Internships Participant Handbook

Transcription

Internships Participant Handbook
Table of Contents
WELCOME MESSAGE...................................................................... 3
USING THE PARTICIPANT HANDBOOK........................................4
COMPLETING YOUR PROGRAM.................................................. 27
9 TIPS FOR A SUCCESSFUL PROGRAM......................................... 5
Finding Your Program End Date.............................................................. 27
Grace Period................................................................................................ 28
Program Extensions................................................................................... 28
IMPORTANT CONTACT INFORMATION........................................6
PRE-ARRIVAL INFORMATION....................................................... 7
Pre-Departure Orientation....................................................................7
Preparing for Your Adventure –
Research Your New City and What to Pack...................................... 8
Packing Properly and Making Copies of Your Documents........... 8
ARRIVAL IN THE U.S. .....................................................................9
Passport Control and Immigration..................................................... 9
Obtaining your I-94 Arrival Card...................................................... 10
Checking In............................................................................................ 10
Social Security.........................................................................................11
Completing Tax Documentation.........................................................11
Paying Your Taxes........................................................................................15
Social Security (FICA), Medicare and
Federal Unemployment (FUTA) Taxes..............................................15
Filing Your Taxes...........................................................................................15
How to Start...........................................................................................15
Reclaiming Social Security (FICA) or
Medicare Overpayments.....................................................................16
Dealing with Sickness, Injuries and
Other Emergencies on the J-1 Program.................................................. 17
More About Coverage Through Ascension..................................... 17
Receiving Medical Treatment
and Filing a Claim with Ascension.....................................................18
Who to Call..............................................................................................19
Dealing With Daily Life in the U.S...............................................29
American People and Culture..................................................................29
Participating in American Culture....................................................29
Culture Shock........................................................................................30
Dealing With Money in the U.S...............................................................30
Banking...................................................................................................30
Methods of Payment............................................................................31
Communication........................................................................................... 32
Safety and the Law..................................................................................... 33
Cell Phone Safety................................................................................. 33
Avoiding Trouble With the Law.........................................................34
Travel and Transportation During and After Your Program.............. 36
International Travel During Your J-1 Program................................. 36
Renting or Buying a Car.......................................................................37
Other Forms of Transportation......................................................... 38
Housing......................................................................................................... 39
Short Term Housing............................................................................. 39
Long-Term Housing.............................................................................. 39
Additional Resources and Ideas for Housing............................... 40
GENERAL INFORMATION ABOUT
LIVING IN THE UNITED STATES................................................... 41
Electricity.................................................................................................41
Time Zones..............................................................................................41
U.S. Units of Measurement................................................................42
AT YOUR INTERNSHIP.................................................................. 21
What to Expect.............................................................................................21
Rights and Responsibilities During Your Internship........................... 23
Responsibilities to Your Host Company..........................................24
Responsibilities to Intrax.................................................................... 25
Dealing With Problems at Your Host Company................................... 25
APPENDIX 1: Useful Websites......................................................43
APPENDIX 2: Sample Packing List.............................................. 44
APPENDIX 3: Holidays in the U.S................................................45
Welcome to the Intrax Internship
Welcome to the Intrax Internship/Career Training program!
Intrax has been providing young adults from more than 85 countries with the opportunity to come to the U.S. on internship programs since 1999.
As a participant on the Exchange Program, you will immerse yourself in American life by experiencing U.S. business practices. You will improve
your English skills, gain valuable international experience in your chosen career field, make new friends, and experience daily life in America.
We hope you will learn about American culture and share your own while you are here. All J-1 participants should return home to share their
experiences and apply their new skills and knowledge to their work or studies.
You can find more information about the J-1 program, your visa sponsor’s role in administering the program, and basic regulations relevant to the
Exchange Program here.
We hope that you have an amazing experience and that it will impact your life for years to come!
