J-1 Exchange Visitor Information

If you would like to come to UW as a Visiting Scholar, Professor, or Student Intern, you must first contact an academic department or faculty member to sponsor your visit.

If you have not already contacted a faculty member or department to sponsor your visit, you should use the UW A-Z Directory to find the college or department you are interested in visiting. Use the email or phone number provided for each department to contact them to ask about sponsorship.

Once a UW faculty member agrees to sponsor your visit they should review the information and application process at Bringing a Visiting Scholar or Intern to UW.  The faculty member will require the intended Exchange Visitor to complete an information form and submit supporting documents for review and approval by the International Students and Scholars (ISS) staff.  ISS staff will issue the Form DS-2019 required for an Exchange Visitor to apply for their J-1 visa.

Once you have received an invitation from a faculty member or department, they will ask you to complete an information form and submit supporting documents to them.  The faculty will submit your documents, along with other department information to International Students and Scholars (ISS) and the ISS staff will review the information.  ISS staff will issue the Form DS-2019 and email it to the Exchange Visitor, along with instructions and additional information, so that you can begin your visa application process. NOTE: You will not contact the ISS office directly to request the Form DS-2019.  You must work with the sponsoring faculty member for this process.

Once you have received your Form DS-2019 and other materials from UW, you must apply for a J-1 visa at the US consulate. More information about preparing, and applying, for your visa application will be emailed to your with your Form DS-2019.  You can also

It is recommended that you allow ample time to obtain the J-1 visa foil from the U.S. embassy or consulate. The U.S. Department of State has indicated that the process of issuing visas to some individuals might be considerably delayed due to security clearances. Please note: Receipt of the Form DS-2019 from UW does not guarantee that you will receive a visa foil from a U.S. consulate. You can check the visa appointment wait times for any US consulate city before submitting your DS-160 visa application.

Scholars are advised not to make travel reservations until you have obtained your visa in case your visa is delayed or denied.

To Apply for Your J-1 Visa: (also included in the email with your Form DS-2019)

PRINT the Form DS-2019, SIGN it, and CARRY the paper with you.  You may not present the Form DS-2019 on your electronic device! Your name on the DS-2019 is based on the machine readable zone at the bottom of your passport page and is formatted per federal naming standards for DS-2019 issuance.

PRINT the Using a Form DS-2019 Printed from an Email information sheet and carry with your Form DS-2019 in case anyone questions the validity of this form. 

PAY the I-901 FMJ Fee and print your receipt to carry with your Form DS-2019. There is no I-901 fee for J-2 dependents.  NOTE: There is no fee charged by UW or the ISS office for processing of the DS-2019 or for immigration support provided while you are at UW. 

APPLY for your J-1 visa by completing the DS-160 visa application online. Read about your J-1 visa and report any visa appointment or processing delays to ISS and to your academic department at UW right away!

ATTEND your visa interview at the US consulate. Consult the US embassy or consulate website for specific documents required. Generally, you will be required to show your Form DS-2019, receipt for I-901 SEVIS fee payment, Form DS-160 (visa application) confirmation page, and application fee payment receipt. You may also be asked to show an invitation letter from your sponsoring faculty or department, ability to pay all costs while in the US (financial support as submitted to UW or confirmation of intended pay from UW), marriage certificate if bringing a spouse with you, and proof of intent to return to your home country after your visit to the US. You may also be asked if you have worked, studied, or resided in the United States previously.

NOTIFY ISS (uwglobal@uwyo.edu) and your UW academic department if you will not be able to arrive at UW by the Program Start Date on your Form DS-2019. An updated From DS-2019 may be required for visa application and/or US entry.

**Canadian Citizens—Canadian citizens do not need a J-1 visa foil in their passport, but rather may obtain their visa status when they enter the United States by showing proof of Canadian citizenship, the UW Form DS-2019, proof of financial support, and proof of payment of the I-901 SEVIS fee. Canadian citizens do NOT need to make an appointment at the US embassy or consulate.

