starting at your host

employer and quickly being orientated into a new environment which may have lots

of difference regulations from what you are used to at home. It’s not uncommon for

people to think they made a mistake coming on the programme. The great news

though, is that you are surrounded by people who want you to succeed in your

placement and are looking forward to helping you progress your career. You can

speak to your host employer about any concerns. AIFS will also help get you in touch

with other participants on our programme who are experiencing the same thing as

you. Meeting people just like you who are new to the US and far from home, is your

first secret weapon in combating culture shock! Reach out and make friends. Share

your experiences and learn about your new home for the duration of your

programme together.

The first week or so with your host employer can feel very strange. Often, you’ll be

taking part in orientations and inductions, learning your new working environment

and meeting colleagues as well as settling into your new accommodation. Experience

has shown us that if you can fully commit to learning about your organisation and

say yes to any trainings or social opportunities you are offered this will help keep

your mind off missing home and will help you get used to life in the US.

For some, the excitement of the new adventure soon starts to wear off …and now you

might find you are in the ‘frustrated’ phase of culture shock. This is the time when

small problems or issues seem overwhelming. You are missing home and your friends

and family, everything that was new and exciting is now not like home - ‘Why don’t

they have ‘proper’ bread that isn’t sweet?’. ‘Why does the milk taste different?’. ‘What

is with the gap in the public toilet doors!?’. You feel anxious and might have bouts of

feeling down. You’ll have self-doubts and feelings of alienation; you might resent that

others don’t seem to be struggling as you are and feel that you just can’t cope.

How do you survive? Well, our experience shows that the following can be helpful…

• Be prepared. Expect you will have these low times and know there isn’t

anything wrong with you. It is normal, and it will pass.

• Make your accommodation feel like home. Decorate it with pictures,

mascots and stuff from home. Craft your own little corner in your host

organisation too, whether it’s your desk or locker...

• Bring a couple of treats with you and save them for the down times. If

you know you are fussy about your tea, bring the teabags you like, or BRITISH

chocolate.

• Talk to someone. Find a friend on the programme or a colleague and let

them know you are struggling. Don’t be embarrassed, talking really does help.

This is a normal part of settling into your new home. You can also call into our

US or UK offices. Our staff have faced the same challenges – so don’t suffer

alone!

• Make contact with home. Facebook/WhatsApp can be better than a phone

call if you worry that you won’t keep things together for a call. Tell your

friends and family that you miss them and would like to hear from them. Tell

them what home comforts you are missing and ask them to send these to

you. A care package from home can go a long way to help you cope, so even

think of leaving a note at home with instructions of what to send to arrive a

couple of weeks after you’ve left.

• Give support to others. Nothing works better to take your mind off your

own troubles than helping someone else with theirs! Different people will be

affected on different timescales to different degrees, so reach out to friends

you have made on the programme. Helping someone share what they are

missing and talking through their feelings, sharing yours, helps you make

deeper connections with those around you – and that is the secret to settling

in.

As unexpectedly as culture shock arrives…. it also passes. You’ll find that you have

reached an acceptance stage. You realise you don’t need to fully understand or

accept everything in your new culture in order to thrive in your new surroundings.

You will feel more connected to the people around you and understand them better.

You will stop needing to compare everything to home, and just accept differences

without judgement, and over the following weeks you just might find your new

accommodation now feels like home!

Sharing Your Culture

You can share your culture by talking with people and showing them what is

important to you, sharing your experiences and thoughts, showing pictures of your

family and home etc. You can also share your professional experiences – what is

similar in your usual professional environment, what is different. Sharing ideas with

your colleagues is a great chance for you all to enhance your current skills!

As you talk with your colleagues you will learn more about them and who they are.

Cultural exchange is easy really – it is opening up to people, sharing and in turn

being interested in them and understanding an American perspective.

You are taking part on a cultural exchange programme and you should make the

most of what is at your disposal - people from all walks of life, backgrounds and

cultures.

Life & Culture in the USA

America is HUGE! So the people, landscape and traditions can be extremely different

from one state to the next. Overall, Americans are generally very positive people. So,

expect lots of high fives, use of the word ‘awesome’ and big welcoming smiles.

Americans love to meet people from outside of the USA, so don’t be surprised if you

get asked where you’re from as soon as a local hears your accent.

One major difference that you may notice in America is that tipping is expected

for service - especially at almost all sit-down restaurants. Generally, the average tip is

15% to 20% of the total meal cost. There’s a handy ‘GlobeTips’ app that you can

download that will help you calculate how much tip you should be leaving.

