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Janus presentation online orientation version 10.14.2013



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  • 1. Work And Travel Program USA 16102 Theme Park Way Doswell Virginia 23047 USA Toll Free Number: 1-866-249-3888 Email:
  • 2. What is the Work & Travel Program? The Summer Work Travel program provides foreign students with an opportunity to live and work in the United States during their summer vacation from college or university to experience and to be exposed to the people and way of life in the United States. According to the Department of State
  • 4. Program Benefits • Cultural Exchange: You will have the chance to live, work and interact with American people and learn about their customs, traditions and daily life • Share Your Culture: You will find many Americans who want to learn about YOU! You will have the chance to share your own culture, language and traditions with Americans. • English: Improve your international English skills. Don’t be shy about speaking English, the more you practice the easier it will be!
  • 5. More Program Benefits • Travel: You will have the chance to travel to nearby cities, towns and local sites during your days off. Many small towns and regions of the US have a lot to offer, you just have to take the time to explore them! (We highly recommend you save your longdistance travel plans to big cities like New York, or Los Angeles for your 30 day travel period.) • Work Experience: While work and earning money should not be the main goals of your cultural exchange program, many participants gain valuable skills and work experience from their jobs in the US.
  • 6. Eligibility • Sufficiently proficient in English • Post-secondary school students enrolled in and actively pursuing a degree • At least 18 years of age • Must participate within the dates of your University summer break. • Check with your local agency for guidance on the maximum dates allowed for your country • Ask your University for specific Summer break start and end dates.
  • 7. Employment Janus Placed provided by Janus Self Placed provided by Janus- approved hospitality employer 2nd Jobs allowed but must be pre-approved by Janus
  • 8. Working Hours Average of 32- 40* hours per week for the entire duration of the program *Note: Your hours depend on the economy and business levels. Expect to work fewer than 32-40 hours in the first 1-2 weeks of your program as you will be in training during this time. Check your Job Agreement and Job Description for Detailed Information!
  • 9. How much can I POTENTIALLY earn? • In a Non Tipped position : $7.25 US/ hour* *$7.25 is the current US Federal minimum Wage. Many states also have minimum wage laws. In cases where an employee is subject to both the state and federal minimum wage laws, the employee is entitled to the higher of the two minimum wages. -According to the Department of Labor • Examples of Non-Tipped Positions: Dishwasher, Housekeeper, Food Attendant, Theme Park Staff, Lifeguard, Fast Food Crew • In a Tipped Position (Servers) : From $2.13 US / hour + TIPS Tips are not common in non tipped positions!
  • 10. Overtime • The Overtime rate per hour = 1.5 x regular rate • Overtime is paid after working MORE THAN 40 hours per WEEK at most employers* *IMPORTANT: This varies by employer. Many seasonal employers that are only open for part of the year are NOT required to pay overtime! Some examples of seasonal employers are ski resorts, water parks and theme parks. OVERTIME IS NOT GUARANTEED! DO NOT EXPECT TO RECEIVE MANY OVERTIME HOURS DURING YOUR PROGRAM!
  • 11. TAXES • Expect to see US Taxes deducted from your paychecks • J-1 Participants need to pay Federal Income Tax, State Income Tax and Local Taxes • Some States (Florida and Alaska for example) do not have State Income Tax • J-1 Participants do not pay social security, Medicare or unemployment taxes • At the end of each tax year, your employer will send you a form called a W-2 Form. W2 Forms are usually available in February or March. (For example, 2013 W-2 forms would be available in February/March of 2014). • Use this form to file for a tax refund. Visit for procedures on filing for your tax refund. Some participants choose to use a tax service for assistance.
  • 12. Program Cost • Program Fees Paid via your agency overseas • I-901 SEVIS Fee: $35 The U.S. Department of Homeland Security now requires the collection of this fee to help cover the costs of administering the program. • Health Insurance Coverage Included in Program Fee
  • 13. Health Insurance Coverage • Insurance coverage valid from your DS-2019 start date through your DS-2019 end date is included in your program fee and is provided by HCC Medical Insurance Services. • If you would like to extend your insurance to cover your 30 day travel period, contact Janus International for further information and pricing. • You will receive a copy of your insurance ID card and policy information along with your DS-2019 form (Please check with your overseas agency). • Always carry your insurance ID card with you in case of an emergency!