Entering the United States

A visa does not guarantee entry into the United States. A visa only allows a foreign citizen to travel to a US port of entry and request permission to enter the United States. The Department of Homeland Security (DHS) Customs and Border Protection (CBP) officials at the port of entry have authority to permit or deny admission to the United States. You will be asked to present your passport, visa, and DS-2019 at the port of entry. NOTE: Most US ports of entry are no longer physically stamping your passport upon entry. Your entry will be entered into the electronic system and your arrival record can be retrieved online within about 24 hours after your arrival.

Travel to the University of Wyoming in Laramie, Wyoming

The closest international airport to Laramie, WY is Denver International Airport (DIA) in Denver, Colorado. You should first fly to DIA and then make your way to Laramie. From DIA, there are several options to get to Laramie:

• You can fly into the Laramie Regional Airport on United Airlines from Denver. If you need shuttle service from the Laramie Regional Airport to your apartment or the UW campus, you must call a taxi or Uber/Lyft upon arrival. Taxi services, Uber, and Lyft are VERY limited in Laramie. You may also make arrangements with your department or faculty sponsor to pick you up from the Laramie airport.
• Ask your UW faculty or academic department if they can pick you up from Denver International Airport. Some departments/faculty are willing to pick you up from Denver International Airport, but this a two-hour drive from Laramie and may not be safe during the snowy winter months.
• Groome Transportation provides shuttle service from Denver International Airport to Laramie. Rates are approximately $80-$100. Groome Transportation can deliver you right to the UW campus, or to a local hotel. NOTE: Groome Transportation may suspend service to Laramie during the winter months (November through March) due to winter road conditions. Check the Groome Transportation website for available service).
• Greyhound provides daily bus service from Denver, Colorado to Laramie Wyoming. The Greyhound bus station in Denver is not located at Denver International Airport, so you will have to use the light rail train system to travel from DIA to Union Station in Denver to catch the Greyhound bus. If you need shuttle service from the Greyhound bus stop in Laramie to your apartment or the UW campus, you must call a taxi or Uber/Lyft upon arrival. Taxi services, Uber, and Lyft are VERY limited in Laramie. You may also make arrangements with your department or faculty sponsor to pick you up from the Greyhound bus stop.

 

When You Arrive in Laramie

REPORT your arrival to ISS by submitting the J-1 Scholar Check-in Survey online within 48 hours of your arrival in Laramie.  To complete the survey you will need your Laramie address and scans of your passport, visa, DS-2019, and I-94 (found at https://i94.cbp.dhs.gov/I94/#/home by clicking on “Get Most Recent I-94” at the top of the page).

COMPLETE your check-in process by meeting with the ISS staff.  You should schedule your appointment with the ISS staff person who signed your Form DS-2019. During this meeting we will review important information and answer any questions that you have.

All J-1 Exchange Visitors have responsibilities and requirements in order to maintain their immigration status while in the US. These include providing ISS with information updates and maintaining medical/health insurance for the duration of your stay.

Medical/Health Insurance is Required

Exchange visitors on the J visa, including spouse/dependents, are REQUIRED BY LAW to have health insurance that meets federally mandated guidelines for the duration of their time in the US. The minimum coverage that is required by U.S. Department of State includes:

a.) Medical benefits of at least $100,000 per person, per accident or illness

b.) At least $25,000 for repatriation of remains

c.) $50,000 minimum for expenses associated with medical evacuation

d.) A policy secured to fulfill the insurance requirements shall not have a deductible that exceeds $500 per accident or illness and must meet other standards specified in the regulations.

The regulations also state that "willful non-compliance to the regulation will result in termination of the exchange visitor's program”. While ISS does not require proof of insurance coverage, the exchange visitor must confirm they have the required coverage upon check-in with ISS. ISS does periodically conduct audits to confirm that all current exchange visitors continue to maintain the required coverage.

