Welcome to Spirit’s Online Orientation for the Jobs America Program
1
WELCOME
As a Jobs America participant, you will have the opportunity to experience American culture and practice English by living and working with Americans and other international students. We hope you have a wonderful experience! The following online orientation will answer the most commonly asked questions about the program. You will have the opportunity to receive more information at the orientation session provided by your sending agent and at the Spirit orientation offered upon arrival in the USA. We recommend that you attend both of these orientations, so that you have the opportunity to ask questions and meet our staff!
For specific questions before your arrival to the USA, please contact your sending office in your home country.
2
Spirit Policies
3
SPIRIT POLICIES Full Program: Accepting a Job Offer
If you are a Full Program participant, you have the choice to accept or decline your Spirit job offer before arrival in the USA. By accepting your job offer, you commit to:
The terms of the position as stated on the job offer. Working at your designated employer for the ENTIRE program period. The housing terms, including any deposits due before or upon arrival. Contacting your employer AT LEAST TWO WEEKS before the program start date to confirm your arrival plans.
Spirit MUST receive your SIGNED acceptance or decline of the job offer by the indicated deadline listed on your job offer. If Spirit does not receive your signed acceptance by the deadline date, we will assume that you have rejected the job offer, and the offer will be cancelled.
4
SPIRIT POLICIES Full Program: Declining a Job Offer
If you decline a Full Program job offer, you have two options: Replacement Job Offer
Request a replacement Spirit job offer for an extra fee within one week of declining your first job offer Your initial job offer cannot be reinstated. Only one replacement job offer will be allowed.
Find Your Own Job
You may find your own job and housing before or upon arrival in the USA. (Self-placed discount is not available.)
It is best if you identify your employer BEFORE arrival in the USA, as some employers are hesitant to hire students “off the street” without Social Security Numbers. Receiving your Social Security Card after arrival in the USA can take 2-12 weeks, so it is best if you identify employment before arrival in the USA.
5
SPIRIT POLICIES Self-Placed & Freestyle Programs
If you are a Self-placed or Freestyle participant, your sending office can provide you a list of “self-placed” employers that may be interested in hiring international students. These employers often require special qualifications and do not usually pre-arrange housing, so you must be willing to identify your own housing after arrival. Spirit must receive a copy of your written employment offer as soon as it is confirmed. Please give it to your sending office before departure. Freestyle Only: If you do not identify employment before arrival, you must contact Spirit immediately upon arrival in the USA to provide a temporary address and contact information until you find employment. Once you identify employment, you should email your scanned written offer to support@spiritexchange.com. Freestyle Only: You MUST check-in with Spirit at least once per week until you secure employment and housing. Failure to communicate with Spirit during this period will result in visa termination.
6
SPIRIT POLICIES Changing Jobs
Full Program participants MUST complete their entire program period at their Spirit-designated employer. Full Program participants who want to change jobs after arrival must contact Spirit to discuss their situation. No Full Program participants may leave their employer without Spirit authorization. Self-placed and Freestyle program participants are allowed to change jobs after arrival in the USA, though it is recommended that you provide at least one week (preferably two weeks) notice to your employer. Inform Spirit of any housing or employment changes through our online Job/ Housing Change Notification located on our website at www.spiritexchange.com. Spirit must receive your Job/ Housing Change Notification within one week of moving locations.
Failure to notify Spirit of ANY employment or housing changes within one week of the change will result in visa termination.
7
Pre-Departure
8
PRE-DEPARTURE Checklist
Review your job offer & housing options thoroughly. Research the location of your employer.
Review your employer’s website and the community information website listed on your job offer.
Communicate your travel plans to your employer. Ensure that you have enough money.
You should have at least $1000 available to you upon arrival in the USA to support yourself until you receive your first paycheck. Review your travel instructions and housing deposit amount to ensure that you bring enough money to cover your “settling-in” costs.
9
PRE-DEPARTURE What to Expect From Your Employer
Spirit participants are generally placed in unskilled, seasonal jobs, such as in housekeeping or kitchen work. Some positions are assigned based on English skills and participant preference, but you must be prepared to consider a position in any industry across the United States. If you are a Full Program participant, you will receive one job offer from a Spirit cooperating employer with a list of positions currently available. Most employers will assign a specific position to you after your arrival, when they can best determine your skills and where you will fit in with their employment needs. However, your specific position is subject to change based on your performance and the employer’s needs. Some employers prefer to “pre-assign” positions before arrival, which should be noted on the job offer. Even in this case, your specific position is subject to change based on your performance and the employer’s needs. Some employers may deduct the cost of housing or meals from your paycheck. Review your job offer carefully to fully understand the terms of the offer.
