Intern / Train in USA
USA Internship Program
Frequently Asked Questions
Do we need to use a sponsorship organization?
Yes, in order for interns to participate in the J-1 visa program they must have a U.S. Department of State designated sponsor. The sponsor screens candidates and host companies, issues the legal documentation necessary to obtain the J-1 visa, and provides support throughout the program.
When should we begin the J-1 visa application process?
The sooner the better! We suggest starting the J-1 visa application two months before the desired internship start date. CDS processes complete applications within five business days and also offers 24-Hour Express Service; however, delays may occur at other points in the process such as when trying to schedule a consular interview. CDS is unable to facilitate the appointments made with each consulate and has no influence over their schedules.
What is SEVIS?
The Student and Exchange Visitor Information System (SEVIS) is part of the government’s automated process for collecting, maintaining, and managing information about international foreign students, exchange visitors, and their dependents during their stay in the United States.
CDS must enter and update all information in SEVIS; neither host companies nor interns have access to the system. In order for your intern’s J-1 visa program to be valid, CDS must update their U.S. address in SEVIS within 10 days of arrival in the U.S.
A fee of US$180 has been mandated by the U.S. government to help support the system. All J-1 interns must pay this fee. To simplify this process, CDS will collect this money at the time of application and pay it on the intern’s behalf.
My company needs a site visit. What do I need to prepare?
Site visits are designed to ensure each host company is a legitimate company and that the basic hosting requirements as defined by the U.S. Department of State are met. During this visit, you must provide a copy of your workers’ compensation policy and some of your company’s marketing materials. You should also be prepared to give a quick tour of your company and answer any additional questions related to your training program.
Is there an extra charge for a site visit?
No, CDS does not charge for site visits. A one-time US$200 new host company fee is however added to all host companies working with CDS for the first time. This fee is designed to offset the costs associated with the additional vetting process required by new host companies. Non-profit organizations and educational institutions may be exempt.
CDS has issued Form DS-2019 to my intern. When can he/she come to the United States?
It could take up to six weeks before your intern receives the J-1 visa and is able to enter the United States. Once your intern has received Form DS-2019, he/she must schedule and attend an interview at a U.S. Embassy or Consulate. Following this interview, your intern will receive the J-1 visa.
Consulate appointment wait times vary depending on the consulate and the time of year in which the interview is made. They can be between two days and six weeks. Wait times are typically longest around the end of December and during the summer months. The J-1 visa is typically issued one to two weeks following the interview.
May my intern enter the U.S. before the start date listed on Form DS-7002?
Yes, your intern may enter the United States up to 30 days before the official start date.
May my intern stay in the U.S. after the end date listed on Form DS-7002?
Yes, your intern may stay in the U.S. up to 30 days after the official end date.
Why does my participant have to attend an orientation?
The U.S. Department of State requires that all J-1 interns and trainees receive an orientation from their visa sponsor. Orientations provide interns with important information about J-1 visa requirements, Social Security Number applications, taxes, health insurance, driver’s license applications, and cultural adjustment.
CDS conducts monthly orientations in California, New York, and Washington, D.C. We also give phone orientations for those who are unable to attend one on-site. Your company may also request a private orientation; a CDS representative will travel to you and give an orientation to all of your interns at once. Private orientations cost US$200.
Does my intern have health insurance?
Yes. He/she is enrolled in health insurance prior to arrival in the U.S. Learn more about your intern’s insurance coverage.
When can my intern apply for a Social Security Number?
Your intern must wait 10 days after his/her arrival in the U.S. before they can apply for a Social Security Number. This is to allow all U.S. government databases time to communicate with each other and to recognize that he/she has arrived.
Your intern should also wait at least three days after your CDS representative has entered his/her information in SEVIS. Your CDS representative will send an email confirming this.
Can I enroll my intern in payroll before s/he has received a Social Security Number?
Yes. Once your intern has applied for a Social Security Number, he/she will receive a receipt showing proof of application. With this, you can file Form W-4 and enter “Applied for” in the box asking for a Social Security Number. Once your intern receives a Social Security Number, you can file the number through Form W-2C, Corrected Wage and Tax Statement.
Does my J-1 intern/trainee pay taxes?
All J-1 interns and trainees are subject to the following taxes:
- Federal income tax
- State and city income taxes
They do not pay:
- Social Security and Medicare (FICA)
- Federal Unemployment (FUTA)
To claim FICA and FUTA exemptions, attach a written statement to Form 940 and Form 941 stating that those holding a J-1 visa are not subject to FICA and FUTA taxes. There are no other forms to complete.
Can I increase my intern’s stipend?
Yes. You must submit a newly signed Training/Internship Placement Plan (Form DS-7002) and Third-Party Agreement reflecting this change to your CDS representative for approval. We will then process the amendment to Form DS-2019 and send the updated documents to your intern.
Can my intern work past the end date listed on the Training/Internship Placement Plan?
This is possible; however, you will need to file for an extension to the program. Contact your CDS representative to see if your intern is eligible for an extension. Extension documents must be submitted to CDS at least two weeks before the scheduled end date. Learn more about how to extend a program.
What do I do if my intern ends his/her internship early?
Immediately notify your CDS representative and give the reason for the early departure. We will then make updates to the relevant documents and databases. You will then need to submit a final evaluation form.
What should I do if our company changes locations during the internship program?
You will need to submit a newly signed Training/Internship Placement Plan (Form DS-7002) and Third-Party Agreement reflecting this change to your CDS representative for approval. We will then process the amendment to Form DS-2019 and send the updated documents to your intern.
Why do I have to complete the host company evaluation forms?
These forms are part of U.S. Department of State requirements and help us maintain program quality and demonstrate the benefit of the Exchange Visitor Program. They will also serve as documentation that the program was completed in good standing should your intern apply for another visa to the U.S. in the future.
Where is CDS located?
Our main office is located in New York City. We also have a satellite office in Washington, D.C. Additional representatives are located in Berlin, Boston, California, and Michigan.