Regards,
The Intrax Internships Team
Return to Table of Contents
Internships Participant Handbook 3
Using the Participant Handbook
While the handbook contains a lot of helpful advice, there is also a lot of information to remember!
Use the table of contents on page 2 to help you find helpful information about each stage of your program listed below.
You can return to the Table of Contents at any time by clicking the link at the bottom of each page.
Pre-Arrival (p.7)
Arrival in the U.S. (p.9)
At your Internship (p.21)
Completing your Program (p.27)
Dealing With Daily Life in the U.S. (p.29)
If you have a question,
• Click the link at the bottom of every page to go back to the Table of Contents
• Use the “Find” function (PC: CTRL+F or Mac: CMD+F) to look up a keyword
9 Tips for a Successful Program
We have created 9 important tips for you to remember.
Please try to remember these 9 tips throughout your program. They will help you make your J-1 experience a success.
TIP1
Remember your DS-2019 Form and keep it with you on the plane in your carry-on bag
TIP2
Check-in with Intrax after arrival in the U.S. through your myIntrax account.
TIP3
Continue to update Intrax as to any changes to your address or contact information throughout your program and be sure to complete your monthly contact.
TIP4
TIP5
Notify Intrax of any important changes to your internship and be sure to tell us if you are planning on returning home prior to the end of your program
Please contact us if you are experiencing problems that you cannot solve on your own. Remember that we are here to help you if you run into difficulties
TIP6
Complete all required evaluations
TIP7
Make sure that you know how to use your travel insurance in case of an emergency
TIP8
Make sure that your DS-2019 is signed for travel if you will be taking any international trips during your program
TIP9
Have fun!
Important Contact Information
Intrax
Insurance
Telephone
1.888.224.0450 (toll free, within the U.S.)
1.415.434.5440 (outside the U.S.)
Fax
1.415.434.5421
Mail
Intrax Cultural Exchange
600 California Street, 10th Floor
San Francisco, CA 94108
Email
intsupport@intraxinc.com
myIntrax
my.globalinternships.com
Provider
Ascension Collegiate Solutions
Telephone
800.314.3938
Email
piaservice@ascensionins.com
Web
www.esecutive.com/myinsurance or www.firsthealthbp.com to
find a provider.
*Both Intrax’s and Ascension’s contact information can be found on the back of your
white Intrax Id card.
Government Offices
Social Security Administration
U.S. Citizenship and Immigration Services (USCIS)
Internal Revenue Service (IRS)
Telephone
1.800.772.1213 (toll free)
Website
www.ssa.gov
Telephone
1.800.375.5283 (toll free)
Website
www.uscis.gov
Telephone
1.800.829.1040 (toll free)
Website
www.irs.gov
Pre-Arrival
Pre-Arrival Information
Pre-Departure Orientation
Before arriving, each participant will complete an online pre-departure orientation. The purpose of this orientation is to familiarize each
participant with the requirements of the J-1 visa and what they can expect on their J-1 exchange experience.
DS-2019 Package
Before arriving, each participant should receive:
• A signed copy of DS-2019 (Certificate of Eligibility for Exchange Visitor Status)
• An signed copy of DS-7002 Training/Internship Placement Plan
• A personalized Intrax Id card with participant number and other important information
Get your International Driver’s License (if necessary)
If you plan on driving in the U.S., you may wish to get an International Driver’s License. An International License is a translation of your
documents back home that will help U.S. officials read your original documents. It is not a license to operate a vehicle.
Visit your dentist and your doctor
It is a good idea to see your doctor and dentist and fix any problems before leaving for the U.S.
If necessary, have a dental exam before you leave. Dental care is expensive in the U.S. and non-emergency procedures are not covered by
travel insurance.
If you have any special medical conditions, review the health insurance coverage carefully and consider purchasing additional health
insurance if needed. The travel insurance that provides health coverage while you are on the exchange program will not cover any preexisting conditions that are present before your travel to the United States. Be sure to seek and complete any necessary medical treatments
before coming to the United States.