10
PRE-DEPARTURE Full Program: Housing Options
For Full Program participants, an affordable housing option has been identified which is near your work location or public transportation. Housing options often cost 35% or less of your average monthly earnings and are shared with other international students or employees. Housing may be in university dormitories, apartments, or on-site at work place. You are responsible for paying housing deposits/fees directly to your landlord or housing manager. Before arrival, carefully read the requirements of your housing arrangements listed on your job offer. In order to reserve housing, deposits are often required before or upon arrival. Failure to follow the instructions on your job offer with regards to housing confirmations or deposits required before or upon arrival may result in loss of housing.
For any clarification on how to secure housing, ask your employer or sending office before you arrive in the USA.
11
PRE-DEPARTURE Communicate with Employer
It is VERY important to begin communicating with your employer as soon as you have signed and accepted your job offer.
Send your employer your travel plans and your expected arrival date and time. It is usually best to contact your employer by the email address listed on page one of your job offer. If you do not receive a response within one week, please call your employer. Ask your employer any questions you have about your job, housing, weather, uniform, etc.
Make sure that you also communicate your travel plans to your sending office!
12
PRE-DEPARTURE Budget
Using your job offer as a guide, make a budget to ensure that you will have enough money upon arrival in the USA.
PRE ARRIVAL FEES Housing/Administrative Fees Due Before Arrival POST ARRIVAL FEES & EXPENSES Housing Deposit Due Upon Arrival First Month’s Rent Due Upon Arrival Other fees Due Upon Arrival (uniform, key deposit, etc). Ground Transportation Costs from Orientation to Employer (bus/train ticket) Money to cover initial expenditures until first paycheck (at least $300). $____________ $____________ $____________ $____________ $____________ $____________
TOTAL AMOUNT NEEDED UPON ARRIVAL IN U.S. This amount should be easily available to you in cash, traveler’s checks or credit card.
$____________
13
PRE-DEPARTURE Recommended Packing List
Swimsuit/ sunglasses/ sunscreen/ towel (summer) Warm coat/ gloves/ hat/ scarf/ snow boots/ warm shoes (winter) Prescription medications Basic hygiene items (soap, deodorant, etc) Camera Money belt (for keeping important documents and money safe!) International calling card Important Documents + one copy of each in case of loss or theft
Visit your employment community’s website (listed on job offer) to learn more about the area’s climate, elevation and area attractions. Any personal items that you forget can often be replaced after arrival by visiting a local discount department store near your employer.
14
PRE-DEPARTURE Important Documents
Passport with J-1 visa DS-2019 Job offer with orientation assignment information and travel instructions Letter from Spirit to the Social Security Administration (provided by Sending Agent) One copy of the above documents kept separately from originals
15
Arrival
16
ARRIVAL Orientation
Spirit strongly encourages you to attend your assigned orientation session in the USA. Review your job offer for details on your orientation session date and location. You MUST confirm your attendance at the orientation session with the sending office in your home country as least two weeks before arrival. You should plan to arrive to the orientation site no later than 18:00 on your assigned orientation arrival date. Orientation topics include:
Working and traveling in the USA J-1 visa status Social Security application Validating Your Visa Medical Insurance, taxes, etc. Money and safety issues Much more!
17
ARRIVAL Orientation Schedule
Arrival Day
Arrivals (dinner on your own with provided cash allowance) Overnight accommodations included
Next Morning
Orientation Session (breakfast included) Complete Social Security Application
Afternoon
Travel to your employer using Spirit’s recommended travel instructions
18
ARRIVAL Can’t Attend Orientation?
If you cannot attend orientation in the USA, your orientation materials including your insurance card and tax filing information will be sent to you at your employer’s address. Please ask your employer for this packet upon arrival. You are responsible for your own overnight accommodations and travel planning if you arrive outside of the normal orientation schedule. Participants not attending the orientation should consult their job offers for instructions on where to apply for a Social Security Number.
