Host Resources

Each J visa category within the US immigration system has its own eligibility criteria, requirements, restrictions, and rules. Departments wishing to invite J-1 visiting scholars to AU should read over the below information to ensure the visitor and proposed program meet all requirements prior to pursuing use of the J-1 visa.

BEFORE COMPLETING THE DS-2019 REQUEST FORM

Before working on the DS-2019 request form, the host faculty member and departmental staff will need to:

• Make sure the potential scholar has obtained at least a bachelor’s degree.
• Check eligibility criteria for the proposed J-1 category: Refer to the DS-2019 request form page 1 under “Eligibility Requirements for All J-1 Exchange Visitors” and “Limitations of Each J Category.”
• Understand financial situation: The J-1 Exchange Visitor program regulations require that the J-1 Exchange Visitor possesses adequate financial resources to participate in and complete his or her exchange visitor program and support any accompanying spouse and/or children. The minimum support for a single visitor is $1,500 per month, plus $400 per month for a spouse and $350 per month, per child.
• Determine a reasonable start date (2-3 months in future for unpaid positions; more for paid positions): Refer to DS-2019 request form page 3 under “Application Process.”
• If proposed visitor meets criteria and a reasonable start date can be agreed upon, issue an invitation letter.

COMPLETING THE DS-2019 REQUEST FORM

POTENTIAL J-1 COMPLETES THE FOLLOWING SECTIONS:

• Section 1: J-1 Visitor’s Demographic Information
• Section 2: Financial Information
• Section 3: Dependent Family Information
• At the bottom of section 3, potential J-1 is required to provide supporting documentation: Refer to page 7 under “Required Documentation to be Submitted with this Form.”)

HOST DEPARTMENT COMPLETES THE FOLLOWING SECTIONS:

• Section 4: Department Information and Approval
• Pages 9 and 10: English Proficiency
• Page 11: Banner ID request form (Complete this form only if a Banner ID and building access are needed.)
• Host department is required to provide: Original invitation letter to visitor and detailed description of activity, which describes what the visitor will be doing while at AU
• Host department is also responsible for checking the completeness of the entire DS-2019 application form and making sure all supporting documentation is attached.

HOST DEPARTMENT COLLECTS SIGNATURES:

• On page 8, please collect signatures from the hosting faculty member and department chair.
• On pages 9 and 10, if an English Language Proficiency Interview is conducted, please collect signature from the interviewer.
• On page 11, please collect signature of the department chair.

HOST DEPARTMENT FORWARDS THE ENTIRE APPLICATION PACKET TO THE DEAN’S OFFICE:

Upon reaching the dean’s office, the application packet will be processed according to the following steps:

• Kelly Pippin will collect a signature from the Dean and forward the packet to the Auburn Research Security Office for Gerogia White’s approval.
• Gerogia White will then forward the packet to the Provost’s Office for Kerry Ransel’s approval.
• Kerry Ransel will deliver the packet to the Office of International Programs (OIP) for them to process the DS-2019.
• OIP staff will email the host faculty when a paper DS-2019 is ready to be picked up; OIP staff will email the scholar directly  regarding visa application and entering the country.
• Faculty or departmental staff may stop by 228 Foy Hall to pick up the document and arrange shipping.
• Faculty or departmental staff may start pre-arrival communication with the scholar regarding housing, office space, etc., if they have not already done so.

The J-1 Student Intern category allows international students currently enrolled and pursing a degree at a postsecondary academic institution outside the U.S. to participate in student internship programs for up to 12 months (limited to just 12 months of internship per degree level). Departments planning to host J-1 Student Interns are responsible for developing an internship plan, evaluating intern participation, and supporting the intern through faculty mentorship.

