Host On-Program Checklist
1. Confirm the participant’s visa appointment date
- Check-in with your participant to ask when their embassy interview is scheduled
2. Prepare for your participant’s arrival
- After their visa has been issued, ask the participant to provide their U.S. arrival plans
- Review J-1 tax requirements with your HR department and/or PEO
- Send participant local housing recommendations
- Send onboarding schedule and arrival instructions to participant
- Review our tips for a successful program
3. Program start date
- Remind the participant to register their arrival and U.S. address with InterExchange
- Give the participant the required onboarding paperwork
4. Apply for SSN
- 5 days after SEVIS activation, remind the participant to apply for their Social Security Number
5. Be prepared for potential Department of State site visits
- Stay familiar with the program purpose and your participant’s DS-7002 Training Plan
6. Keep in touch with InterExchange
- Inform InterExchange about any program changes including wage changes, supervisor changes, office address changes, etc.
- Notify us of any issues or concerns you may have so that we can help to facilitate a resolution
- Let us know if the participant has any major health or safety concerns
7. Complete the interim program evaluation (if required)
- This is required for all programs six months or longer. InterExchange will email the evaluation link when it is due, so be on the lookout in your inbox
8. 60 to 30 days before the program end date, the extension application window is open (if eligible)
- Learn more about extension eligibility here
9. Complete the final program evaluation
- This is required for all programs and will be emailed to you by InterExchange so keep an eye on your inbox
10. Send your participant’s W-2
- If your participant was paid during the program, send their W-2 form so that they can file their nonresident alien taxes
11. Hire a new participant
- Host another J-1 Intern/Trainee! Login to your host profile and invite a new participant to begin an application
- If your new candidate will be completing a similar program as a prior participant, you can copy the previous training plan and edit it as necessary