Exchange visitors - employed by UW in a benefited position: Benefited employees are eligible for the UW employee health insurance policy and additional coverages such as vision and dental insurance. Exchange visitors who are eligible are encouraged to sign up for the UW employee health insurance and other benefits as local medical facilities are preferred providers in the UW employee health insurance policy. Benefit information and instructions to sign up will be given by UW Human Resources staff at the new-employee orientation. Unfortunately, the UW employee health insurance does not meet the federal requirement for J visa holders because the minimum deductible is more than $500 and the policy does not include benefits for medical evacuation and repatriation of remains. Benefited J visa holders who sign up for the UW health insurance MUST purchase an additional health insurance policy that meets the federal requirements for J visa holders.

Exchange visitors - sponsor/self-funded or employed by UW in a non-benefited position: Non-benefited employees at UW are not eligible for the UW employee health insurance policy and must purchase all required and desired insurance coverage on their own.

Cost of Health Care and Insurance: Health care costs in the US can be very expensive depending on the care needed and where/by whom it is provided. Medical insurance reduces the cost of care, but it is still a complicate system. Medical insurance costs will depend on whether you are a benefited employee of UW where you will pay very little for your insurance, or whether you purchase a policy outside of UW. You should compare insurance rates for various companies based on your needs and choose the policy that meets the regulations but also best fits your budget.

Tips for purchasing a J visa compliant insurance policy:

• Purchase a policy in your home country that will cover you in the US and meets the J visa requirements.
• Purchase a policy from an independent company. ISS has created a non-exhaustive list of companies that report to have J visa compliant policies. See below.
• Purchase a policy through the UW Student Insurance office, stuins@uwyo.edu. This policy does meet the federal J visa requirements.
• Insurance purchased through the US Marketplace as part of the Affordable Care Act will usually NOT meet the J visa requirements because most do not include points b and c above. We recommend that you do not sign up through the Marketplace for medical insurance.

Exchange visitors who want to purchase medical/health insurance outside of UW can access this non-exhaustive list of medical/health insurance companies.  UW does not endorse any specific company.  This list is provided only to assist visitors in looking for a possible insurance company.

Provide Information Updates to ISS

All J-1 exchange visitors are required to provide updates to their information to ISS so that their SEVIS immigration record can be updated.  Notify ISS within 10 days after any change to your:

• Physical Address or Mailing Address in the US
• Email Address
• Personal Phone Number
• Campus Address (your office, lab, or department)
• Campus Phone Number
• Address in Home Country
• Phone Number in Home Country

You will update ISS by completing the J Exchange Visitor Request Survey (non-student) online.

J-1 exchange visitors may only be employed by UW, and only for the purpose for which their Form DS-2019 was issued. Departments who will pay their visiting scholars must declare this pay and it must be noted on the Form DS-2019. J-1 exchange visitors generally may not be employed off campus or for any other reason during their appointment at UW. If opportunities for any kind of employment arise, please contact ISS to see if any approval may be possible. Exchange visitors should never accept any kind of compensation for tasks such as babysitting, shoveling snow or other manual labor, or providing any kind of good or services to another.

Because J-1 visa holders are not allowed to work for anyone other than UW while inside the US, online work for another company is not allowed, even if the employer is outside of the US.

J-1 exchange visitors who are being paid by UW must check in with the UW Tax Accountant after arrival on campus. Visitors should make an appointment by phone at (307) 766-2821 or e-mail tax@uwyo.edu regarding the completion of a W-4 form for federal withholding taxes and sign-up with the GLACIER tax system.

J-1 exchange visitors who are being paid by UW must also apply for a US social security number. See the section below for instructions on how to apply.

A Social Security Number (SSN) is needed for employment in the United States. Exchange Visitors are eligible to apply if they are employed in the U.S. or have been offered a job. If you are paid in the U.S., you must have a SSN to file a U.S. income tax return. Exchange Visitors who are not being paid in the US are not eligible to apply for a SSN.

Application Process

You must apply at the Social Security Administration Office in Cheyenne, WY. You may not apply until one month after your arrival to UW. You should receive your social security number in the mail within 4-6 weeks after you apply. 