Common Policies:

Alcohol, Drugs & Smoking

The legal drinking age in the USA is 21. Do not attempt to purchase or

consume alcohol if you are not of age as you will find yourself returning

home quicker than you expected. It is also illegal to purchase alcohol for

anyone else under the age of 21!

Drinking is prohibited during the workday, you must be ready to deal with any

situation that can and will arise and you will not be able to perform to a satisfactory

and safe level if you are drunk or suffering from the effects of alcohol. This will be

considered as seriously unprofessional by your host employer and may result in

disciplinary action. Smoking will only be allowed during designated breaks in clearly

marked areas, please follow the policies of your organisation. Do not make the

mistake of jeopardising your entire experience by being irresponsible with

alcohol.

Sexual Harassment

AIFS advocates and most Host Employers operate a very strict no sexual harassment

policy, this will be detailed in your orientation/induction, however it is important to

be aware of the below.

Sexual harassment can take many forms, but can include:

Unwanted sexual advances, unwelcome requests for sexual favours, and other

behaviour or communications of a sexual, lewd, offensive or suggestive nature.

It’s worth remembering that the US is very culturally different from other countries –

particularly in relation to areas related to sex - so a joke or anecdote that may be

acceptable in your own country may not be acceptable in the US. It’s worthwhile

considering how comments, gestures or communications may be received by your

fellow colleagues and supervisors before you make any. You have a responsibility to

ensure you do not engage in any activity that can be deemed sexual harassment.

Equally you have a right to protection yourself and should not feel your position at

your Host Employer is dependent on a relationship of a sexual nature with anyone

else.

If you believe you are being sexually harassed (and you are not in immediate danger)

you can consider doing the following:

Tell your harasser in writing that you object to their behaviour. Describe the specific

behaviours that you object to and ask them to stop.

Talk to a supervisor or someone else in a position of authority. Tell them you feel

uncomfortable and ask for their help in managing the situation and bringing it to an

end.

Call AIFS for support or assistance at 1-800-727-8233.

Make sure the person who is harassing you is completely aware you do not return

their advances or find anything about their behaviour amusing or attractive. Be sure

to say “no” firmly and without smiling or apologising.

If you have been injured, assaulted or threatened - or if you believe your physical

safety is at risk, then you should let a senior member of staff know immediately and

report this to the police, by telephoning 911. Any report you make must be truthful!

Making a false report is against the law.

Child Protection

Within your employment you may be working with children or adults and if so you

should understand your responsibilities. AIFS expects our participants to not only

abide by our safeguarding policy but also promote the welfare of children. AIFS

believes that children and vulnerable adults should never experience abuse of any

kind. We are committed to work in a way that keeps Child Protection and

Safeguarding at the centre of our practices and procedures. We require all

participants to understand that any inappropriate behaviour towards children or

vulnerable adults in the USA will be reported to law enforcement authorities and the

full force of the law will be brought to bear on perpetrators of abuse.

IMPORTANT: Under U.S Law, anyone under the age of 18 years old is

considered a child. Any sexual relations with a person under the age of 18,

even with their consent, is considered statutory rape and child abuse. Also, exposing

minors to explicit photos, profane song lyrics or sexual discussions can be regarded

as child abuse. So protect yourself in order to avoid any accusations regarding these.

Social Networking Sites

Social Networking Sites, such as Facebook, Twitter and Instagram are awesome!

Everyone loves them. AIFS loves them! They are a great way to learn more about your

organisation and meet old and new staff members, before you even get there.

But you must be careful about what content you have on your profile!

Your host organisation may look at your online profile prior to departure and this

could impact your employment offer or create misunderstandings before your arrival.

This is now very common as part of the more general employment process so just

think sensibly about what is appropriate to have on your profile. What is okay for

your friends to see is not okay for your new employer, or new colleagues - who will

want to try and find you online.

Keep in mind the cultural difference between where you are from and America. With

alcohol specifically, it is illegal for anyone under 21 to consume alcohol at all, so host

employers will not expect to see pictures of you excessively drinking or

demonstrating lewd, drunken behaviour.

We are not saying that you should delete your profiles, as they are one of the best

ways to keep in contact with all the new people you will meet during your

Programme - but do make sure that you completely lock down the privacy settings

on your social media accounts.

Sick Days

Imagine you’re due to arrive at your Host Employer and you’re not feeling well... what

will you do? Your organisation sickness policy will have been explained to you at your

orientation/induction, please follow this policy. It is usual to inform your Direct

Supervisor via email or phone call as soon as you know you are unwell and may not

be able to perform your duties. You may also need to seek medical care – the

emergency number in the US is 911, this is for emergencies only. If you need to visit a

local Medical Provider for less urgent care please look at the Group Cover tab on

your AIFS profile to assist you in finding local providers. If you have an illness or

injury requiring outside medical attention, remember you may be responsible for the

first $50 - $250 of each illness or injury. If you are ill for an extended period of time or

need additional support, please call our AIFS US Office in Stamford, Connecticut.

