Policies and Procedures

International Employment

Contact: Madeline Byrne
Email: Madeline.Byrne@ucf.edu
Phone: (407) 823-0098

Updated: October, 2019

All international hires must go through UCF Global. Below outlines the relevant information when hiring international employees. It is important to contact UCF Global as soon as the unit identifies a selected candidate who may require visa support. General email: ucfglobal@ucf.edu; General phone number: (407) 823-2337; Website: : https://global.ucf.edu/

TOPICS:

1)   Student International Employment
2)   Inviting a J-1 Exchange Visitor
3)   F-1 OPT Students
4)   H-1B Visa

Student International Employment
Process: 

  • Student arrives in the U.S. and meets with the department representative who is processing  their new hire paperwork
  •        o The hire will need an offer letter so they can go to the Social Security                              Administration office as soon as possible. More information on obtaining a                   social security number can be found on this checklist (published by UCF                       Global).
  • The unit or student makes arrangements with and goes to UCF Global to complete their payroll sign in paperwork. Note: UCF Global does not complete all payroll sign in documents required by HR. For a complete list of forms done by Global vs. the unit, visit the ALL UNITS shared folder: S:\COS Budget\1_ALL UNITS\Training, Workshops & Manuals\HR – International Hires\Payroll Sign_International Hires.
  • Global will give the student the completed packet to bring back to their hiring unit. If the student does not have a social security number, Global will provide a temporary ID number to use for the hire ePAF.
  •  The hiring unit receives the paperwork from the student and proceeds with the hiring process. For more information on completing an ePAF, please visit the ePAF section of this website.

Inviting a J-1 Exchange Visitor
Website: https://global.ucf.edu/scholarsandprofessionals/j1exchange/
Departments and colleges may sponsor a foreign national to come to UCF for the purpose of teaching, lecturing, consulting, and/or conducting research. The allowed length of an exchange visitor programs depends on the chosen J-1 visa scholar category, which may be research scholar, professor, short-term scholar, or specialist. Each category has specific immigration guidelines and restrictions; therefore, departments are encouraged to consult with a J-1 immigration advisor in UCF Global prior to offering a position/sponsorship to a foreign national. NOTE: Immigration regulations do not allow J-1 scholars to be placed in tenure-track positions.

Process for obtaining a J-1 visa
Note: wait times can vary between three days to three months, depending on the country of origin. It is recommended to plan and complete the sponsorship process as early as possible.

  • The unit consults with UCF Global once an exchange visitor is identified but prior to offering a position/sponsorship.
  •  The unit initiates the DS-2019 request form through the online portal here.
    o The user will need to know their NID and NID password.
  • The DS-2019 form routes to UCF Global and generates the attestation letter based on  the information provided and uploads all documents to DocuSign.
  • The DocuSign documents are then electronically routed to the visitor who is responsible for uploading their proof of financial support, copy of valid passport, resume/CV, and proof of English proficiency.
  • The DocuSign file continues routing for additional signatures from the supervisor and chair/director
  •        o If the chair/director is the supervisor, the DocuSign file will route to the Dean for           signature.
  • After all signatures are obtained, the J-1 visitor will receive a system generated notification.
  • After UCF Global reviews all the documents, they will notify the unit for either additional information or that the packet is ready to mail.
  • Once the DS-2019 is mailed to the individual, they can then work on obtaining their J-visa through the U.S. Embassy or Consulate abroad.

Process once J-1 visa is obtained

  • Upon arrival into the U.S. the J-1 visa holder must set up an appointment for visa orientation with an immigration advisor.
    o If individual is receiving wages from UCF, Global will complete payroll sign-in                with them.
    • Once complete, the packet is provided to the hire who is responsible for providing it      to the hire unit.
    • Once the payroll sign in packet is received by the unit, the ePAF can be completed.      For more information on completing an ePAF, please visit the ePAF section of this        website.
    o If the hire does not have a social security number, Global will provide a                          temporary ID number to use for the hire ePAF

Other important notes

J-1 scholars are required to carry health insurance during the entire length of their program. For more information on the requirements, visit Global’s website.

J-1 scholars must notify an immigration advisor of the following personal or program changes as they occur:

• Changes in name or citizenship
• Early completion of the program
• Withdrawal from the program
• Extended leave from the U.S.
• Changes to other immigration status
• Dependents’ early departure from the U.S.

F-1 OPT Students
Student on OPT are eligible to work in any job that is related to their major. They are not tied to a specific employer and no sponsorship is needed. For more information on this visa type, please contact UCF Global directly.

H-1B Visa
The H-1B visa is a non-immigrant visa that allows U.S. employers to temporarily employ foreign workers in specialty occupations. Specialty occupations are defined as positions that require a minimum of a bachelor’s degree in a specialized field. The H-1B visa is valid for a period of three years and then renewable by an additional three years for a total of six years. Determinations about sponsoring a foreign national will be made on a case-by-case basis after consultation with the University’s immigration attorney.

More information on H-1B visas can be found on UCF Globals website and in the ALL UNITS shared folder here: S:\COS Budget\1_ALL UNITS\Training, Workshops & Manuals\HR – International Hires

Process for obtaining an H-1B visa
Note: processing times can range from six months up to 16 months depending on country of origin and are subject to change. It is recommended to plan and complete the sponsorship process as early as possible.

  • When a selected candidate is identified as needing an H-1B visa, the unit should request access to Fragomen’s IHP website at h1b@ucf.edu.
  • After receiving access, the hiring unit should fill out the questionnaire on the IHP website.
  • After the questionnaire is submitted, it will electronically route to UCF Global for their review and approval.
  • After the questionnaire is reviewed by UCF Global, they will work with Fragomen on the processing steps. Throughout this part of the process, UCF Global will liaise with the unit directly on the specific processing steps and actions needed from the hiring unit
  • Process once H-1B visa is obtained
  •  After the candidate has received their visa and is eligible for employment, they must meet with UCF Global. As with all other international hires, UCF Global will complete some of the payroll sign-in documents with the new hire.
    o Note for faculty hires: if the start date of the new hire contract needs to be                     changed, contact Madeline Byrne as soon as possible. A new agreement will                 need to be issued to the new hire.
    • Once complete, the packet is provided to the hire who is responsible for providing it to the hire unit.
    • Once the payroll sign in packet is received by the unit, the ePAF can be completed.      For more information on completing an ePAF, please visit the ePAF section of this        website.
    o If the hire does not have a social security number, Global will provide a                          temporary ID number to use for the hire ePAF.

 

 

 

 

 

 

 

 

 

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