19
ARRIVAL Traveling to Your Employer
Review the information on traveling to your employer listed in your job offer Communicate any changes to your travel plans to your employer. Your employer expects you to arrive within one or two days of your program start date. You will be at risk of losing your job and your visa status if you do not arrive to your employer as scheduled. Spirit cannot guarantee placement at another employer in this case. Spirit encourages you to purchase your ground transportation tickets before arrival in the USA. Many buses and trains offer advanced purchase discounts. For more information on ground transportation options, go to: www.greyhound.com or www.amtrak.com
20
ARRIVAL Social Security Information
At your orientation in the USA, Spirit staff will assist you to apply for a Social Security Number (SSN). If you do not attend orientation, review your job offer for instructions on applying for a SSN. In order to obtain a SSN, you must submit the following documents (+ one photocopy of each) in person at a Social Security Administration office:
SS5 Form (Social Security Number Application Form) Valid passport with J-1 visa !94 card issued upon entry to the United States (small white card completed on intl flight) DS2019 form Job Offer Letter from Spirit to the Social Security Administration (provided to you by your sending office)
Make a copy of all of these documents and keep them in a safe place, separate from the originals.
21
ARRIVAL Social Security Information (cont)
You can apply for a SSN at any Social Security Office. To search for the closest Social Security office to your employer, go to: www.ssa.gov. In many cases it is easiest to apply for your Social Security Number in the city that you fly into (New York, Chicago, etc.). However, you should consult your job offer for specific instructions on where to apply. After applying for your Social Security Number:
You are legal to begin working and receiving payment. You should receive a receipt of application from the Social Security officer, which you can show to your employer as proof of application. Validate your visa shortly after arrival to your employer to ensure faster Social Security Number processing.
22
ARRIVAL Social Security Information (cont)
Call the Social Security Office directly at 1 800 772 1213 (a free call) to check the status of your application. If Social Security confirms that your number has been processed, you may go to any Social Security Office with appropriate identification to receive your number verbally. Social Security Numbers are not released over the phone.
Please remember that it can take anywhere from 2 – 12 weeks for you to receive your Social Security Card in the mail.
The Social Security application process is government regulated. Therefore, Spirit cannot assist you in speeding up the processing time. Makes inquiries about the status of your number directly to the Social Security Administration.
23
ARRIVAL Validating Your Visa
Shortly after arrival at your employer, validate your visa with Spirit by completing the Arrival Notification/Visa Validation form located on our website at www.spiritexchange.com . We recommend that you complete this form immediately upon arrival at your employer, as any delay in visa validation could delay the processing of your Social Security Application.
Failure to report to your employer and validate your visa within two weeks of arrival in the USA will result in VISA TERMINATION.
24
ARRIVAL Money Matters
You should expect to pay some additional fees before and upon arrival in the USA. Housing deposit and rental fees, meals, international airfare, travel to and from your employer and airport transfers to the orientation site are not included in the program. Spirit recommend that you have at least $1000 available upon arrival to cover initial “settling in” costs. Change any home country currency into US dollars at the airport at your city of entry into the USA. This can be done at most international airports. Many small cities and rural areas do not offer international currency exchange services.
DO NOT carry large amounts of currency with you in one location. Keep part of the money in a separate and safe place.
Spirit recommends that you open a checking account at a bank near your workplace where you can deposit your checks and keep money safe. ATM’s are available all over the United States and are the easiest way to obtain cash quickly from a checking account.
25
ARRIVAL Taxes and Tax Refunds
As a J-1 Work/Travel participant, you are not required to pay Social Security or Medicare taxes. If your employer takes these taxes from your paycheck, please notify your employer immediately. You may have to pay US Federal and State Taxes, however, which could account for up to 30% of your paycheck. You may be entitled to a refund of the taxes that are taken out of your paycheck. In order to receive a refund, you will need to file Federal and State tax returns no later than April 15th in order to receive any refund due for taxes paid through December 31st of the previous year. Tax services exist that will assist you in filing your tax returns for a nominal fee. Information on these tax services will be included in the orientation packet you receive after arrival in the USA.
26
ARRIVAL Medical Insurance
Medical insurance is provided during your program period through AVI International. Coverage includes illness, accident and liability insurance, and surpasses Department of State requirements for the Work/Travel program. Information on the medical insurance, insurance ID card, personal policy number and coverage details will be given to you at your orientation in the USA. You can obtain more information about your insurance coverage or find a doctor at www.avi-international.info. Spirit’s general policy number is FR32/620.004 Exclusions include, but are not limited to, pre-existing conditions. There is also no coverage while driving a motorized vehicle unless specifically requested through the Spirit office. Each participant is responsible for being aware of all exclusions to the policy by reading the insurance materials provided upon arrival. AVI’s 24 hour emergency contact number in the USA is 1 888 551 9798 (toll free from within the U.S.) or +33 1 55 63 33 34 (from outside the U.S.). You should call this number to report an illness BEFORE you visit a doctor to open a claim number and receive a referral to a doctor in your area. If you have an emergency, go to the nearest hospital emergency room and call AVI as soon as possible after your arrival there. Note: A $100 deductible will apply if you visit the hospital emergency room for a non-emergency medical issue.