BEFORE COMPLETING THE DS-2019 REQUEST FORM

Before working on the DS-2019 request form, the host faculty member and departmental staff will need to:

• Check the J-1 student intern program requirements: Refer to the DS-2019 request form page 1 under “J-1 Student Intern Program Requirements.”
• Under the financial situation: The J-1 Exchange Visitor program regulations require that the J-1 exchange visitor possess adequate financial resources to participate in and complete his or her exchange visitor and support any accompanying spouse and/or children. The minimum support for a single visitor is $1,500 per month, plus $400 per month for a spouse and $350 per month, per child.
• Determine a reasonable start date (2-3 months in future for unpaid positions; more for paid positions): Refer to the DS-2019 request form page 3 under “Application Process.”
• If proposed visitor meets criteria and a reasonable start date can be agreed upon, issue an invitation letter.

COMPLETING THE DS-2019 REQUEST FORM

POTENTIAL J-1 COMPLETES THE FOLLOWING SECTIONS:

• Section 1: J-1 Visitor’s Demographic Information
• Section 2: Financial Information
• Section: Dependent Family Information
• At the bottom of section 3, the potential J-1 is required to provide supporting documentation: Refer to the DS-2019 request form page 6 under “Required Documentation to be Submitted with this Form.”

HOST DEPARTMENT COMPLETES THE FOLLOWING SECTIONS:

• Section 4: Department Information and Approval
• Pages 8 and 9: English Proficiency
• Page 10: Banner ID request form (Complete this form only if a Banner ID and building access are needed.)
• Host department is required to provide: Original invitation letter to visitor and detailed description of activity, which describes what the visitor will be doing while at AU.
• The host department is also responsible for checking the completeness of the entire DS-2019 application form and making sure all supporting documentation is attached.

HOST DEPARTMENT COLLECTS SIGNATURES:

• On page 7, please collect signatures from the hosting faculty member and department chair.
• On pages 8 and 9, if an English Language Proficiency Interview is conducted, please collect signature from the interviewer.
• On page 10, please collect signature from department chair.

HOST DEPARTMENT FORWARDS THE ENTIRE APPLICATION PACKET TO THE DEAN’S OFFICE:

Upon reaching the dean’s office, the application packet will be processed according to the following steps:

• Kelly Pippin will collect a signature from the Dean and forward the packet to the Auburn Research Security Office for Georgia White’s approval.
• Georgia White will then forward the packet to the Provost’s Office for Kerry Ransel’s approval.
• Kerry Ransel will deliver the packet to the Office of International Programs (OIP) for them to process the DS-2019.
• OIP staff will email the host faculty when a paper DS-2019 is ready to be picked up; OIP staff will email the scholar directly  regarding visa application and entering the country.
• Faculty or departmental staff may stop by 228 Foy Hall to pick up the document and arrange shipping.
• Faculty or departmental staff may start pre-arrival communication with the scholar regarding housing, office space, etc., if they have not already done so.

The College of Agriculture enjoys many international visitors on a yearly basis. These foreign travelers visit our college on various visa categories, and the most commonly seen ones are B-1/B-2 visa, Waiver for Tourist (WT) / Waiver for Business (WB), USAID J-1 scholars/students visa; USDA J-1 scholars/trainees visa.

For those whose travel expenses will be reimbursed or whose services will be paid, departments need to coordinate with the following offices to set things up in advance. This also applies when preparing grant proposals or contracts. To avoid the same questions being asked by multiple individuals concerning the same guest or entity, it is important to either run your questions through the Office of Global Programs, the College of Agriculture’s business office or your department’s business office.

FOR ANY TAX ADVICE, PLEASE CONTACT:

Tammy Moore | Manager, Tax Compliance | Office of Controller | morgata@auburn.edu | 334-844-4754 (office)

Resource: Payment/Reimbursement request form for Non-US persons and entities

Note: When it comes to payment/reimbursement for a Non-US person, please always complete the above request form with Tammy Moore first. Tax and federal immigration laws restrict the types of services a Non-US citizen may perform and the types of payments and/or reimbursements they are allowed to receive. It is imperative to know before the guest arrives at Auburn or before you submit a proposal for funding their immigration status and whether they are traveling to AU from outside or inside the US.

To finalize payment/reimbursement method(s), please work with departmental accountants and PPS.