  • 14. How do I use my Health Insurance? • For COLD/FLU or General Sickness/Feeling Unwell: Start by visiting a local pharmacy and purchasing “over the counter” cold and flu remedies. If your symptoms persist or worsen go to a local doctor/urgent care provider for treatment. • If you visit a “regular” doctor or Urgent Care Center/Walk-In Clinic, you will need to pay a $100 deductible and file an insurance claim for any additional expenses. • Remember to always take your insurance ID card with you to any doctor, pharmacy or hospital visit! • Pre-existing conditions, dental work, and routine check-ups or physical exams are NOT covered by the insurance! Schedule your routine check-up, dental work and have your prescriptions filled BEFORE you come to the US!
  • 15. IMPORTANT: EMERGENCY SITUATIONS DO NOT VISIT AN EMERGENCY ROOM AT A HOSPITAL UNLESS YOU HAVE AN EMERGENCY! Why not? If you visit an Emergency Room for a non emergency procedure (such as a cold or flu), you are responsible for a $250 deductible! This is called “Mis-Use of the Emergency Room.” (The standard deductible if you are admitted to an emergency room for an actual emergency is $100.) * Always use your best judgment with a situation. If you feel you need immediate medical attention, please do not delay and go straight to the Emergency Room. However if you are unsure or your condition is not severe, then either call the emergency services department for assistance or visit a local doctor or urgent care center in your area.*
  • 16. More Questions? • Insurance can be confusing! Check your insurance brochure or contact HCC Medical Services toll-free at 1800-605-1182 if you have any questions. • HCC also offers an online provider search tool where you can search for local doctor’s offices, hospitals and walk-in clinics. • The provider search tool, as well as more information about filing a claim, insurance coverage and other questions can be found online at the “Student Zone”. (User-Janus, Password-Janusinsurance)
  • 17. Other Program Costs The following are NOT included in the program and are your responsibility: • Housing Fees • Public transportation to and from work • Meals • Spending Money • International airfare or domestic transportation in the US • Airport transfers
  • 18. Managing Your Expenses • Bring at least $750-$1,000 with you • Keep in mind that depending on your payroll schedule it may be up to 1 month before you receive your first paycheck! • Create a budget sheet for yourself before you travel. Think carefully about how you will spend your money so you do not run out of funds to pay for your basic expenses. • Keep your money in a safe place! Open up a US bank account after you arrive
  • 19. Housing Details • Housing costs depends on the location but are usually between $10-$25 per day, per participant • Read and understand your housing contract regarding housing payments, deposits, housing rules, and check out procedures • Address issues directly with your housing manager first. Contact Janus International next if you need further assistance. • Be sensitive and respectful of your roommates and housing facility. Keep your room in tip-top shape. • Housing facility type varies by location and could be a hotel, apartment or rental house.
  • 20. Housing Deposit • Most housing locations require a housing deposit payable upon arrival or in advance. • The deposit amount is typically between $100 and $200, but check your job agreement for specifics. • This is standard practice in the US so come prepared with the funds to pay! • The housing deposit is typically returned to you at the end of you program, as long as your housing is left clean, in good condition with no damages and you have paid all your rent throughout the summer • Check your housing agreement for more details on your housing deposit refund policy!
  • 22. Getting to Work • How you will get to work depends on your location-check your job agreement and job description . Do your research prior to your arrival! • Most students walk, bike or use public transportation such as a bus or shuttle • Use CAUTION when riding a bike! Always wear a helmet. Click below to watch the National Highway Traffic Safety Administration Video:
  • 23. Are YOU ready to go to the USA?!
  • 24. Planning your travel to the US • Organize your travel to work/housing location from airport in advance. Check the web-sites for: bus ( ,, train (, local airfares (for e.g. , taxi, etc. • Make appropriate plans if arriving over a week-end or on a holiday. • Make sure to provide your flight information to your local agency, sponsor and your employer!
