Janus presentation online orientation version 10.14.2013
Work And Travel
16102 Theme Park Way
Doswell Virginia 23047 USA
Toll Free Number: 1-866-249-3888
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
YOU ARE PARTICIPATING IN A
• 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!
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.
• 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.
Janus Placed provided by Janus
Self Placed provided by Janus- approved
allowed but must be
pre-approved by Janus
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!
How much can I POTENTIALLY
• 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!
• 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!
• Expect to see US Taxes deducted from your
• 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
• Use this form to file for a tax refund. Visit
www.irs.gov for procedures on filing
for your tax refund. Some participants
choose to use a tax service for assistance.
• 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
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
• 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
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!
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.*
• 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
• 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”.
Other Program Costs
The following are NOT included in the program
and are your responsibility:
• Housing Fees
• Public transportation to and from work
• Spending Money
• International airfare or domestic
transportation in the US
• Airport transfers
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
• Keep your money in a safe place! Open up a US bank
account after you arrive
• 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
• Address issues directly with your housing manager first.
Contact Janus International next if you need further
• 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.
• 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!
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
• 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:
Planning your travel to the US
• Organize your travel to work/housing location from
airport in advance. Check the web-sites for: bus
(www.greyhound.com , www.megabus.com), train
(www.amtrak.com), local airfares (for e.g.
www.expedia.com) , 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!
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: https://i94.cbp.dhs.gov/I94/request.html
• 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
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!
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
• 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
New Job Verification
ALWAYS contact Janus
International at firstname.lastname@example.org for approval to
add a second job or change your
• If your request to seek a new or
second job is approved, we will
provide you with an Employment
• 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
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 http://j1visa.state.gov/programs/summer-worktravel 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 http://www.bls.gov/iag/tgs/iag_index_naics.htm)
• Any position in the adult entertainment industry
• In positions that could bring notoriety or disrepute to the Exchange
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!
How do I Activate My SEVIS?
• The best way is to visit the Janus International Website:
• You can also e-mail us at: email@example.com
• 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
US Arrival Date
Full Employer Name & Address
Full Housing Facility Name & Address
Apartment or Room Number
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: http://www.socialsecurity.gov/
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.)
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
Keep your social security
card in a safe place!
• 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
• 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
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!
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
YOU MUST GET PERMISSION FIRST
• 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!
You will Encounter challenges along
• Try to resolve your conflict first with your
•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
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!
Have the Right Expectations
• U.S. regional accents vary, give yourself time to adjust to the
• 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!!
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
• 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.
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.
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
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.
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
• 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
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.
Grounds for Termination of your SEVIS Record and
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
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
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
• 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.
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.