J-1 Onboarding
On-boarding a J-1 participant into your organization is very similar compared to on-boarding a US citizen or US resident. However, are a few points employers should be aware of and keep in mind throughout the process. On this page we will go over some of these points to make sure nothing is overlooked.
J-1 On-Boarding Steps For Host Companies
Social Security Number
Can a J-1 participant work while they are waiting on their SSN?
Yes, because their J-1 visa in combination with Form DS-2019 is considered their authorization to work. The international participant will be applying for a SSN after their arrival in the United States. Employers are still allowed to have their international intern or trainee to work while the participant is waiting for their social security card (and number) to arrive. However, some organizations prefer to wait until they have received their SSN.
How long will it take for the social security card (and number) to arrive?
This can take up to four weeks, but in most cases participants will have their SSN within two weeks.
Can a J-1 participant get paid while they are waiting on their SSN?
No, because getting paid requires the employer to provide a SSN. For that reason, many companies choose to either back-pay the participant or have them wait until they have received their SSN. Both options will be OK.
I-9 and E-Verify
How is Form I-9 completed for a J-1 participant?
Section 1 must contain the program end date as the date employment authorization expires. This date is mentioned on the DS-2019 form that the J-1 participant has in their possession. For section 2 employers may enter a combination of a foreign passport, their form I-94 indicating J-1 non-immigrant status, and Form DS-2019 with the endorsement of a responsible officer. Enter the Student and Exchange Visitor Information System (SEVIS) number as the document number and the program end date as the document expiration date.
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How to complete E-Verify while the participant is waiting for their SSN to arrive?
E-Verify can only be completed when the participant has received their SSN. You may set this step aside and complete it once the participant is in possession of it.
Tax Withholdings
What tax withholdings do not apply to J-1 participants?
J-1 participants are exempt from FICA and FUTA withholdings as per Section 3121(b)(19) from the Internal Revenue Code. This means employers should not withhold Medicare, Federal Unemployment, or Social Security Taxes. Consult your state tax board or tax professional to see if your participants is exempt from state unemployment taxes as well. J-1 participants are only required to pay federal, state and local income taxes.