Step 1: Collect and Complete Required Documents

• Request and collect Employer Letter from your department/employer on department letterhead.On-campus employers should use our form letter. Letter should be completed by the department where you are working, NOT Human Resources.
• Complete and submit the Social Security Application, Online Form. Print the application/confirmation number upon completion of the form.
• Original (printed and signed) DS-2019, passport, visa foil, and I-94 printout – You will bring and present these documents to the SSA agent during your appointment.

 Step 2: Submit Survey to Request ISS Letter

• Must attach the Employer Letter (offer letters are not acceptable). See form letter above.

ISS staff will issue the ISS Letter and email it to you upon review of the Survey. You must print and carry this letter with you to your appointment.

Step 3: Visit Social Security Administration in Cheyenne to Apply

After you receive the ISS letter, you will travel to the Social Security Administration in Cheyenne to attend an appointment for your Social Security Number. You do not need to make an appointment in advance. You can view the operating hours for the Social Security Administration on their website, noted below.

Social Security Administration
3001 E. Pershing Boulevard, Suite 140
Cheyenne, WY 82001
Phone (800) 772-1213

Current exchange visitors who are already in the US and would like to have their spouse or children join them while at UW may request a Form DS-2019 for J-2 Dependents.

Spouse or child (under age 21 years) dependents of current J-1 exchange visitors will need to apply for a J-2 dependent visa at a US embassy or consulate before coming to the US. The exchange visitor should request a Form DS-2019 from ISS by submitting the J Exchange Visitor Request Survey (non-student) online to ISS.  You will need a copy of each dependent’s passport ID page and additional financial support proof if necessary. Visitors must demonstrate additional financial support of at least $2000 for the J1 and at least $850 per month for each dependent. All J visa holders, including J-2 dependents are required to have medical/health insurance that meets the federal minimum requirements. These costs are in addition to the minimum amount of funding required per month. You will also need the dependents’ date of birth, city of birth, country of birth, country of legal residence, and email for spouse only.

Exchange visitors on the J-2 dependent visa are allowed to study in the US without additional permission or documentation from ISS, but they must meet all admission requirements for the institution at which they will study. J-2 visa holders may apply for permission to work in the US during their stay. The approval process can take up to 90 days and requires an application fee to be paid to USCIS. J-2 visa holders may NOT work anywhere, on or off campus, until the Employment Authorization Document is received from USCIS and the start date is reached. Please refer to the section “Applying for J-2 Work Authorization” below for more information and application process.

J-2 dependent visa holders may apply to USCIS for work authorization. This authorization is valid ONLY while the J-1 is maintaining status in the US, and for one year at a time.

Department of Homeland Security (DHS) regulations state that “J-2 employment may be authorized for the duration of the J-1 principal alien’s authorized stay as indicated on Form I-94 or a period of four years, whichever is shorter. The employment authorization is valid only if the J-1 is maintaining status.” USCIS will issue the Employment Authorization Document for one (1) year at a time. A new application and fee is required to renew the work authorization each year. Applicants should apply early to avoid a gap in work authorization between a previous authorization end date and the approval of the new authorization. The regulations also state that, “Income from the spouse's or dependent's employment may be used to support the family's customary recreational and cultural activities and related travel, among other things. Employment will not be authorized if this income is needed to support the J-1 principal alien.”

ISS staff can conduct a basic review of the application materials for employment authorization before you submit the application to USCIS if you wish. You can email a scan of your documents to uwglobal@uwyo.edu to request the review. No additional document is required from ISS for J-2 work authorization application.