Update and fill prescriptions
If you require medicine regularly or wear eyeglasses or contact lenses, bring a copy of the signed prescription so that you can get
replacements in the U.S. if needed.
Pre-Arrival
Let your family know how to contact you
Be sure to give your U.S. contact information, including your phone number and addresses to your family. If necessary, show your family
how to dial internationally (or use Skype).
Preparing for Your Adventure – Research Your New City and What to Pack
One of the best ways to prepare is research. Research makes you better prepared and it can save you time and money. The U.S. is a very
big country with a large amount of diversity in its people, climate, geography, and more. It is important that you be prepared.
At least, you should know how you will be getting to your destination once you arrive in the U.S. and where you will be staying your first
few nights. If you are meeting someone at the airport, make sure that you have their phone number in case you have any problems.
Additional things to research:
• Climate/weather where you are going
• Safety information where you are going
• Public Transportation Options
• Locations of Medical Offices and Hospitals
• Entertainment options
The Internet is a great resource and provides participants with the opportunity to research everything from airfares, to housing, to cheap
travel deals. The Appendix to the Participant Handbook provides some helpful websites for general research on housing and transportation,
but it is up to you to search for specific websites related to your destination.
Another great source of information is Travel Guide Books. Guide books can be written for specific U.S. states or about a region or the
entire country. You may want to read a guidebook about your region of the United States. For example, if you intern near San Francisco,
California, get a book about the Western United States in case you want to take a trip over the weekend.
If you do not wish to purchase a book, you may find information online on sites like Lonely Planet, Wikitravel and National Parks Service.
Tip to Success
Remember to bring your DS-2019 and make sure to pack it in your
carry-on bag along with your passport. If you forget your DS-2019,
you can be stopped or delayed at U.S. Immigration Control. Don’t let
this happen to you! Bring your DS-2019!
Packing Properly and Making Copies of Your Documents
Check the weather for your destination before you start to pack. Use a site like www.weather.com to see average temperatures.
Read Appendix 2 for general packing suggestions: Sample Packing List under the Appendix.
For the U.S. Transportation Security Agency’s packing suggestions and list of prohibited items see
http://www.tsa.gov/traveler-information/prohibited-items
It is important to remember that you will not have access to your checked luggage until after you have cleared immigration control.
• Keep all your important documents with you in your carry-on luggage
• Have your host company’s contact informationand and instructions on how to get to your accommodations/housing for the first night
• Remember to pack Intrax’s 24 hour toll free emergency number (1.888.224.0450) in your carry-on bag just in case
Make copies of all of your important documents. Each year, some participants end up losing their documents or have their documents
stolen. Having copies will help you get new documents. Contact your bank if you need to report a lost or stolen credit card.
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Arrival in the U.S.
Passport Control and Immigration
Upon entering the U.S. foreign visitors have their two index fingers scanned and a digital photo taken at the port of entry to match and to
prove that their travel documents are valid.
Speaking to an immigration officer in any country can make anyone a little anxious but the more prepared you are the better off you will
be. The immigration officer will ask you questions. Be sure to answer them accurately and truthfully. When you go through U.S. Immigration
you will have to provide the following documents to the immigration officer:
• Passport, which will be stamped with your arrival date and visa type
• DS-2019 form
Make sure that you receive both documents back before you proceed to U.S. Customs. You will also receive instructions from immigration
on how to obtain an electronic copy of your I-94 arrival record. This is also explained in the next section.
Once you have collected your baggage and passed through U.S. Immigration and Customs you will exit the airport and your adventure as
an “Exchange Visitor” on the Internship Program begins.
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Obtaining your I-94 Arrival Card
Your I-94 arrival record is important because it proves that you entered the U.S. legally as well as proves work authorization for your
internship. Unless you enter the U.S. via land border, from Canada or Mexico for example, your arrival will be recorded electronically. The
U.S. Department of Homeland Security has access to electronic travel records and will be able to verify your status without seeing a paper
printout. Some government agencies, such as the Social Security Administration, as well as your Host Company may wish to see an actual
printout of your I-94, however.