  • 25. I-94 upon arrival to the US • CBP will no longer require international non-immigrant visitors to fill out a paper Form I-94 Arrival/Departure Record upon arrival to the U.S. by air or sea. The agency will gather travelers’ arrival/departure information automatically from their electronic travel records. Most U.S. airports will stop stapling white I-94 form to the student’s passport, so employers do not need to worry that student lost or misplaced the form, everything is going to be online. For more information about the new rule, please click on the link below: • To retrieve your Admission I-94 number (for employer, Social Security Office, etc.) please go to the following U.S. Customs and Border Protection web site: • We recommend you keep copies of your boarding passes from your flights in and out of the US in case of any discrepancies with your I-94 record
  • 26. Changes to SWT Program • You are not allowed to work a 2nd job without getting Janus’ permission first! • You are not allowed to change or leave your primary job without first discussing and getting permission from Janus! • You are not allowed to work overnight shifts – only until 2:00am at latest! • You must be home in time to start back at University! Even final year students!
  • 27. New Jobs and Second Jobs • J-1 Work & Travel Participants are not allowed to change their primary jobs without permission from their sponsor! • If you want to change your primary job or have problems at your primary job, contact Janus International right away for assistance! • Your second job should not interfere with your primary job schedule • Any second or new jobs must be vetted and approved by Janus International. New/Second Job must be in compliance with program rules and participants must check with their sponsor first before starting any job! • Based on US Department of State program regulations, starting any job that has not been vetted and approved by your sponsor (Janus International) is grounds for termination of your program and SEVIS status!
  • 28. • New Job Verification ALWAYS contact Janus International at for approval to add a second job or change your job. • If your request to seek a new or second job is approved, we will provide you with an Employment Verification Form. • This form must be completed by your employer, signed and submitted to Janus. • Your employer’s worker’s compensation certificate and business license must be submitted along with this form • Once all documents are received, Janus will review your complete job offer and notify you within 72 hours if the job position is approved.
  • 29. Changes to SWT Program…Prohibited Jobs In the best interest of the health and safety of all J-1 participants, some job positions are prohibited for Work & Travel students by the US Department of State. The full list can be found here but some examples include: • Positions that require licensing or as operators or drivers of vehicles or vessels for which drivers’ licenses are required • Positions requiring work that falls predominantly between 10 PM and 6 AM • In positions declared hazardous to youth by the Secretary of Labor at Subpart E of 29 CFR part 570 • In positions in the North American Industry Classification System's (NAICS) Goods-Producing Industries occupational categories industry sectors 11, 21, 23, 31-33 numbers (set forth at • Any position in the adult entertainment industry • In positions that could bring notoriety or disrepute to the Exchange Visitor Program .
  • 30. Activate your SEVIS • What is SEVIS? SEVIS is an online database system that maintains information on J-1 visa exchange visitor program participants as well as other US visitors. • You must contact Janus International upon arrival so that we can “ACTIVATE” your SEVIS record and validate your arrival in the SEVIS database system. • IMPORTANT! Based on US Department of State regulations, your program and SEVIS record can be terminated if you do not contact your sponsor within 10 days of your arrival to the US!
  • 31. How do I Activate My SEVIS? • The best way is to visit the Janus International Website: • You can also e-mail us at: • If no computer access please call the Janus Phone Number: 1-866249-3888 (between 9:00 AM – 5:00 PM weekdays). • You must provide the following information for SEVIS activation:  Full Name and Date of Birth  DS-2019 Number  US Arrival Date  Full Employer Name & Address  Full Housing Facility Name & Address  Apartment or Room Number
  • 32. Applying for a Social Security Number Your Social Security number will be your individual US Identification Number for tax purposes. All J-1 participants must apply for a social security number after arrival to the US. Here’s how: Step 1: Activate your SEVIS! (You must wait 10 days after arriving and activating your SEVIS record before applying for your Social Security Card!) Step 2: Visit the Social Security Website to find your nearest office and further instructions on how to apply for a card: Step 3: Visit your local office and submit a social security application. Bring all of your important documents with you! (Passport, DS-2019, I-94 Print-Out). (Some employers assist in the application of Social Security Number, if not, you have to go on your own.)