1. Form I-765

• Part 1 - Choose #1.a. Initial permission to accept employment
• Part 2 -
  • Your U.S. Mailing Address - We suggest you use the UW ISS office address for this purpose. In Care of Name (if any): ISS, 1000 E University Ave, Apt 3707, Laramie, WY 82071
  • Your U.S. Physical Address: Enter your actual physical address
  • #27 – Must use this code: (c)(5)( )
• Parts 4, 5, & 6 – Leave blank

2. Form G-1145
3. Application fee - Check or money order payable to “US Department of Homeland Security”. Current application fees can be found by downloading the USCIS Fee Schedule at https://www.uscis.gov/g-1055 and looking in the Appendix C: I-765, Application for Employment Authorization section, General Filing, paper filing.
4. Two (2) passport-style photos taken no more than 30 days before filing the form. These can be obtained at the UW WyoOne ID Office on campus or off campus at WalMart, FedEx Kinkos, or the UPS Store. Write applicant name and SEVIS ID# with felt tip pen/marker on the back of each photo and seal in envelope or plastic sandwich/snack baggie.
5. Letter from J-2 stating why the employment is desired.  While the letter does not need to demonstrate financial need to receive the employment authorization, it should indicate the source and amount of support for the J-1 Exchange Visitor and specifically state that the income derived from the employment will not be used for the support of J-1 Exchange Visitor.  See the J-2 Applicant Sample Letter for guidance on writing the letter.
6. Copy of the current J-2 DS-2019, passport ID page, visa foil, and I-94 arrival record printout (found at https://i94.cbp.dhs.gov/home)
7. Copy of the current J-1 DS-2019, passport ID page, visa foil, and I-94 arrival record printout (found at https://i94.cbp.dhs.gov/home)
8. Copy of any previous Employment Authorization Documents or Change of Status documentation for J-2

Applicant will submit the application packet to the appropriate lockbox filing location. Adjudication of the application can take up to 90 days or more but may take less.  J-2 visa holders may NOT begin employment until the EAD is received and the start date on the card is reached.  The employment authorization is only valid if the J-1 exchange visitor is maintaining status in the US.

Note: J-2 dependents are subject to federal income taxes, and state income taxes, if the state has income taxes, because the employment services were not performed “to carry out a purpose for which the individual was admitted.”  See IRS publication 519, United States Tax Guide for Aliens. J-2 visa holders can also contact the UW Tax Accountant at tax@uwyo.edu or 307-766-2821 for questions or assistance.  J-2 visa holders who begin work at UW must contact the UW Tax Accountant to set up their UW tax withholding information within one month of their employment start date.  They must also apply for a US social security number after the Employment Authorization Document is received.  See the section “Applying for US Social Security Number” above for the application process.

If an exchange visitor or their dependents will travel outside of the US for a short period, they must request an updated Form DS-2019 that has been signed for travel BEFORE leaving the US.

This travel signature is required for re-admission to the US. Failure to get a travel signature may result in denial of entry at the US border upon return. The travel signature is valid for six months. Visitors should always notify ISS of any planned travel outside of the US even if they do not need a new travel signature by submitted the Travel Notification/Signature Request online at least one week prior to their travel date. This online request can also be found on the ISS website – Look for the brown button with the gold airplane!

After each trip outside of the US, the exchange visitor (and dependents) should print their updated I-94 and submit it online to ISS along with new passport or visa (if applicable) so that updated copies can be put in their file.

If an exchange visitor would like to extend their appointment at UW they must have the support of their sponsoring faculty or department must formally request an extension from ISS at least two weeks BEFORE the program end date printed in Box 3 on the Form DS-2019.

There are limitations on length of stay for each J-1 visa category. The Form DS-2019 cannot be extended past the allowed total length of stay. Short-term Scholars may be in the US for no more than six (6) months at a time. Professors and Research Scholars may be in the US for no more than five (5) years at a time. Student Interns may be in the US for no more than twelve (12) months at a time.

To request an extension the exchange visitor must provide the following documentation to ISS staff via the online J Exchange Visitor Request Survey (non-student):

• Letter from the UW sponsoring faculty or department requesting an extension.  The letter must include exact dates of extension and amount of funding provided for the period of extension if paid by UW.

• Proof of funding (if not provided by UW): at least $2000 per month for the J1, and at least $850 per month for each dependent (spouse or child).

