Back to Table of Content Headings
After your Scholar Arrives
- Check in/Orientation at OISS
- Classes/coursework Course work
- Cougar Card (WSU Picture ID Card)
- E-mail and Outlook Calendar Access
- I-9 assistance
- Library access
- Social Security Card Application
- Tax information
- Ensure your scholar attends the required orientation/check-in meeting according to the date assigned to them in their welcome letter and the department checklist memo mailed to you. Instructions on what to bring are included in the letter and a checklist. Scholars at branch and research locations away from the Pullman campus will conduct the orientation via telephone according to the welcome letter.
- If your scholar cannot attend orientation on the scheduled date please notify the International Scholar Advisor immediately to reschedule their meeting time/day.
- Topics include health insurance, medical care in Pullman, traveling, maintaining status, etc
Classes/coursework Course work may be permissible if the class/es are secondary to the scholar’s primary activity; the coursework does not delay the exchange activity resulting in an extension of program end date, and the program continues to fulfill the objectives of the professor or research scholar category. Have the host faculty send a letter, memo or e-mail to the International Scholar Advisor to acknowledge their permission and attest to the above conditions.
Cougar Card (WSU Picture ID Card) Cougar Cards are obtained (in Pullman) at the Cougar Card Center in the Washington Building with the following documents and identification: 1. Personnel Action Form (paid or courtesy appointment) with a WSU ID number 2. DS-2019 3. Passport Scholars who do not have a pre-assigned WSU ID number may be charged a $7.00 fee and certain card restrictions may apply.
E-mail and Outlook Calendar access Network services, including email and Outlook Calendar access, can be obtained for visiting international faculty and scholars in the same way as domestic faculty and visiting scholars, as long as they have a WSU ID number.
I-9 assistance For assistance with I-9 questions please contact the Human Resource Service Department.
Library Access Obtaining library access for visiting scholars (paid or unpaid) follows the same procedures as domestic faculty and visiting scholars. A Cougar Card will serve as their library card (unless the visitor does not have either a paid or courtesy appointment). In this case a “community” WSU library card can be obtained. Contact the WSU Library for more information.
Social Security Card Application Social Security cards are only required for those J-1 scholars who are employed by WSU. Tips for successful issuance of Social Security Card:
- Notify OISS as soon as your J-1 scholar arrives, so that we can “validate” their record in SEVIS at least 48 hours before they apply for the SSN. According to USCIS and SSA a SSN will not be issued until a record is “validated” in SEVIS.
- If possible, arrange to have the scholar apply after 10 days have passed since their entry into the U.S. Applications submitted before this time may experience delays from 6 weeks to 3 months due to the inability of SSA to verify the entry status of the applicant.
- Encourage applicants to fill in the SSN application form with personal information that exactly matches their I-94 card.
- A Social Security Card will not be issued at the time of application but the applicant will receive a confirmation letter which can be used to process payroll requests.
The scholar must submit the following documents when applying for a Social Security Card:
- Valid Passport
- I-94 card
- J-1 Certificate of Eligibility, form DS-2019
- Completed Social Security Number Application Form (available at OISS)
- Personal Action Form or other evidence of employment at WSU (Optional, but highly recommended)
- Additional documents only for scholars who have changed their status in the US. If a scholar has changed their non-immigrant (visa) status to J-1 from a previous, different category (e.g. J-2), they should notify the SSA representative of this change, show the I-797 receipt notice and any I-94s they have from their previous status
Note: The Social Security “tips” above are based on the Fact Sheet issued by USCIS and Social Security Administration in April 2005
Tax information Questions about income tax withholding, Social Security, and Medicare deductions should be directed to the Payroll Services Office. Typically a J-1 employee will not be assessed SS and Medicare taxes within the first two years of their programs: Virtually all visiting J-1 scholars are required to file an annual tax return form (even if they had no U.S. income). Assistance for J-1 scholars with filing an annual tax return can be obtained during the tax filing period, through the OISS web site’s Tax Information Page, including scholars in remote locations and those who have completed their exchange programs. All J-1 scholars who are employed by WSU should submit a Tax Determination Questionnaire, which is found on the Payroll Services Web site for “Non-U.S. citizen information”
Page Updated: April 22, 2008