  • 33. Applying for a Social Security Card Continued.... Step 4: Provide your employer with the “Proof of Social Security application” letter you receive at the office. Step 5: Wait 2-6 weeks for your Social Security card to arrive in the mail. *Sometimes J-1 participants experience delays with receiving their Social Security card. If you have not received a card after 6 weeks, call the Social Security office directly or visit the office again to followup. Step 6: Provide your employer a copy of your social security card. *Your employer may not be able to release your paycheck to you until you have given them a copy of your application letter and/or social security card! Keep your social security card in a safe place!
  • 34. Monthly Monitoring • You will receive an email every 15th of the month. • You need to respond and follow the instructions in the email to complete your “Monthly Check-In.” • Let us know of any concerns or questions you have or any changes to your program. • This procedure is for your safety and well-being. We need to hear from you AT LEAST ONCE EVERY MONTH!
  • 35. YOUR EMAIL IS YOUR LIFE LINE If we get your EMAIL wrong, you won’t get any updates… …provide us with the correct email address that you check regularly! Check your INBOX!
  • 36. Response from YOU You will be given 5 days to respond Based on Department of State Regulations, failure to respond to monthly monitoring from your sponsor is grounds for termination of your J-1 program and SEVIS record.
  • 37. Reminder…PROGRAM CHANGES YOU MUST GET PERMISSION FIRST TO… • SHORTEN / EXTEND Program Dates Important: Program extension requests must be received at least 15 days prior to your DS-2019 end date • CHANGE Employers • CHANGE Housing CONTACT US IMMEDIATELY!
  • 38. You will Encounter challenges along the way Employer Janus DOS • Try to resolve your conflict first with your employer •Contact us first if you face challenges in your program • You are free to call the Department of State as well after you have notified Janus
  • 39. How it works Employer Janus DOS
  • 40. Have the Right Expectations Adjustment Period: Your first few weeks in the U.S. may be difficult as you adjust to both your job and the cultural differences. Many participants experience “Culture Shock” during this time. This is very normal! There are a lot of changes: new roommates, new language, new customs, new food, etc. Be patient, stay positive and keep a good sense of humor. You will start adjusting to your new environment quickly, and things will get better!
  • 41. Have the Right Expectations • U.S. regional accents vary, give yourself time to adjust to the local accent. • Speak slowly at first for others to understand your accent. • Don’t smoke in public places unless otherwise stated • Legal drinking age, places to sell and consume alcohol laws are very strict in the U.S. • Do not expect to have a busy nightlife near the place you stay in the U.S. • Respect the personal space of others • Respect the values and beliefs of your employer, coworkers and all American people you encounter. They are your hosts and you should be considerate, without having to agree on all political or religious issues. This is a learning experience!!
  • 42. Have the Right Expectations • Work & Travel jobs are NOT always in BIG Cities. Public transportation, night life, etc. might not be the same as at home. • You will be working at REAL Jobs: Be prepared to work hard! You will have disappointing and difficult days-this is normal! • If your Goal = HUGE $$ then this program is NOT FOR YOU! • Honor the job agreement you have signed and the commitment to your job in the US.
  • 43. Your Safety in the US • Use caution just as you would anywhere! • Do not walk alone at night and do not hitchhike-it is dangerous and illegal! • Keep your important documents like your DS-2019 Form and passport in a safe place (separate from your social security card, just in case!) • Open up a bank account and don’t keep a lot of cash on you or in your housing. • Dial 911 if you are in danger or in an emergency and need urgent police, fire or medical assistance.
  • 44. Work TERMINATION Absolutely POSSIBLE
  • 45. Common Reasons for Work Termination • Attendance Issues: Frequently arriving to work late or missing work when you are scheduled • Insubordination: Not following the directions of your manager or supervisor • Poor job performance • Violations of employer policies and procedures Note: You may receive verbal and/or written warnings because of unacceptable work performance issues. If this happens, make special efforts to improve your performance to avoid further warnings. After multiple warnings, termination occurs. Serious issues such as underage drinking, theft, vandalism or other illegal activities result in IMMEDIATE termination without prior warnings!
