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Host Employer Cooperation and Requirements
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Host Employer Cooperation and Requirements

Host Employer Cooperation & Requirements

Outlined below are some InterExchange Work & Travel USA host employer requirements, based on program regulations and guidance from the U.S. Department of State.

InterExchange Work & Travel USA host employers are required to
  • Complete and sign an Employment Offer and Agreement form for each participant.
  • Make good faith efforts to provide participants the number of hours of paid employment per week as indicated and agreed to on their job offer.
  • Only offer positions that are seasonal and/or temporary in nature and that will not displace domestic U.S. workers at worksites where program participants are placed.
  • Obtain advance permission in writing from participants for any payroll deductions and/or changes.
  • Comply with all applicable federal, state, and local Minimum Wage laws.
  • Pay eligible participants for overtime worked in accordance with applicable state or federal law.
  • Provide the Federal Tax/Employer Identification Number (EIN), copies of their current business licenses, and workers’ compensation policy identification number and a copy of the policy’s Cover Page and/or Deck Sheet. InterExchange will request updated copies of these documents if they expire during the participants’ programs.
  • Advise participants that they are required to apply for a Social Security number.
  • Refrain from accepting any cash or gift incentives from sponsors and third parties acting on sponsors’ behalf to accept program participants.
  • Refrain from assisting students with remaining in the U.S. after their program.
  • If needed, assist participants with housing and/or transportation arrangements.
  • If the employer is providing housing: agree to provide safe, affordable, suitable, and acceptable accommodations. To be considered safe, housing must, at a minimum, meet all applicable local laws and regulations, including with respect to ventilation, utilities and occupancy rates.
  • If the employer is providing transportation: agree to provide safe, licensed, reliable, affordable, and convenient transportation.
  • InterExchange strongly discourages employers from deducting housing or transportation costs directly from participant’s wages, either pre- or post-tax. If the housing and/or transportation costs are deducted from participants’ paychecks, compensation must be in compliance with program regulations, including compliance with Internal Revenue Service and state wage requirements as well as section 531 of the Fair Labor Standards Act (FLSA), which requires that such deductions be voluntary and not include a profit to the employer or to any affiliated person.

J-1 Transportation Safety – A Message to Host Employers

The InterExchange Work & Travel USA program is a cultural exchange program, which enables participants to expand their knowledge and understanding of the United States. InterExchange works to ensure that our participants have a variety of opportunities to meet Americans, improve their English, share their own cultures, and learn firsthand about American society.

InterExchange Work & Travel USA host employers must ensure that:

  • Participants’ jobs provide them interactions with U.S. citizens (e.g., co-workers, customers).
  • Participants have opportunities to experience U.S. culture during the work portion of their Summer Work Travel Programs and to participate in organized events, trips, or other activities outside of work (e.g., company parties, sporting events).

Host employers must notify InterExchange promptly by calling 1.800.621.1202 when

  • Participants do not arrive at work sites to begin their programs.
  • There are any changes or deviations in the job placements during the participants’ programs.
  • There are any changes to participants’ job titles.
  • The participants will be working at any other locations or businesses owned or operated by your company.
  • Participants are not meeting the requirements of their positions.
  • A participant leaves his or her position ahead of the planned departure.
  • There are any emergencies involving participants or any situations that impact the health, safety and welfare of the participants.

As a host employer, you play a vital role in ensuring the health, safety, and welfare of our Exchange Visitors. Hosts must promptly report serious incidents, safety concerns, or major program disruptions involving participants at their site.

What to report

This list should be used as a general guideline for reporting incidents to InterExchange. The examples provided below are not meant to be exhaustive and this list  is subject to change (e.g., there may be other serious situations, not listed below, that have or could have the effect of endangering the health, safety, or welfare of an exchange visitor.

Health, Mental Health & Physical Safety

  • Serious Medical Issues: Any medical emergency, severe injury, or hospitalization lasting 48 hours or more involving an Exchange Visitor.
  • Serious Mental Health Concerns: If a participant exhibits severe distress, an eating disorder, self-harm, suicidal ideation or an attempted suicide, is placed on a psychiatric hold, or requires intervention.
  • Public Security Incidents or Natural Disasters: If your business location or participant housing is directly impacted by severe weather or a natural disaster (e.g., fire, flood, hurricane, tornado) or a public safety incident (e.g., civil unrest, bombing, shooting, act of violence).

Legal, Police & Document Emergencies

  • Incidents Involving the Criminal Justice System: If an Exchange Visitor is arrested, facing charges, or involved in other law enforcement involvement – either as a victim, perpetrator, or witness.
  • Lost or Stolen Immigration Documents: If an Exchange Visitor has lost their passport or DS-2019 form, or it has been stolen.
  • Fraud: Please let us know if you suspect an Exchange Visitor is being targeted by a visa, immigration, or financial fraud scam.

Personal Safety, Harassment & Well-Being

  • Sexually Related Incidents or Abuse: Any incident or allegation involving unwanted sexual advances, assault, misconduct, harassment, or exploitation involving an Exchange Visitor.
  • Serious Behavioral Problems: If an Exchange Visitor is a victim, perpetrator, or witness of bullying, harassment, placement conduct violations, or substance abuse.

Housing & Workplace Conditions

  • Dangerous or Unsuitable Living Conditions: If there are unvetted people in the housing location, unsafe housing, or a situation in which an Exchange Visitor needs to be moved to a new housing location.
  • Unsuitable Host/Work Conditions: Workplace bullying, harassment, discrimination, or a hostile work environment involving an Exchange Visitor.
  •  Work Hour and Wage Violations: Any unpaid work hours and/or wage-related complaints reported by or involving an Exchange Visitor.