Time Off

You should expect to work a minimum of 32

hours a week, although your full hours will

have been agreed with your host employer

before departure. On occasion you may be

required to help with some additional tasks

which have been detailed in your Training

Plan. Holiday entitlement will be determined

by your host employer. You should have

some time to enjoy the culture and explore

the US whilst on the programme.

Quick Tip: Try and take advantage of the local community resources like local

transportation to get you around on days off, as well as recreation centres and even

the odd museum!

The Role of Mum & Dad

Just because you are halfway around the world, it does not mean your parents will

not be worried about you. Truth is, it’s probably going to be the opposite! So what

role can they take during your stay in the USA? During your programme your parents

can be the reassuring figure you need when things do not always go well. On the

other hand, they may assume things and take action that you did not request. Here

are some helpful hints to keep your parents assured you are still alive and well:

• It’s not uncommon to be having a fantastic time and for you to forget to call

home. This will worry your parents; as for the most part they cannot contact

you. This is especially true during any travels. If an emergency situation were

to occur during your travels (natural disasters, major news breaking events

etc.) please contact your parents right away to let them know you are safe.

• Be careful how you explain things to your parents. You may say something in

casual conversation, but they may take it as a call for help. Many times

parents have called our offices to express their concerns, without the

participant’s knowledge. This may cause unnecessary embarrassment should

we call your supervisor to investigate a problem that may not exist.

• Keep your parents updated. As soon as you know your travel plans - including

your return flight details - please keep your parents informed, so they know

where you are.

Contacting Home

Getting in touch with home is important, but not always easy with time differences

and other commitments. Mobile reception may also be poor (if existent at all) and

even sending emails can be difficult. You will hopefully be able to use a computer at

your host employer to email home. On your days and time-off too, you will also be

able to spend more time contacting your friends and family – but we just want you to

realise that it is not as easy as it is at home.

SECTION 5

MONEY MATTERS

Payment

The AIFS Trainee programme is fundamentally for the experience. However, you may

have agreed a payment with your Host Employer for your time with them. This will be

outlined in your contract and you will need to speak with your Employer about when

and how you will be paid. This may be in weekly, bi-weekly or monthly instalments

and you will need to work out your budget so this will fund your whole experience in

the US including your travel plans! You should also speak with your Employer about

how they will pay you – will they be able to pay into your usual bank account (make

sure to speak with your bank about any fees due for international payments and to

confirm their exchange rate) or most likely, will you need to open a US bank account.

Your Employer will be able to assist you in setting this up. Please keep any

documentation of payments received as this will be useful when completing your tax

forms.

Budget

You are responsible for your living and travel costs whilst in the US. You may receive

some meals whilst with your Host Employer and this will have been confirmed with

you prior to your arrival. You should expect to cover any social events, trips on days

off, food costs and other general living costs and will need to budget accordingly.

To give you a rough idea of costs in the USA, check out our guide below...

Staff within our offices have participated in lots of different cultural exchange

opportunities and to help you budget we asked them how much money they would

spend and we came out with:

Average spent on a day off: $50 - $100

Some Host Employers may also offer the opportunity to travel and have nights away

during your time off, so it may also be worth chatting with your Host Employer to

find out more.

AIFS Fees

When you sign-up for a programme like the AIFS Trainee Program you are signing-

up to take full advantage of the placement service and back-up that AIFS

provides. We have been designated a J1 visa sponsor by the US Department of State,

and we take the roles and responsibilities of this designation very seriously. We

work hard to ensure we maintain the standards of customer service and support

that are outlined in the visa regulations, and while we aim to make your placement

process as smooth as possible there is a lot going on behind the scenes! Payment is

taken by AIFS and you may see deductions for this outlined in any Payment

documentation received from your Employer.

SECTION 6

QUITTING & BEING FIRED

Quitting

It is not unusual to feel unhappy at some point during your first two weeks. With the

combination of culture shock, being in an unfamiliar place/country, missing friends

and family - you may start to wonder what you’ve gotten yourself into! Please do not

panic or worry yourself - as this is completely normal! If you feel this way, please

speak to other participants on the programme - as there’s a good chance that they’ll

be feeling exactly the same as you. Your host employer and colleagues are there to

support you too! The best advice we can give you is to give 100% and get stuck into

American life. After a while you will forget that you ever missed the world at home!

