Welcome to the University of Wisconsin–Madison! We are happy to hear you have arrived! We hope that you will find your time in Madison is productive, rewarding and enjoyable.
At International Faculty and Staff Services (IFSS), we are always happy to provide assistance to you during your program. Your host department will also serve as a valuable resource during your stay. Please review the below information to ensure your program is started smoothly.
Check-in Process and Documentation
When you arrive in Madison, please virtually check-in with our office through Terra Dotta. Please review the instructions on how to check-in.
You will need to submit the following documents as part of the check-in process;
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I-94 Arrival Record
The I-94 arrival record shows when you last entered the U.S., which status you entered the U.S. in, and how long you may stay in the U.S. in that status
It is needed for; I-9, Social Security Number, driver’s license, and requests from IFSS
To access this record, visit CBP’s website. Your electronic I-94 record should be printed immediately after arrival.
Please check your I-94 after each entry into the United States to ensure you entered in the correct status and the correct admit until date is listed. The status will be listed under “Class of Admission”. Class of admission should list “J-1”. The admit until date should read “D/S”. D/S means duration of status. This means that the exchange visitor may remain in the U.S as long as they are properly maintaining their J-1 status.
Visa Page/Stamp
Visas are obtained at a U.S. embassy or consulate abroad. Visas cannot be obtained within the United States because it is an “entry” document only.
Although your visa has an expiration date (right circl), it does not determine how long one can remain in the U.S. The visa is only an entry document. Once in the U.S, the length a scholar is allowed to remain in the U.S. is dictated by their DS 2019 end date.
Your visa will also list the entries allowed on the visa. If you visa lists “M” under entries, that means you can enter the U.S multiple times with the visa.
Passport
Scholars will need to upload the biographical page of their passport.
Please make sure your passport is valid at least 6 months into the future.
Consular signed DS 2019
An exchange visitor’s DS 2019 will be marked by the consular officer during the visa interview. It is important our office receives the consular signed version of your DS 2019.
The DS 2019 represents a J-1 scholars immigration status and allows scholars to legally work in the U.S J-1 scholars can only work during the dates listed on their DS 2019.
It is important to keep all copies of your DS 2019 that you have received. If your document is lost, stolen or damaged, please report to IFSS and we can generate a new copy from the Department of State.
The DS 2019 is not an open employment authorization document. J-1 scholar are not allowed to work extra/side jobs on or off campus.
- J-1 scholars can only work for their host department at UW Madison
Health Insurance
All J-1 Scholars and visa dependents are required to have UW-Madison approved health insurance coverage the duration of their J-1 program. J-1 Scholars must purchase SHIP for themselves and any visa dependents or file a qualifying waiver.
Individual and private insurance plans (including Marketplace plans) DO NOT qualify.
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Student Health Insurance Plan (SHIP)
All unpaid J-1 scholars and their J-2 are required to enroll in the SHIP insurance the duration of their J-1 program. Inquiries about the billing cycles, coverage of services, and other insurance information should be directed to the SHIP office atshipmail@uhs.wisc.edu. You may also visit their office at 333 East Campus Mall on the 7th floor during business hours
You must register yourself and any J-2 dependents within 31 days of either the DS-2019 start date or entry date (whichever is later). If you miss this deadline there is a $100 administrative fee.
Please bring a copy of your current DS-2019 forms and passports for both you and your visa dependents.
Employee Sponsored Health Insurance (SGH)
Scholars who have a paid appointment from UW Madison may qualify for employee sponsored health insurance. Please contact your department administrator or HR representative for information on how to sign up for employee benefits.
Please file a waiver with the SHIP office if you sign up for employee sponsored health insurance.
Mandatory J-1 Orientation
All J-1 scholars are required to join one of our orientations. Orientations are currently hosted every Tuesday at 10 am over Zoom.
Scholars will receive a link to the orientation once they have completed the IFSS check-in process.
If you are not able to attend orientation due to a teaching conflict, please email our office to schedule an alternate time.
Social Security Numbers
A Social Security Number (SSN) is only assigned to people who are authorized to work in the United States. Work is defined as employment for pay. If you will have paid employment in your sponsoring UW -Madison department you must apply for an SSN. If you have a zero dollar or unpaid appointment you will not be able to apply for an SSN.
You may apply for the SSN at the Social Security Administration Building at 6011 Odana Road in Madison, WI. Please wait to apply for the SSN until at least 10 days have passed from the day you registered as a new scholar with IFSS. IFSS must activate your J-1 program in SEVIS before you can apply.
Bring the following documents to apply:
- Passport
- I-94
- DS-2019
- Appointment offer letter from your UW department
Many private service providers in the U.S. (mobile phone and cable companies) will ask for SSNs when you apply for their services. Legally no company can require you to provide them with a SSN. If you are not eligible for an SSN you may need to explain to the company that you are in a non-immigrant status in the U.S. and are not able to provide them this number.
Glacier and International Tax
Anyone receiving taxable income from a U.S. source must file taxes each year. If you have a paid appointment in your UW Madison department you are required to have a GLACER account and file taxes for the duration of your paid appointment. IFSS does not process or advise on taxation so please refer to the GLACIER team if you have questions.
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Glacier
All foreign national employees being paid or receiving funds through UW Madison payroll must create and maintain a GLACIER individual record for payroll and taxation purposes. This includes Resident Aliens and Non Resident Aliens. If you are required to have a GLACIER account it will be automatically created for you when your information is entered in the UW payroll system by your department. The log in information will be sent to you in two emails. If you do not receive these emails and you believe you should have an account please contact the GLACIER team at glacier@ohr.wisc.edu.
Taxes
Built into the GLACIER system is tax preparation software. This software can assist you with filing your annual U.S. taxes. Filing taxes is requirement in the U.S. Using the GLACIER prep software is not required. If you choose to file your taxes without the prep software you can file your taxes on your own or hire a company to file them for you. For more information on taxes for foreign nationals in the U.S. please visit Tax Filing Resources on the OHR webpage.