If you enter the U.S. by airport or seaport your arrival will be recorded electronically and you will not receive a paper copy of your I-94 at
the border. To print out a copy of your I-94 arrival record please visit www.cbp.gov/I94. In order to access your record you will need to have
the following information:
•
•
•
•
Your full name as it appears on your J1 visa sticker.
Your date of birth.
Your passport number.
Your country of citizenship.
If you enter the U.S. by land border you will not be able to access your record online and you will be issued a paper copy of your I-94 arrival
record at the border. Please take great care of your I-94 in this case as obtaining a replacement can be both time consuming and difficult.
What do I do if I cannot access my I-94 arrival record online?
First, be sure to check the frequently asked questions on https://i94.cbp.dhs.gov/. Often problems are caused by entering a date in an
incorrect format or spelling your name differently than recorded on your visa. If you still are having difficulties accessing your record after
double checking your information and reading the help section online please feel free to give us a call and we would be happy to assist you.
Tip to Success
It is very important that you remember to check in with Intrax within
7 days of your arrival to the U.S. Failure to report your arrival will
mean: you will not be able to receive a Social Security number, you
will not be covered by your travel insurance policy and you could
possibly lose your J-1 visa.
Checking In
Every participant on a J-1 Exchange/Internship Program is required to report their arrival to their sponsor as soon as they arrive in the U.S.
This process is one of the most important steps you will take while on the program as this will allow us to validate you in the Student and
Exchange Visitor Information System (SEVIS).
To successfully check in you must login to your myIntrax account and click on the check-in notification in your account. This must be done
within seven (7) days of your arrival in the U.S. Failure to complete all the fields will result in an incomplete Check-In and ultimately may
result in termination in SEVIS and program dismissal from the Intrax Internship Program. Once your check-in has been accepted you will be
emailed a confirmation.
If for any reason you are unable to check in over the web you must call Intrax on our toll free number, 1.888.224.0450, Monday through
Friday, 9 AM to 5:00 PM Pacific Time to check in.
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Social Security
As a general rule, the Social Security Administration recommends that you wait 2 days after successfully checking in with us to apply for
your Social Security number. You will know that your check in has been accepted once you receive e-mail confirmation from us. Applying
sooner may result in a denial of your application or a delay in issuing the card so it’s important to be patient.
To apply for a Social Security Card, take the following items and visit your local
Social Security office:
Social Security Application
DS-2019 form
Passport with your J1 Visa
I-94 card (printed out from online)
A copy of your Training Plan
Additional identification documents if your passport is less than one year old
To find the Social Security office nearest you look in the telephone book under
“Social Security Administration”, visit www.ssa.gov or call 1.800.772.1213 (Toll
free).
If I already have a Social Security
number from a previous program can I
use that number?
Yes. If you have participated in an
exchange program before, the Social
Security number you were issued
during that program will remain valid
throughout your life. Therefore, you do
not have to reapply for a new card.
If the Social Security Administration is NOT able to verify your status, make sure that you request an official certificate/receipt or an official
letter from the Social Security Administration confirming your attempt to apply for a Social Security Card. This notice will serve as proof that
you attempted to apply for your Social Security card and should be shown to your employer before beginning your internship.
Once you receive your Social Security number you must report this number to your Host Company immediately. If you fail to report your
Social Security number to your Host Company, you will have difficulty filing your tax return documentation. After showing your Social
Security Card to your Host Company you should keep it in a safe place. You will also bring your Social Security Card home with you in order
to file taxes.
Completing Tax Documentation
If you are being paid, your Host Company will ask you to complete two important tax documents, the I-9 Employment Eligibility Verification
Form and the W-4 Employee’s Withholding Allowance Certificate. Both forms should be completed according to the examples provided
here.