If you are still unhappy after 4 weeks, here is what we suggest that you

do:

• Speak with your supervisors. They were new once and will understand the

problems that you are having. If there are particular issues with your work or

responsibilities they may be able to help you come up with some strategies to

make this easier and are ultimately there to support you so take the

opportunity to speak with them!

• Contact the AIFS US Office in Stamford, Connecticut if you are still unhappy

and have tried all other solutions.

IMPORTANT: Never leave your placement without contacting the AIFS US

Office In Stamford, Connecticut first!

Quitting your job with AIFS is not as simple as quitting your job at home. It’s not

appropriate for you to just up and leave and if you do decide to quit, here is what

you need to do:

• Talk to your supervisor during normal business hours and let them know why

you are quitting.

• There may be financial responsibility for breaking your contract.

• Call the AIFS US Office in Stamford, Connecticut so that we can help you with

the situation.

• We can then let you know your options and assist with moving or arranging

travel plans.

Note on quitting: Please remember that it is a serious decision to leave.

Consult first with us so that we may attempt to resolve the situation

together. If there is a true mismatch, our professional staff will work toward

saving your cultural exchange experience. Think hard, however, before deciding to

end your programme early. You will be responsible for domestic and international

travel costs and other financial implications related to leaving the programme and

breaking its terms and conditions. There is also the matter of your J1 visa status that

may reflect cessation of employment.

If You Face Disciplinary Action or are Fired

We hope that you will not be in this situation, however we are here to support

you throughout the process if needed. The disciplinary procedure for your

host employer will be explained to you at your orientation/induction and you

can expect this to be followed. The severity of the disciplinary outcome will

depend on the circumstances. Please do speak with your host employer if you

are unsure of any details or do not understand the process. Many issues will

hopefully be able to be resolved without early termination of your contract,

however this may be a possibility. If this happens it will reduce the length of

your visa and you may be responsible for any additional travel or flight

change costs.

Please call AIFS 1-800-727-8233 as soon as possible so we can support you and

assist further in the process.

SECTION 7

VISAS and Medical Information

VISAS

What is a DS-2019 form?

The DS-2019 form is your visa form (Certificate of Eligibility). The DS-2019 form

contains your programme start and end dates, employer’s address, and your personal

biographical data. This form must be taken to the Embassy on the day of your

appointment. Failure to do so will lead to you being turned away from your

appointment and therefore delay your visa application process, which could possibly

lead to losing your placement. Please read carefully the visa instructions sent to you

by AIFS and follow the correct procedures. After your visa interview, your DS-2019

will be returned to you by the Embassy or Consulate.

You must keep your DS-2019 and SEVIS I-901 receipt together. If you try and

enter the US without them it may delay your entry or lead you to being

denied entry! If you lose either of these forms prior to departure (or do not

receive your DS-2019 back from the Embassy) please contact AIFS immediately.

Note: The Embassy or Consulate are unlikely to retain your SEVIS I-901 at interview

but if they do and it is not returned afterwards, again please notify AIFS.

I have lost my DS-2019 on the day of my flight! Should I fly?

Yes! Although the officer at the Port of Entry has the right to refuse you entrance, you

will more than likely be given temporary entrance to the US. If this is the case, you

will be given instructions to send documents to a specific address, which will activate

your J-1 visa. Contact AIFS if this happens or you have any questions about your DS-

2019 form. Please Note: If you do enter without the form, it is IMPERATIVE that you

send the necessary paperwork and documents to the US Department of Homeland

Security within the time frame specified. Failure to do so can affect your status in the

US and continued participation on the programme.

Programme Participants

The State Department have stipulated, an applicant’s start and end date of their DS-

2019 form must correspond exactly with their placement duration. Therefore, if your

placement begins June 1st and ends March 14th, then you can stay for this duration

plus an extra 30 days.

The additional 30 days you can stay is known as the Grace Period. During the Grace

Period, you are prohibited from leaving the US and returning on your J-1 visa. This

means that you will not be able to travel to Canada, Mexico - or any of the adjacent

islands – and then re-enter the US. You may have heard instances of applicants

leaving the US during their Grace Period and then re-entering on the Visa Waiver

Programme or ESTA – but you should not expect that this will happen to you if you

decide to leave and try and re-enter. The decision to allow someone to re-enter is at

the sole discretion of an immigration official and the advice from the US Embassy for

anyone who wishes to leave the US and re-enter during their Grace Period, is that

they should apply for a B-2 Tourist Visa, prior to departure. For more information on

doing this, please contact your local Embassy or Consulate.

Whilst you are on your grace period you are NOT allowed to work.

Please Note: The programme is designed for you to experience professional

development and life within the US and you should primarily be resident in the US

for the duration of your Programme. You are able to leave the US for a short period

of time, however you must not reside for more than 30 days outside of the US during

your time on the Programme.

