Since OIS has almost all the information you need to know, we won't duplicate their efforts. However, there are some hints in filling out these applications that we will share with you.

GENERAL:

1. The applications printed from our web site are in Word-protected format. All you have to do is tab to any area on the form and type in the requested blank, then tab to the next, and so on.
   
   
2. Currently, the HR Director is the department designated signer for the Department Head. Please insert her name wherever it is needed (except for the one page on H1B application where Dr. Layden's name is indicated). The contact person is Jetaun Frazier.
   
3. Please send completed visa applications via e-mail to Jetaun Frazier. This is to simplify matters if information on the application needs to be corrected.
   
   
4. If desired, send a hard copy of the visa application to the Jetaun Frazier. Of course, the hard copy of the pages that are signed by the visitor will have to be sent, but it is not necessary to send the entire application or a copy. All BCIS and/or OIS fees should be included with the packet, or a note via e-mail or with the paperwork that they are forthcoming.

J-1s (or DS-2019 Requests)

1. Almost any academic professional employee title can be used to hire a person on a J-1 visa, as long as they meet the requirements of the PAPE. Usually, though, a Postdoctoral Research Associate or Visiting Research Specialist title is preferred. Faculty titles are not usually recommended, as this is meant to be a short-term employment stint.
   
   
2. Another title that can be used is Visiting Scholar. However, the person must have at least a master's degree in order to be hired in that title.
   
   
3. Unlike H1Bs, there is no salary minimum, except for the University academic professional minimum salary or higher.
   
   
4. Do not confuse an employee title with an employment category. Most, if not all, of our visitors are here on a Research Scholar visa. It is a short-term (less than three years) non-immigrant visa.
   
   
5. J1s do not qualify for University insurance as they are not contributors to SURS. However, a supplement will be added to their base salary to help pay for insurance. This stipend is currently $166.67/month and is paid from the PI's grant.
   
   
6. Offer letters should include this phrase: "Contingent upon receiving appropriate visa clearance"
   
   
7. Once a J1 visitor has been deemed to meet the Substantial Presence test determined by the University, Payroll will inform the employee by letter. If an employee hands this letter to a business manager, please notify the DOM-HR office immediately. We will need to submit the ECOS to reflect this change, as well as the employee will need to go to the Benefits Office to select an insurance carrier, sign up for SURS contributions, etc.
   
   
8. Be as accurate on the start date as you can. There is a 60 day window of opportunity for the visitor to come to the United States. For example, if the anticipated start date is April 1, the visitor can come to the United States anytime between March 1 and May 30. If the visitor cannot come in those 60 days, a new application, and fees, must be submitted. A new offer letter can always be written to reflect the new starting date.

H1Bs

1. Any academic professional or faculty title is appropriate, as long as the visitor meets the requirements for the title.
   
   
2. There is a minimum salary that the IL Department of Labor requires the visitor to earn. The minimum is determined by the information as filled out in the Prevailing Wage Statement. For 2003, this minimum is $24,108, and at this level, the section is REQUIRED to pay the fee, as the government considers that this person will not be making this minimum if s/he pays the fee. The visitor must be hired at least at this salary level.
   
   
3. The Prevailing Wage is a bit higher, and the section has the option to pay this salary.
   
   
4. Please fill out the H1B visa application as much as possible. For the Sponsoring Department pages, fill out Page 7 completely, the Compliance form through #7, and the top half of the Prevailing Wage Statement. DOM HR will complete the missing sections. Send the application via e-mail to the Director, HR. The first two pages of the application, the translation page, and supporting documentation can be sent via campus mail.
   
   
5. If the H1B visitor has dependents, Form I-539 can be obtained from the BCIS web site. The application is filled out from the dependent's perspective (usually spouse), and will declare the children (if any) on this application.