I-9 Employment Eligibility Verification Form
Section 1 – Complete using your current residential address in the US. Put N/A for other names used unless you have ever changed your
name (for instance through marriage). Your e-mail and phone number are optional and will be used by the Department of Homeland
Security to contact you in the event that there are problems with the information provided. If you do not want to give an e-mail address or
phone number put N/A in these sections.
In the next part you will select that you are “An alien authorized to work” and then put the program end date indicated on your form DS2019 under expiration date. Leave the space reserved for an Alien Registration Number/USCIS Number blank.
Preparer and/or Translator Certification – Leave this section blank unless someone else fills out or translates the form for you.
Section 2 – This section is to be completed by your host company. Your host company will make photocopies of your immigration
documents and record the documents’ information under list A.
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W-4 Employee’s Withholding Allowance Certificate
If you do not complete your W-4 form correctly, you may have to pay more taxes in the future.
Instructions for your W-4 Form:
Line 1 - Complete with name and address. This is where the company will send your tax documents to at the end of the year so you may wish to use your permanent address.
Line 2 - Complete with social security number (if you have applied for a social security number but not received one, write “applied for”)
Line 3 - Select single, regardless of marital status.
Box 4 - Leave blank.
Line 5 - Only claim one withholding allowance (enter 1).
Line 6 - Write “NRA” to indicate Nonresident Alien status.
Line 7 - Leave blank.
Make sure you sign and date the W-4
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Paying Your Taxes
You have to pay your taxes, just like everyone else who works in the
United States. BUT you don’t have to pay all of them.
It is up to you to tell your Host Company which taxes you should and
should not pay. You are exempt from and do not need to pay:
If your host company has any more questions, please send them
to www.irs.gov/pub/irs-pdf/p15.pdf pages 21 and 40 for more
information.
Taxes you should NOT pay
Taxes you MUST pay
Social Security Tax
Federal Income Tax
Medicare
State Income Tax
Federal Unemployment
City Income Tax
Social Security (FICA), Medicare and Federal Unemployment (FUTA) Taxes
As an Exchange Visitor, you are not eligible for Social Security or Medicare benefits and are therefore exempt from paying either of these
taxes. Sometimes employers that are not familiar with the Exchange Visitor program make the mistake of withholding Social Security and
Medicare taxes from your paycheck. You can tell if your Host Company has made a mistake by looking at your pay stub. If you see any
deductions under the word “FICA”, your Host Company has made a mistake.
Please ask your Host Company to refer to the IRS article regarding Foreign Student Liability for Social Security and Medicare Taxes on
www.irs.gov
Just like you Social Security and Medicare taxes, you cannot receive Federal Unemployment (FUTA) benefits. Because of that reason, you
are exempt from paying this tax.
State unemployment taxes vary depending on your state. You must check with your state tax office to find out if you should pay state
unemployment taxes.
Filing Your Taxes
If you received pay during your internship, you must file tax documents. If you do not file, it may affect your ability to enter the United States
again in the future. The good news is that most J-1 participants get money back from the U.S. government when they file a U.S. tax return!
How to Start
You can file your taxes for the previous year after you receive your W-2 form from your Host Company. You will be sent your form in the
mail at the end of January or the beginning of February.
You will have two options for filing your taxes:
1. File your taxes yourself.
You will need these forms:
Federal Forms - The Federal Income tax form is the same for most
participants. This form is called the 1040NR-EZ, which is specifically
for non-resident aliens earning less than $100,000 a year. Make sure
that you file IRS Form 8843 along with this. All federal forms are
available from banks and post offices in the U.S. or on the Internet at
www.irs.gov.
• State and City Forms- The state and city income tax forms are
different for each location. This is why if you plan on filing on your
own we recommend obtaining all forms before you leave the
country. Almost all state tax forms can be found online as well.
Remember:
Intrax can do our best help you find accurate
information to file your taxes, but we are not
professional accountants and cannot provide
detailed tax advice.