If you wish to leave the US and enter Canada, Mexico or an adjacent island/territory

DURING your placement and whilst your DS-2019 is still valid, please read the

information below regarding the Travel Validation Signature. To re-enter the USA,

your DS-2019 and visa must be valid. If your visa expires before the end date on your

DS-2019 then you will NOT be able to re-enter the USA.

Visa Sponsorship

At AIFS, we’re very proud of our J1 visa sponsorship. It sets us aside from other

companies and we work really hard to maintain our standards and provide the best

possible customer service.

AIFS Visa Sponsor Info:

American Institute for Foreign Study – Trainee Program

1 High Ridge Park

Stamford, CT 06905

Phone: 1-800-727-8233

Responsible Officer: Andrew Newberry | anewberry@campamerica.com | 203-399-

5117

Alternate Responsible Officer: Ashley DiCarlo | adicarlo@campamerica.com | 203-

399-5106

Alternate Responsible Officer: Graeme Marshall | gmarshall@campamerica.com | 203-

399-5102

Alternate Responsible Officer: Jenna Hasskarl | jhasskarl@campamerica.com | 203-

399-5067

Office of Designation:

https://j1visa.state.gov/

U.S. Department of State

Office of Designation

Private Sector Programs Division

ECA/EC/PS – SA-5, Floor 5

2200 C Street, NW

Washington, DC 20037

Tel: 202-632-2805

Fax: 202-632-2701

Email: [email protected]ov

Exchange Visitor Program Participant Welcome Brochure

Sponsor Rules for Exchange Visitors

While participating in the Trainee J-1 Visa program, you must adhere to the following

regulations:

• You are required to complete the duration of your contract.

• Alert AIFS to any changes in your contract, training plan or contact

information, including but not limited to, changes in your email address,

phone number or residential address

• Not obtain a second job. You are only permitted to work for your host

employer

• Complete program evaluations in a timely manner when instructed to by your

J-1 Visa Sponsor, AIFS

• Agree to abide by all appropriate regulations and instructions of the U.S.

Government, including returning home within the designated 30 days

following the successful completion of the program

Travel Validation Signature

You must have a Travel Validation signature on your DS-2019 form if you are

traveling to a country or island that does NOT border the US (territories not requiring

a signature are: Canada, Mexico, The Bahamas, Barbados, Bermuda, Cuba, The

Dominican Republic, Haiti, Jamaica, Miquelon, Saint Pierre Martinique, Trinidad, The

Windward & Leeward Islands, and other British, French, Netherlands territories or

possessions in or bordering on the Caribbean Sea). It is required for travel to ALL

countries not listed.

This signature can only be obtained within the USA (it cannot be signed before

departure) and the purpose of the signature is to notify US Customs and Border

Officials that you are still in good standing on the programme. It can be obtained by

mailing your DS-2019 form to our AIFS US Office in Stamford, Connecticut AT LEAST

2 WEEKS PRIOR to your planned date of departure from the US. Applicants MUST

include either $15 to cover the cost of express shipping the form back to you or a

stamped, self-addressed envelope to:

Know Before You Go

When departing the US with a future intent to return, applicants require:

• Passport, with visa stamp (Your visa must have an M on it, making you eligible

for multiple entries).

• Your DS-2019 with Travel Validation Signature.

• Possibly a tourist visa/card for country you are visiting. Note: A visitor visa is

now required for travel to or transit through Canada by air.

Applicants must also understand:

• Visa dates must be valid for re-entry and if the visa has expired or Grace

Period has begun, applicants will not be allowed to re-enter on the J1 and

must apply for another visa.

• You are only allowed to travel outside of the country and re-enter on the J1

visa DURING your programme dates. After you leave your host employer, you

are on your Grace Period and must remain within the United States during

your travels if you want to remain on the J1.

AIFS TRAVEL VALIDATIONS

1 HIGH RIDGE PARK

STAMFORD

CT 06905

How to Remain Lawful Non-Immigrant Status

To be compliant with the US Government regulations, which govern the J-1 Visa

program, all participants are required to follow the following rules:

• As your sponsor, AIFS must be notified of your arrival within ten days after

you arrive in the United States. Your Host Employer will need to notify us so

that we can validate you as safely arrived at camp in the SEVIS system (the

Student and Exchange Visitor Information System is the web-based system

used by the Department of Homeland Security for maintaining information on

international non-immigrant students and exchange visitors in the United

States).

• Our sponsorship is only valid for the Host Employer that we have placed you

on.

• You must report to AIFS within ten days any changes in your phone number,

email address and U.S. address.

