Frequently asked Questions

The sponsor of the J-1 Visa is typically an organization or institution authorized by the U.S. Department of State. WHOI, as sponsor, is responsible for issuing the Certificate of Eligibility (Form DS-2019) and overseeing the visa holder’s status.

Form DS-2019, also known as the Certificate of Eligibility for Exchange Visitor Status issued by your J-1 visa sponsor, is evidence of your J-1 status.

You must comply with the terms of your J-1 program AND, including:

• Initial Registration Requirements
• inform the Foreign National Advisors about any changes to address, phone number, or supervisor/advisor
• engaging in authorized employment ONLY
• maintain required documentation (Form DS-2019 and I-94)
• Obtain authorized Travel Documents (see Travel)
• Maintain Required Health Insurance
• Report changes to end date; to shorten or apply for extensions of stay prior to the expiration date on your current visa documents.

The Foreign National Office will issue a new Form DS-2019 to extend your exchange visitor program upon request from your WHOI sponsoring department. This request must include an extension of your appointment and funding for the requested period. The extension cannot exceed the regulatory maximum stay for your program category.

Steps for Program Extension:

• Request Before Expiration: The extension request must be submitted before the current Form DS-2019 expires. Failure to extend documents before expiration is a serious issue and difficult to correct.
• SEVIS Update: SEVIS will be updated with the extended program information, including the new end date and financial details.
• New Form DS-2019: A revised Form DS-2019 will be printed, signed, and provided to you for your records.
• What are the mandatory reporting requirements for maintaining my J1 Visa?
• Under the Student Exchange Visitor Information System (SEVIS), we are required to report that an exchange visitor (J-1 visa holder) has begun their program participation within 30 days of the start date on the Form DS-2019. If you are unable to arrive in the U.S. within 30 days of your program start date or if your plans change and you do not use the Form DS-2019, please contact the Foreign National Advisor immediately.
• The Foreign National Advisor must also be notified if an exchange visitor’s program ends before the date listed on the Form DS-2019. Department of State regulations require notification through SEVIS if the exchange visitor withdraws or completes the program 30 or more days before the program end date on the Form DS-2019.
• Changes in Personal Information:
  • J-1 and J-2 visa holders must inform the Foreign National Advisor within 10 days of any changes to their address, telephone number, name, etc., as these updates must be entered into SEVIS.
  • Foreign nationals holding visas other than J-1 or J-2 must notify USCIS within 10 days of changing their address by notifying the WHOI Foreign National Advisor immediately.
• How to report changes?
  • The primary form is the Form DS-2019, and you report updates to the designated Alternate Responsible Officer (ARO) or Foreign National Advisor at fna@whoi.edu.

Request information such as your employment status, hours worked, position, and any changes to your role or employer details. Your Foreign National Advisors will need this for reporting.

If you receive funds from a U.S source, taxes may be deducted. How much tax you will pay depends on the type of income you will receive and what your tax status is in the U.S. IRS and Department of Revenue (DOR) regulations contain special provisions which apply to non-immigrants in F and J status in the United States. Further information regarding federal taxes is available from the IRS, Department of the Treasury, Publication 519, "U.S. Tax Guide for Aliens". You may obtain a copy by calling IRS toll-free at 1-800-829-3676. Instructions for completing state tax returns is available the Department of Revenue website or by calling the Department of Revenue at (617) 887-MDOR or toll-free in Massachusetts at 1-800-392-6089.

• You must obtain a travel signature from a Foreign National Advisor on your DS-2019, and make sure you meet any entry requirements for your destination country.
• Before traveling, check the validity of your visa and DS-2019 form.
• View current travel advisory.

You should contact Foreign National Advisors at fna@whoi.edu well in advance to discuss options for extension or transition. Depending on your program, you may be eligible to extend your J1 status.

If you lose your status, you must contact your Foreign National Advisors at fna@whoi.edu immediately to discuss your options. You may need to apply for a reinstatement or depart the U.S. to reapply for a visa.

Many J-1 visa holders use tax services or software that specialize in the non-resident tax filing process. Because of legal restrictions on our capacity to advise you about tax liabilities, the FNO staff is not able to answer individual questions regarding your tax situation. However, the International Committee does organize a tax workshop each tax season.

If your spouse joins you, they will need to apply for a J-2 visa. Your sponsor will provide the necessary paperwork, including the DS-2019 form for your spouse. Be sure to follow the specific steps for J-2 dependents.

Notify your Foreign National Advisors at fna@whoi.edu immediately to discuss your options of your change in employment or departure from WHOI. If you change employers, you may need an updated DS-2019 form issued by your sponsor. Ensure your new employer is authorized to host J1 visa holders.

Generally, you don’t need a new J1 visa if your program remains the same. However, you will need to have a new DS-2019 form issued by your new employer. If you leave the U.S. and need to return, you may need to apply for a new visa at the U.S. consulate.

EAD (Employment Authorization Document) is a permit that allows non-U.S. citizens to work in the U.S. J-1 visa holders can apply for EAD if they are eligible for work through certain programs depending on their J-1 category. You should contact your Foreign National Advisors at fna@whoi.edu to discuss your eligibility.

Alternatives may include the F-1 (student visa), B-1 (short-term training), the H-1B (specialty occupation workers), O-1 (individuals with extraordinary ability). The choice depends on the purpose of your stay and qualifications. The Foreign National Office will:

• Confirm that the WHOI sponsor hosting you supports a program appointment.
• Ensure the visit aligns with the goals of the exchange visitor program.
• Verify you have funding for the duration of stay for the program.

WHOI also provides travel insurance for medical and security assistance, as well as business-related travel support. We strongly encourage international travelers to register and download the travel assistance app using the attached instructions. You will be able to print an insurance card with key contact information to carry with you while traveling.