If you plan to travel after the program, you should make sure that you have medical insurance to cover your travel time. This can be purchased by contacting the Spirit office.
27
ARRIVAL Telephone Use
Normally, you will not be allowed to use your employer’s phone to make personal or long distance calls. It is recommended that you purchase a telephone calling card to make local and international calls from the United States. Pre-paid phone cards can be purchased upon arrival at most youth hostels, currency exchanges, grocery stores, and post offices throughout the USA. Local calls from a payphone in the USA generally cost 50 cents. Numbers that begin with 1 800, 1 888, 1 877 or 1 866 are free calls and can be made from any payphone at no charge.
28
ARRIVAL Work Hours & Wages
Expect to work 30 – 40 hours per week paid at or slightly above minimum wage. Your hours may vary week to week, but should average out to about 35 hours per week over the course of the program. Hours should not fall below 20 hours per week. Participants placed in tipped positions should expect a lower hourly wage than other workers, as it is normal in the USA for tipped workers to make most of their salary from tips. It may be up to 10 days before you start working after your arrival at your employer, even if it is after your legal start date. Wages are often paid once a week or once every two weeks.
29
ARRIVAL Traveling to Work
In most cases, you can walk, bike or travel by public transportation from your housing to your job. Generally, your work location will be within a 30 minute walk or bike ride to work. Travel via public transportation, when available, can take up to one hour each way. Some participants are placed in positions where driving is a job requirement or is necessary to get to and from work. In this case, Spirit requires that the participant purchase additional medical insurance coverage for drivers. Special auto insurance and additional medical insurance is required if you plan to rent, buy or borrow a car to use during your program. You can obtain information about purchasing this extra insurance by contacting Spirit or most insurance agents in the USA.
Spirit standard medical insurance will not cover injuries resulting from accidents caused by participants driving a vehicle. Supplemental medical insurance for drivers can be purchased by contacting the Spirit office.
30
ARRIVAL Rules to Follow
You must abide by all national, state, and local laws at all times and must abide by the rules set forth by Spirit, its cooperating employers and housing facilities. Consumption of alcoholic beverages is illegal for those under 21 years of age. If you are over 21 years old, it is illegal to purchase alcohol for those under 21 years. DO NOT drink and drive and do not drive in a vehicle with a driver who has been drinking. Previous Spirit participants have lost their lives as a result of drunk drivers. Open containers of alcohol are not allowed in vehicles, even if the driver is not drinking. You must have a valid international or US state driver’s license to drive a motor vehicle. Some states do not accept international driver’s licenses. Shoplifting: Don’t try it – you will be arrested.
31
ARRIVAL Safety Issues
Traveling and spending time in the USA is fun and exciting, but you must make sure that safety always comes first! Wear your seat belt when riding in a car – even in the back seat! It could save your life. Do not walk alone at night, especially in big cities or large towns. It is always safer to walk with a friend or group. Make sure that you keep your valuables in a safe place. Do not carry a large amount of cash with you at one time.
32
ARRIVAL Support While in the USA
If you need assistance while on the program, the Spirit Office is here to help. Contact us for assistance with any problems you have – big or small. You can call Spirit toll free at 1 800 390 0978. Our office is open Monday – Friday, 9am – 5pm Central Time. Or, email us at support@spiritexchange.com. If you have an after-hours emergency that cannot wait until the next business day, dial “0-0” when you reach our answering machine. You will then be connected to our 24 hour answering service. Please only use this option in a real EMERGENCY! Spirit Office Contact Information: support@spiritexchange.com www.spiritexchange.com 1 800 390 0978 1 708 763 8940 1 708 763 8949 (fax)
33
Post-Program
34
POST-PROGRAM Traveling: 30-Day Grace Period
If you wish to travel in the USA after your program ends, your J-1 visa offers a 30 day “grace period” after your program end date to travel in the USA. You are required to return to your home country in time for classes or by the date required by the US Embassy in your home country, even if it is before the end of the 30-day grace period. Limit your travels to within the USA. You will not be able to re-enter the USA if you visit Mexico or Canada during the 30 day grace period. Medical insurance coverage during this 30 day grace period is not included in the normal program, unless you requested it on your application. If you decide that you would like grace period insurance coverage after arrival in the USA, contact the Spirit office.
35
Congratulations! You have completed Spirit’s online orientation.
Please make sure to pick up your orientation packet (including your medical insurance card) either at your orientation site or after arrival at your employer.
36