US Office 24/7 Contact Number: 1-866-222-2074

Need to Know:

Travel outside the U.S. is covered (no

coverage in your home country) while

you are a participant of the programme.

This includes Canada and Mexico. If you

require medical attention outside of the

USA it is most likely that you will be

required to pay for this treatment at the

time. You can then submit a claim.

MEXICO

Mexican Consulate

27 E 39th Street

New York, NY 10016

1-(212) 217-6400

http://consulmex.sre.gob.mx/nuevayo

rk/

CANADA

Canadian Consulate

1251 Avenue of the Americas

New York, NY 10020

1-(212) 596-1628

http://www.canadainternational.gc.ca/

new_york/

Please bear in mind that as your sponsor we will have to terminate the program of

participants who fail to comply with the regulations. Note that failure to maintain

health/medical cover, conviction of a crime, disciplinary action, engaging in

unauthorized employment, violating sponsor rules or regulations and involuntary

suspension from the most recent exchange program are also ground for termination

of your program.

GROUP INTERNATIONAL ACCIDENT & SICKNESS COVERAGE

All participants are enrolled in Group International Accident & Sickness coverage

arranged for the American Institute for Foreign Study, Inc which meets the US

Department of State requirements for J1 visa programmes.

Getting Sick whilst in the US

The first thing to understand is that the US does not provide free healthcare for US

citizens nor for foreign visitors. This includes visits to Accident & Emergency

departments (ER) at hospitals, provision of Ambulances or visits to a local doctor.

There is always a charge, and costs in the US are amongst the highest in the world.

Your Group Cover provided through AIFS covers you (to specified levels as detailed in

the policy document) throughout the period that you are under our J1 visa

sponsorship. This includes during your 30 days travel. For full details on coverage

period, levels of cover and exclusions and endorsements see the policy document

linked on your AIFS application.

The Group Cover does have ‘deductible’ charges. This means that you are responsible

for certain initial costs on each claim you make. If you go to a hospital emergency

room (ER) for an illness or injury and are not admitted as an inpatient for treatment,

you will be required to pay the initial $250 of the costs claimed. Treatment provided

at other medical facilities will have an initial cost of $50 that you will need to pay.

If you become sick or have an injury during your time on the Programme, then the

following information may help you find the best help. Remember you will have a

lower deductible charge if you attend an Urgent Care Facility rather than ER.

Firstly, you need to know that in an emergency, you dial 911 to access Police, Fire and

Ambulance services. Generally, like in your home country, you should only use

emergency services in immediate and life-threatening situations.

If emergency services are not required, then you are likely to have some choices and

decisions to make. The following information, and that on the Group Cover pages of

your online account will help you find the most appropriate help for your situation. If

you are struggling for a solution, give us a call and we will be happy to assist you.

The main places to access medical help and assistance are as follows:

Pharmacies

If you are looking for advice on general low-level colds and infections then the local

Pharmacy can be a good place to start. The Pharmacist can give you advice on the

best cold remedy and pain relief that you might need, and they can help you

understand equivalencies to medications that you might have used at home. Advice

in a pharmacy is often freely available and you only pay for the costs of the

medication.

Urgent Care Centres

Urgent Care is a category of walk-in clinic focused on the delivery of care in a

dedicated medical facility outside of a traditional emergency room. Urgent Care

Centers primarily treat injuries or illnesses requiring immediate care, but not serious

enough to require an ER visit. Staff at an Urgent Care facility can prescribe medication

from antibiotics to pain medications, stitch small wounds and treat uncomplicated

sprains and broken bones. Urgent Care Centers will usually be open for extended

hours from early morning through to evening, and including weekends and holidays,

some might offer 24-hour service. The majority of Urgent Care Centers treat on a

“first come, first serve” basis and do not require an appointment. The wait times to

see a physician are much less than a larger emergency department at a hospital.

Emergency Room (ER)

ER (maybe you know it as Accident & Emergency, or Casualty) is a department of a

hospital and provides immediate treatment for illnesses or injuries. Patients are

generally triaged when they arrive so that the more severe cases are addressed first

with the less severe cases waiting longer. Emergency departments have access to all

the equipment and resources their supporting hospital does (always attached to the

building or at least on the same campus). Emergency services should be used for

more urgent cases such as injuries or life-threatening illnesses.

Hospitalisation for psychiatric conditions is unlikely to be covered by your Group

Cover policy. If you are admitted because of concerns for your mental health or you

are at risk of hurting yourself or others it is likely that you will be required to stay for

a set period of evaluation and assessment. In such cases, you may be personally

responsible for the costs incurred.