  • 46. To Avoid Work Termination… • Follow all policies and regulations outlined by your employer. Ask questions if you don’t understand! • Go to work on time, every day that you are scheduled and be prepared to work hard. • Know and understand your employer’s “call-off” procedure in case you are sick and need to miss work. • Follow your employer’s hygiene and uniform standards • Develop a positive working relationship and communicate with your manager. Remember, try to solve problems on your own but contact Janus International if you encounter difficulties or need further assistance.
  • 47. Implications of Termination Contact Janus International immediately if you have been terminated from your job position. We will discuss the situation with you and your employer and give you guidance on the next steps for your Work & Travel program. Depending on the circumstances of your termination, we may need to ask you to return home and withdraw from the program. This is especially true if you have violated US laws or had serious employment policy violations. If you are requested to return home here are the steps you need to take: • You will need to return home to your country with in 10 days after your termination • Submit a copy of your return flight itinerary or flight ticket • Submit a copy of your passport re-entry stamp Failure to follow these procedure will result in the termination of your SEVIS record, making it difficult for you to return to the United States on another visa in the future.
  • 48. What is SEVIS Termination? Your SEVIS record and J-1 program can be terminated for the violation of J-1 Exchange Visitor program regulations. If your SEVIS record is Terminated, this will leave a negative mark on your immigrations record for up to 10 years, and may make it difficult for you or your family members to return to the US on another visa in the future. Once your SEVIS record is terminated, you will need to make arrangements to depart the US immediately, as you will no longer have a legal status in the US. If your SEVIS record is terminated, your health insurance coverage will also be cancelled.
  • 49. Grounds for Termination of your SEVIS Record and Program • • • • • • • • • • • • Job Abandonment / Unauthorized Transfer Failure to report to the site of activity listed on your DS-2019 form Termination from employment Underage Drinking (21 years old) Illegal handling/selling/possession/ use of drugs Stealing/shoplifting Fights Sexual or Racial Harassment Illegal Activities and Police Reports Misdemeanor Failure to respond to Monthly Monitoring Failure to activate your SEVIS record within 10 days of your arrival Failure to notify your sponsor (Janus International) of a change in your housing or job location
  • 50. Travel Grace Period Following the completion of their program, the period defined on the Form DS-2019, the United States Citizenship and Immigration Services (USCIS) allows participants a 30-day travel period commonly referred to as the "Grace Period." During this 30-day grace period, participants are no longer in J-visa status, and are under the jurisdiction of the USCIS. The USCIS grants this period to allow participants to settle their affairs and to prepare to return to their home countries. Program participants may no longer continue and/or complete exchange activities, nor may they work. Although participants may travel in the United States, it is recommended that they do not travel beyond the borders of the United States as they may not be permitted reentry. -According to the US Department of State J-1 Visa website • Make sure that your travel time does not interfere with your university schedule! • Take advantage of this time to see famous sites of the US and experience new areas of the US outside of your job city and state.
  • 51. Traveling Outside of the US During Your Program If you are planning to take a trip outside of the US (for example to Canada, Mexico or a cruise to the Caribbean) you will need to do so during the dates on your DS-2019 form. Before traveling, ensure that you have a valid visa to the country you are visiting as well as a valid re-entry visa for your return to the US. Janus International must also sign your DS-2019 form prior to your trip, to facilitate your re-entry to the US. Check with your employer first for approval for the time-off to travel. If you travel outside of the US during your grace period, most likely you will NOT be granted re-entry to the US if you do not have a valid visa/DS form, so do your research before making your plans! Please contact Janus International directly during your program for questions about these procedures.
  • 52. Travel
  • 53. We hope to see you in the US! 16102 Theme Park Way Doswell Virginia 23047 USA Toll Free Number: 1-866-249-3888 Email: