• Health Insurance Information
• Visa Information
• Tax Information
• Forms

Health Insurance

A medical form is sent along with appointment letters. FLETs will be on the Bard College health program that allows access to on-campus Health Service and enrollment in a basic insurance plan. A satisfactory medical exam is a condition of the appointment and the college will not release the stipend without one. In addition, the New York State Department of Health prohibits students from being on campus without a complete immunization record on file. Completed paperwork is to be returned to the same address. (A copy will be sent by us to Health Services):

Dean of International Studies
c/o Sherin Varghese
PO Box 5000
Bard College
Annandale, NY 12504
USA

All FLETs are given health insurance as a condition of their visas.

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Visa Information

Visa Holders in J-1 status are responsible for learning, understanding, and complying with U.S. federal laws and regulations governing the J visa. Failure to do so will violate your legal status in the United States and will have serious consequences. Your responsibilities include the following:

You must have a valid passport in your possession at all times.

For information on renewing your passport, visit the web site of your country's embassy or consulate in the United States. (See: http://www.embassy.org/embassies)

Report Address Changes Your Responsible Officer (RO)

U.S. federal regulations require all J-1 students to report a change of address directly to the Responsible Officer (RO), Executive Vice President Dimitri B. Papadimitriou, within 10 days of the address change. The RO is required to provide this and other student data to the federal government electronically. No other college office is authorized by the federal government to process this data. Students who are subject to the Federal Special Registration Procedures must also report their address change within 10 days to the Bureau of Citizenship and Immigration Services (BCIS) as per the BCIS's instructions.

Maintain a Full Course of Study Each Semester

U.S. federal regulations [8 CFR 214.2(f)(6)] require you to pursue a full course of study each Fall and Spring semester until graduation or transfer to a new school.

Obtain PRIOR Authorization from the RO Before Dropping Below a Full Course of Study

There are very limited exceptions to the full course of study rule. Those reasons include; academic difficulty, medical condition, or completion of study, and there are strict criteria for each. You must obtain PRIOR authorization from the RO. After obtaining this authorization, you may then drop the course(s).

Abide by U.S. Federal Employment Regulations

J-1 students may work no more than 20 hours per week on campus when classes are in session [8CFR 214.2(f)(9)]. These 20 hours include the work you do for an assistantship if you have one. You cannot work off-campus (including credit-bearing internships off-campus) without PRIOR authorization from the RO and the U.S. federal government. Opportunities for off-campus work are limited.

Maintain Required Health and Accident Insurance

J-1 students must have RO-approved health and accident insurance for themselves and any J-2 dependents throughout their stay in the United States. The Department of State requires the following as minimum levels of coverage:
(2) Medical benefits of at least $50,000 per accident or illness;
(3) Repatriation of remains in the amount of $7,500;
(4) Expenses associated with the medical evacuation of the exchange visitor to his or her home country in the amount of $10,000; and
(5) A deductible not to exceed $500 per accident or illness.

Report Changes in Program to RO

Students must notify the RO’s office whenever there is a change in their academic program, program dates or level of study.

Notify Your RO Before You Travel Outside the United States

Students should bring their DS-2019 form to the RO’s office prior to traveling outside the United States to see if an updated RO signature is required. A new form may need to be issued to you. If you will be traveling AND applying for a new visa, you will also want to request a letter of certification from the RO, to verify that you are a full-time student.

Notify the RO of Any Accompanying Dependents or Dependents Who Will Join You Later

The RO’s office prepares visa documents for any dependents of J-1 students who will enter the United States on J-2 visas. The RO is required to report biographical data on J-2 dependents to the U.S. federal government.

Ending Your Studies at Bard Unexpectedly? Report Your Departure Date and Reason to the RO’s office

Periodically, students leave the college early or unexpectedly due to a variety of reasons. Some of these reasons include early graduation, leave of absence, withdrawal, or termination. U.S. federal regulations require J-1 students to inform the RO’s office if they plan to leave the college before the expiration date of their DS-2019 form as well as the reason for doing so.

Apply for an Extension Prior to the DS-2019 Expiration Date

Students must apply for extensions BEFORE their DS-2019 forms expire if they intend to stay at Bard and cannot complete their program by the form expiration date. Requests for an extension may be submitted at any time up to thirty days prior to the expiration date on the form. You will need to obtain the approval of your faculty advisor or program director and to re-certify your finances.

Obtain Transfer Authorization Prior to Leaving Bard

Students who plan to transfer to another college or university in the United States must inform the RO’s office of their final choice so that the office can perform the "transfer out" electronically and designate the school to which you will transfer.

Depart the U.S. within the 30 day Grace Period

Students in J-1 status must depart the United States within 30 days of the DS-2019 expiration date or program end date, whichever is EARLIER, unless they have applied for academic training or are transferring to a new J program.

Important Note: This information is subject to change without notice. If you have any questions or concerns regarding your legal status in the United States, it is important for you to contact the RO’s office.

Contact Information for the Department of State’s Exchange Visitor Program:

United States Department of State
Office of Exchange Coordination and Designation
ECA/EC/AG - SA-44, Room 732
301 4th Street, S.W.
Washington, D.C. 20547
JVISAS@STATE.GOV

Questions? Additional Information Needed?

Contact Joe Ahern at the RO’s office: x7178 or by e-mai to ahern@bard.edu.

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Tax Information

All tutors who come to the United States for less than 2 years on a J1 visa are exempt from having

• Social Security
• Medicare withheld.

If any of the tutors visited the US before coming to Bard, these exemptions might be effected.

At the time of recruitment:

1. Once all new tutors have been recruited, Helena sends a list of all names and respective addresses and email addresses to Martha Goldstein (goldstei@bard.edu) and Joe Ahern
2. Joe Ahern will generate the DS2019 necessary and send them out to those students who need this information to apply for their visas at their respective consulates
3. Martha will provide each tutor with a username and password for the online Foreign National Information Form (together with the online link to that form), and send this information back to Helena.
4. Helena sends this information out TOGETHER with the contract to the individual tutors; cc to Martha Goldstein – with a note to please fill out the online Foreign National Information Formasap.

For the new tutors when they arrive at Bard:

1. Tutors bring all their documentation to Human Resources to be copied.
2. Human Resources will send copies to the Payroll Office
3. The Payroll Office will import all online information together with the new information into her Windsor software (including exact date of entry and leave)
4. Tutors meet with representative of the Office for Social Security to obtain their Social Security Card.
5. Tutors will bring their Social Security Card Number ASAP to the Payroll Office
6. With the SS#, the Payroll Office can now ask her software to analyze each tutor’s exact tax status and see if and who is eligible for treaty benefits or not
7. The Payroll Office sends out respective information to all tutors
8. Tutors that are being taxed will receive their W2 forms no later than the first week of February
9. Tutors, if they file the 1040 NR ez immediately after receipt of the W2 form online (copies will be provided through the Payroll Office), will receive their tax returns for the previous Fall semester before they leave Bard College

For the tutors after they return to their home country:

In order to receive a refund for taxes paid in the Spring Semester, tutors will need to file another 1040 NR at the beginning of the new tax year.

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Forms

The Payroll Office provides links to various health, visa, and tax forms.

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