Drink or drug abuse will render your Group Cover void. Be responsible for

making sensible decisions for your own welfare and for those around you.

Stay healthy for the best summer!

SECTION 8

SOCIAL SECURITY NUMBERS

You are required to obtain a social security number so must apply in person in the

United States to an official of the Social Security Administration. But please note that

you must wait until at least two business days after your Host Employer has validated

you in the SEVIS* system as having safely arrived. You may consult the SSA website at

www.ssa.gov for the nearest branch office. However, please note that it can take up

to 14 days for the Social Security Office database to sync up with the SEVIS system.

* The Student and Exchange Visitor Information System (SEVIS) is the web-based

system that the Department of Homeland Security (DHS) uses to maintain information

on F and M students in the United States and the Student and Exchange Visitor Program

(SEVP)-certified schools that enrol them. SEVIS also maintains information on

Department of State designated exchange visitor program sponsors and J-1 visa

exchange visitor program participants. SEVIS is a critical tool in our mission to protect

national security while supporting the legal entry of the more than one million F, M and

J non-immigrants to the United States for education and cultural exchange.

The Social Security system in the United States originated as a supplemental

retirement benefit for all citizens. Legislation requires that all employees in the U.S.

be given a unique number to identify them as eligible for this benefit. As a J-1

Cultural Exchange visitor this benefit will not apply to you and you will be exempt

from FILA/FUTA taxes. Although, you may still be required to obtain the number in

order to receive any payment agreed.

At the first point of entry into the United States, information from your passport and

DS-2019 is copied and entered into a database. This database is controlled by United

States Citizenship and Immigration Services (CIS) and is used for tracking purposes.

It is not guaranteed that once you apply for a social security card, you will receive

one. This is determined through Social Security Association and CIS verification.

Having a social security number does not entitle you to work anywhere you wish in

the United States. If you do not show up at your destination, or leave your position

without advising us, we are obligated to formally terminate your visa status. Once we

do this, all benefits associated with your entry into the United States - including your

social security number - become null and void.

The processing of a Social Security application

To prepare for your visit to the Social Security office:

1. Visit www.ssa.gov to find the nearest branch**.

2. Find out if your branch requires a sponsor letter (We can provide one upon

request).

3. Make sure that your Host Employer has validated you in the SEVIS system as

having safely arrived at least two business days prior to visiting your local

SociaI Security office.

4. Go to the local Social Security office and apply in person.

5. Bring your valid passport, copy of DS-2019 and I-94 card with you. This can

be printed at https://i94.cbp.dhs.gov/.

6. Put down your U.S. address on the application so it can be mailed there***.

7. Ask for a “Letter of Acknowledgment” as proof that you applied.

8. If you encounter problems with any payment due because of social security

issues, please call us at 1-800-727-8233.

**It is important to note that each social security branch may operate

differently, or may not be as familiar with the processes as others, based on

location and volume.

*** Your social security card will only be mailed to the address you provide on

the application.

Helpful suggestions:

• Print a Social Security application from the website, www.ssa.gov in advance

of appearing at the social security office.

• Follow these suggested guidelines to help fill out the application form

properly.

IMPORTANT! IMPORTANT! IMPORTANT!

Before you fill out this application, you will need your mailing address and phone

number in the United States.

Item 1: NAME – First name, middle name and last name (family name).

Item 2: This refers to a US Social Security number. If you already have one of these

and you have your card, you do NOT need to reapply. If you lost your card, complete

this form and you will be sent a replacement card with the same number.

Item 3: PLACE OF BIRTH – City/town and country of birth.

Item 4: DATE OF BIRTH – The date should be written: month/day/year.

Item 5: CITIZENSHIP – Please check “legal alien allowed to work”.

Items 6&7: Check appropriate boxes (item 6 and 7 is voluntary).

Item 8: SEX Choose between Male and Female.

Item 9a: MOTHER’S MAIDEN NAME – Must be completed whether

living or deceased. Write your mother’s first name and her last name given at birth.

Item 9b: Leave blank.

Item 10a: FATHER’S NAME – Must be completed whether living or

deceased. Write your father’s first and last name.

Items 11-13: Only complete these items if you are applying for a replacement of a

lost US Social Security Card.

Item 14: TODAY’S DATE – month/date/year.

Item 15: DAYTIME PHONE NUMBER – while in the US.

Item 16: MAILING ADDRESS while in the US.

Item 17: YOUR SIGNATURE – sign here.

Item 18: YOUR RELATIONSHIP TO THE PERSON IN ITEM 1 IS

– check.

In the event of a delay, you can still be registered on the payroll using the date you

submitted the social security application. The Social Security Administration provides

information on what your employer should do if this happens:

www.ssa.gov/employer/hiring.htm.