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2.Pay someone else to file for you.
• You also have the option of paying a professional tax consulting
service such as www.taxback.com and www.rttax.com, using
online software such as www.glaciertax.com or paying a local
tax consultant to complete your tax return. Before choosing any
company and signing an agreement, please make sure that you
understand their fees, what the service will cost and what the
service includes.
Remember:
If your internship spans two different years,
for example if you received a stipend from
November of 2010 to November of 2011, you
will need to file taxes for both 2010 and 2011.
The Tax Return Deadline is April 15 of the following year (for example taxes for 2012 must be filed by April 15th, 2013). If too little tax
was withheld from your paychecks, you must pay the remaining amount to the U.S. government. If too much was withheld by the U.S.
government, you will receive a refund check. If you leave before the end of the year and received payment in that year, please make sure
that the host company has your permanent address on file in order to send you tax documents.
Reclaiming Social Security (FICA) or Medicare Overpayments
If your Host Company withheld FICA or Medicare taxes in error, you must contact your employer for a reimbursement. J-1 participants do
not need to pay Social Security (FICA) or Medicare taxes.
If you are unable to get a refund from the employer, file a claim for refund with the Internal Revenue Service on Form 843 (PDF), Claim for
Refund and Request for Abatement.
You must attach the following to your claim:
1. Copy of your Form W-2 (PDF), Wage and Tax Statement, to prove the amount of tax withheld;
2.Copy of USCIS Form I-94, Arrival/Departure Record, if you are still in the United States;
3.Copy of your valid entry visa;
4.Form 8316 (PDF), Information Regarding Request for Refund of Social Security Tax, or a signed statement stating that you have requested
a refund from the employer and have not been able to obtain one;
5.Copy of Form 1040NR (PDF), US Nonresident Alien Income Tax Return (or Form 1040NR-EZ (PDF)), for tax the year in question.
Processing of your claim may be delayed if you submit it less than six weeks after you filed Form 1040NR or 1040NR-EZ;
6.Attached copy of your DS-2019 (formerly form IAP-66) to your claim
File the claim and the attached forms with the IRS where your employer’s tax returns were filed. If you do not know where the employer’s
returns were filed, send your claim to the Internal Revenue Service Center, Philadelphia, PA 19255.
For more information, refer to Publication 519, U.S. Tax Guide for Aliens.
References:
Form 843 (PDF), Claim for Refund and Request for Abatement
Publication 519, U.S. Tax Guide for Aliens
Arrival
Tip to Success
Make sure that you understand what your travel insurance covers and
how to use it in advance. This way you’ll be prepared in an emergency.
Dealing with Sickness, Injuries and Other Emergencies on the J-1 Program
More about Coverage through Ascension*
*The following information applies to insurance purchased through Intrax. If you have purchased travel insurance on your own or through an
overseas partner or office, please contact your travel insurance provider for additional information.
After you successfully check-in with Intrax, you will be covered by travel insurance from your date of arrival in the U.S. through your
Program End Date listed on line 3 of your DS-2019 (SEVIS End Date). Your insurance will generally be activated within 10 days of successfully
completing your check-in. Make sure that you review your travel insurance for details on coverage and claims procedures. It is important to
realize that the travel insurance provided on this program may not cover every illness (such as pre-existing conditions) and certain injuries,
such as injuries from driving a car or motorcycle, may not be covered. If you feel that your pre-arranged travel insurance does not offer
enough coverage you always have the option of purchasing additional coverage.
You can find additional policy information through the resources section of your
myIntrax account and online in your insurance account at www.esecutive.com/
myinsurance.
You can purchase additional coverage for after the Program End date throughout
your 30-Day Grace Period. This can be purchased from Intrax by calling or
emailing us once you’re in the U.S.
If the Intrax office or partner in your home country provides you with insurance,
please call or email them directly about your insurance information.
Who is my Travel Insurance Carrier?