• Verification statements that the exchange visitor has been maintaining and will continue to maintain health insurance for themself and all dependents.  Verification will be made in the J Exchange Visitor Request Survey (non-student) Survey online with the extension request.

 

Exchange visitors employed by UW must provide a copy of the updated Form DS-2019 to UW Human Resources to continue their employment.

Exchange visitors MUST depart the US no more than 30 days after the end date printed on the Form DS-2019.

Exchange visitors are required to stop all work and research activity on the end date shown in Box 3 on the Form DS-2019 or on the date of termination if terminated from their UW appointment. Because exchange visitors may need time to close accounts, clean their apartments, sell cars, want to travel in the US, etc most will have a 30 day grace period after the end date printed on the Form DS-2019.  Exchange visitors who are terminated from their appointment at UW, or whose J1 record is terminated for failing to maintain their status, do not have a grace period and should plan to depart the US immediately.

If the exchange visitor’s objectives are completed before the end date give in Box 3 of the Form DS-2019, or the exchange visitor is terminated from their UW appointment, both the exchange visitor AND the sponsoring faculty must notify ISS so that the immigration record can be updated.  Failure to update the immigration record can have an impact on future visits to the US for the exchange visitor and could put the exchange visitor and UW in violation of federal immigration regulations.

J exchange visitor’s should notify ISS of early completion or termination by submitting the online J Exchange Visitor Request Survey (non-student).

212e Two-Year Home Physical Presence Rule

Some Exchange Visitors are subject to the 212e two-year home physical presence rule. 212e requires the exchange visitor to return home for at least two years after their exchange visitor program ends. Time spent in an exchange visitor’s home country during their J appointment (such as vacations) is counted toward their two years. This two-year home presence requirement, which is explained on the back of the Form DS-2019, applies to exchange visitors who meet one of the following:

• Receive Government Funding from home or UW government: Any funding from the exchange visitor’s home government or being named in a U.S. government grant or fellowship specifically designed for exchange.
• On the EV Skills List: The Exchange Visitor's Skills List is a list of fields that have been identified by the exchange visitor’s home government as being in demand. If the exchange visitor’s field is listed on the skills list for their home country they may be subject to this requirement.
• Medical Training: J status is sponsored by the Educational Commission for Foreign Medical Graduates.

The exchange visitor who is subject to this requirement must reside for an aggregate of two years in their “home” country before being eligible to return to the US in any “intent to immigrate” status including H1B, L, K, and other visas.  Exchange visitors who are subject to 212e are also not eligible to apply for a change of status from within the US until the two years is met or a waiver is received (see below). Persons subject to the two-year home country residence requirement can return to the US during in most other nonimmigrant statuses such as F, tourist, or another J appointment (see below for additional restrictions on returning in J status).  A notation is often printed on the exchange visitor’s J visa in their passport noting whether they are subject or not subject. The notation should also be made on the Form DS-2019 by the consular officer during the visa interview.

Exchange visitors subject to 212e may be eligible to apply for a waiver of the rule.  Waivers can take one year or more for decision.  Staff at UW are not able to provide guidance or advice on the waiver. If you are considering applying for a waiver of the two-year home residency rule you should contact a qualified immigration attorney. You can contact the UW College of Law Center for International Human Rights Law & Advocacy or this non-exhaustive list of Legal Resources off campus.

12 Month Ban/24 Month Bar on Repeat Participation for Research Scholar or Professor Categories

The 12 month ban and 24 bar on repeat participation affects J-1 exchange visitors who have previously been in the US on a J visa and wish to return using the J visa. The ban/bar prohibits participation in the Research Scholar or Professor categories only, depending on what the previous J category was. The following chart shows how long an exchange visitor would have to wait before they could obtain a new J-1 visa in the Research Scholar or Professor categories visa based on their previous J visa category. These bans/bars do not apply to a person who has never been in the US on a J visa, or those who will return to the US in a category other than Research Scholar or Professor.

To see how long a former J visa holder would have to be outside of the US before they can return to the US on a J visa in the Research Scholar or Professor category: