Visas

J-1 Visa Sponsorship

General Information

• Please send all inquiries about J-1 sponsorship to the UW Training Program Liaison (TPL) Gabrielle Pett at nathangl@uw.edu.
• Programs must notify the UW TPL about required sponsorship for incoming residents/fellows once they have matched/been accepted into the program.
• The UW TPL will send the resident/fellow Exchange Visitor and program the appropriate J-1 application checklist and initiate the application with the ECFMG.

Resources

• ACGME Requirements for Sponsoring Institutions with Non-Standard Training Programs for J-1 Visa Sponsorship
  • UW GME Presentation: ACGME Recognition of SIs with NST Programs (5/25/22)
• ECFMG Exchange Visitor Sponsorship Program (EVSP)
• Exchange Visitor Sponsorship Program Reference Guide
• J-1 Sponsorship: Application Checklists
• Pre-arrival information
• Travel Requirements

H-1B Visa Sponsorship

Requests for consideration of H-1B visa sponsorship of a prospective resident or fellow are reviewed on a case-by-case basis and must be approved by the GME Office and ISO/Academic HR prior to ranking of the applicant in a national matching program or extending an offer for appointment to the applicant.  UW H-1B visa sponsorship is not guaranteed for applicants who have already been accepted into a program without prior approval by the institution.  Refer to the UW GME Visa Policy for eligibility criteria.

Conditions of H-1B Sponsorship

Programs considering H-1B sponsorship for prospective residents/fellows must be aware of and agree to several H-1B terms and conditions.  These include:

• Payment by the department of all H-1B petition fees, including premium processing if required;
• Payment of the required wage for participation in orientation activities that occur prior to the start of the training program;
• Accurate identification of inclusion of all work/training sites in the H-1B petition; and
• Notifications of change of worksite to ISO.

Petition Categories

• Initial Petition: Initial H-1B visa sponsorship (e.g., incoming UW R-1s on an F-1/OPT)
• Extension Petition: Current H-1B beneficiaries sponsored on an H-1B through UW
• Change of Employer Petition: Current H-1B beneficiaries transferring to UW

Petition Fees

• It is the responsibility of the hiring department to pay all petition fees on behalf of the foreign beneficiary
• All required petition related fees are are on the Visa Fees page on the ISO website
• Payment of premium processing is recommended for Initial petitions submitted within 9 months of sponsorship start date

H-1B Petition Processing Times

• See the H-1B Process Handout under the H-1B Review Process Timeline for detailed guidance from ISO
• 9 months in advance: Initial/Change of Employer Petitions
• 3 months in advance: Extension Petitions

Requesting Consideration of H-1B Sponsorship

A request for consideration of H-1B sponsorship must be submitted to the GME Office for review by ISO prior to ranking the applicant or offering a position.  Please submit using one of the two forms below and allow 3 weeks for review.  If you are unable to access the form please contact Gabrielle Pett at nathangl@uw.edu. 

• Request for Consideration of H-1B Sponsorship: Applicants New to UW
• Request for Consideration of H-1B Sponsorship: UW Extensions/Transfers

H-1B Petition Documents

Instructions and documents required for H-1B petitions are provided below.  These are to be prepared by the program (or department) only after receiving approval for consideration of H-1B sponsorship from ISO and after the applicant has matched to the program or accepted an offer.

Petition Documents

• Refer to the Required Documents for H-1B New and Extension Petitions page on the ISO website for a printable petition document checklist

Petition Documentation: GME Specific Guidelines

• Gather Supporting Information for the H-1B Visa Request (see H-1B Visa Intake Form)
• Email forms requiring Dean’s Office signature to Gabrielle Pett.
• Petition documentation should be sent to ISO as one complete packet.  See How to Sponsor an H-1B Temporary Worker (Step 5: Route Approved Visa Request to ISO).

Employer Letter

• Prepared by training program/department.  See Employer’s letter template on ISO website under Required Documents for H-1B New and Extension Petitions.
• After “plus standard University benefits” add “under the Resident and Fellow Physician-NW Union Contract.”
• For multi-year appointments, or petitions spanning academic years, paragraph should end in “plus standard University benefits under the Resident and Fellow Physician-NW Contract, with succeeding year’s salaries at a step higher and as specified under the Resident and Fellow Physician-NW Union Contract.”
• Include draft letter with petition packet.  ISO will review and propose any changes to the letter before it is finalized and signed by the Department Chair.

H-1B Visa Request Form

• The Visa Request Form must include all employment (e.g., Rotation) locations.  Include the street address and zip code where employment will be performed, as well as the dates at each location.  This means, addresses of UWMC, SCH, etc., including practice sites within those systems (e.g., even within UW Medicine, list individual clinic locations), and expected time spent at each during period of H-1B sponsorship.  If there is an elective rotation site where the resident/fellow may rotate during the timeframe of the petition, please include on the list.

Documents Requiring Dean’s Signature: Email the following forms to Gabrielle Pett for Dean’s signature:

• H-1B Visa Request Form (signed by Dr. Joyner)
• Actual Wage Memorandum (signed by Dr. Joyner)

Prevailing Wage

• The prevailing wage determinant for residents and fellows is the negotiated salary in the CBA.  This replaces the AAMC salary and benefits data for the Western Region that had been used in the past.  The Prevailing Wage Intake Form is not required or applicable for ACGME trainees.

RFPA Signature Page

• The RFPA signature page template for residents and fellows on H-1Bs includes additional language required for the petition.  Please contact Shinetra Pryor in the GME Office for a copy of the RFPA signature page template for H-1B beneficiaries.

Actual Wage Memorandum: ISO has recommended that residency and fellowship programs complete the form as follows:

• Appointing Unit (Example):  UWSOM, Department of Pediatric Residency Program
• Name of H-1B Beneficiary:  Name of Resident/Fellow
• Appointment Title:  Resident or Fellow and R-level
• Job Class Code/Job Profile:  10328 or 10439
• Annual Salary Offered:  appropriate salary in effect when H-1B visa will begin
• Under “Check One and Provide the Requested Information”, check the second box
• Number of similar employees in the appointing unit:  List number of residents in your program at the same R-level
• Salary range:  Leave blank
• List of all similar employees:  Leave blank, and instead attach a copy of the Compensation Schedule for RFPU-NW Members.

UW Office of Academic Personal H-1B Visa Resources

• How to Sponsor an H-1B Temporary Worker
• Required Documents for H-1B New and Extension Petitions
• Visa Guidance for Unit Administrators
• H-1B Medical Practice and Clinical Training

Social Security Number (SSN) Applications

Residents and fellows under initial visa sponsorship who do not currently have a US Social Security Number (SSN) must apply for a number once eligible.

• J-1 Exchange Visitors: Eligible to apply 1) once in the US in J-1 status and 2) 11 business days after validation of arrival has been validated by ECFMG in SEVIS.
• US Social Security Number application instructions.  See information sheet for Noncitizens.
• Local SSN office locations:  There are several SSN office locations in the Seattle area.  Use the Social Security Office Locator to find your preferred location.