• Click on employers (on the right side under Information For).

• Click on Employer Responsibilities when Hiring Foreign Workers (3rd entry

under resources).

General information about social security numbers for J1 visa holders (and foreign

workers) can be found on the web as follows: www.ssa.gov/pubs/EN-05-10107.pdf.

Here you will be able to find information on what to do if you do not receive your

Social Security number in a timely manner.

Over time the social security number has grown in importance and is used as an

individual identification number for everything from insurance policies to bank

accounts. Many establishments require social security numbers for individuals who

receive compensation of any sort. This includes you, even though social security and

employment taxes do not apply to J1 visa holders nor, obviously, will you receive any

retirement benefits.

Once again without exception, having a social security number does not

entitle you to work wherever you wish in the United States.

SECTION 9

TAX

Due to changes to the tax laws in the U.S. income tax system, and the elimination of

personal exemptions (which was $4,050 per individual in 2017), participants who hold

J-1 visas will now have taxes deducted from any payment received and will be

required to file a U.S. Federal income tax return and in certain cases, a State income

tax return to satisfy their U.S. income tax liability.

As AIFS is not a licensed U.S, tax advisor, we cannot give any advice or

guidance for the completion of U.S. tax return forms.

Kindly note that as a non-resident alien of the U.S., the due date to file your income

tax return for is usually 15

April.

Please note that our organisation does not have tax preparation capabilities but can

provide a referral to an accounting firm which can assist with completing and filing

the foregoing tax forms and remitting the tax due to the U.S. Internal Revenue

Service (“IRS”). Below is an outline of the documents that you would be required to

submit in connection with your U.S. tax reporting obligations.

What you will need to file your tax return(s):

1. W-4 Form: Employees must submit IRS Form W-4 (Employee’s Withholding

Allowance Certificate) to their employers so that the proper amount of federal

taxes could be withheld from their wages.

2. W-2 Form: This form is your U.S. earnings statement for the year, usually received

in the January for the previous year. You will need to submit a copy to your tax

preparer should you decide to retain an accounting firm to complete your Federal

and State (if required) income tax returns. Employers are required by law to

supply a W-2 but if you chose to prepare your tax return(s) yourself and know the

amount of taxes that have been withheld, even though we do not recommend it,

you might be able to calculate your income tax liability before your receive your

W-2.

3. IRS 1040 NREZ Form: Declare your federal taxes using this form. Please be sure

to read the form’s instructions before filling it out.

4. State Tax Form: Declare your state tax- each state is different, so use the link to

find information on your state’s tax filing forms and procedures.

How to complete your tax declaration:

1. You can choose to file your tax declaration by yourself.

2. You can use designated tax software, such as Sprintax, that will guide you through

the process in simple steps for a fee.

Further information about your Tax filing services will be sent out along with

a reminder of the need to file a U.S. tax return in January/February.

SECTION 10

POST PLACEMENT TRAVEL

Once you’re finished at your Host Employer you’ve got the whole of the US to

explore. REMEMBER, you’ve got 30 days to travel after your Programme ends! You

have the opportunity to further your cultural exchange experience by seeing some of

the greatest sites and tourist attractions in the world!

Again, we recommend that it is not the time to leave the US to go to Mexico

or Canada due to the impact of COVID-19. You will not be able to re-enter

the country on your J1 Visa, and with different travel restrictions in place

around the world due to COVID-19, it will make your life easier to stick to exploring

the US during your post-placement travel.

This is the time where you should be in contact most with your parents. As soon as

you leave your organisation, we have no idea where in America you might be. So, we

are no use to any parents ringing up worried because their child hasn’t been in

contact for a while. So please keep this in mind when you are travelling and get in

touch with your parents just to let them know where you are and that you’re safe.

SECTION 11

CONCLUSION

This Participant Orientation Handbook is your guide to a great experience! It will help

you with any problems you may have in the USA and will provide you with lots of

handy tips and advice, so please make sure you have read through all sections

carefully.

We also recommend that you print a copy of the handbook and pack it along with

your luggage OR save it to your iBooks/Android alternative. That way you'll always

have it with you in case you need it!

If you have any questions about any of the content in the Participant Orientation

Handbook, then please get in contact with AIFS.

Another important resource for your time in the US is the linked Wilberforce

Pamphlet issued by the Department of State outlining your Rights whilst in your work

placement. Please do read this before departure and save a copy in case you need to

access later on.

Remember, you are taking part in a cultural exchange and have been hired to

develop your professional skills in your current field. Show America what you and

your country have to offer and what they can learn from you, as well what you can

learn from them.

Have an amazing time!