Intrax is not your insurance company. If
you purchased insurance through Intrax,
your carrier is Ascension Collegiate
Solutions.
If you have been provided insurance
through Intrax, look on the back of your
Intrax ID card for details related to your
insurance.
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Receiving Medical Treatment and Filing a Claim with Ascension
In Non-Emergencies
Finding a hospital or physician
In order to receive maximum insurance benefits through Ascension you should visit a hospital or doctor in the First Health Network. You
can locate approved providers through www.firsthealthbp.com or by calling 800-314-3938. In network hospitals will bill your insurance
directly for you without the need to fill in any additional forms. So long as your condition is covered by your policy most conditions treated
at in network hospitals will be covered 100% ($350 copay applies to Emergency Room visits in some cases).
In most cases Ascension will also fully cover out of network providers. Because your insurance does not have pre-arranged rates negotiated
with providers outside of the First Health Network, however, they can only guarantee that they will pay up to the typical amount charged
for the treatment received (also referred to as URC amount). You may also be asked to pay first and then ask for reimbursement if you
choose to see a provider outside of First Health’s network.
If you need to see a doctor but it is not an emergency, you may wish to call your insurance company in advance to see if you are covered
for the treatment that you are seeking. For example, most International health insurance policies limit coverage for pre-existing medical
conditions and do not cover things such as general checkup’s, sexually transmitted diseases or eye exams. Check the list of exclusions in
your insurance brochure before arriving in the U.S.
Filing for reimbursement
While hospitals and doctors in the First Health Network will bill your insurance directly, you may be asked to pay for treatment directly if
you visit a hospital outside of the First Health Network. If you are asked to pay for treatment yourself make sure that you keep all medical
bills and receipts for payment. If you are covered by Ascension, you can then send a claim form along with your bills and receipts and
so long as your treatment is covered by your policy your expenses will be repaid according to the usual and customary amount. Out of
network providers can send medical claims to:
Personal Insurance Administrators Inc.
P.O. Box 6040
Agoura Hills, CA 91376-6040
Hospitals, urgent care, and emergency rooms
The United States healthcare system includes several different types of services. It is important to understand the difference between the
types of services available so as avoid paying unnecessary fees. Doctors generally keep offices as part of a larger hospital or as part of a
private practice by themselves or in cooperation with other doctors. Appointments can be scheduled in advance and office hours tend to
be 9-5 Monday –Friday. Some doctors are able to offer same day appointments, but it’s always best to call in advance.
Urgent care or walk in clinics
Emergency Rooms
Walk-in clinics and urgent care centers are available all over the U.S. They
normally offer quick appointments if you need to see a doctor right away
but do not have a life-threatening illness or serious injury and in many
cities offer services 24 hours a day. You can find urgent care clinics by
searching for “urgent care” using First Health Network’s provider search.
Emergency rooms in the United States are staffed 24 hours a day, 7
days a week and are able to handle serious injuries and life threatening
illnesses. They are also by far the most expensive option for medical
care. Unless you have a serious injury or life-threatening medical
symptoms consider looking for an urgent care center or walk in clinic.
Please note that if you visit an Emergency Room you may be asked to
pay a $350 copay.
Prescription Medicine
In the U.S. certain medications are given only with a prescription from a medical doctor. The amount of medications available without a
prescription is not as extensive as in other countries. For example, birth control in the U.S. is by prescription only and is generally very
costly. If you bring prescription medication from home, be sure you have them properly labeled and bring a note from your doctor.
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Dental Coverage
Dentists usually have private practices and are expensive. Many large hospitals, particularly those associated with universities, have dental clinics that
are open to the general public and are less expensive than other clinics. Ascension’s insurance policy has limited dental coverage and may not cover all
treatment. Please contact your insurance provider for more information about policy limits and coverage for dental treatment.
Affordable Care Ace (ACA)
While Intrax’s policy meets insurance requirements set forth in J1 regulations, it is important to note that coverage may not meet ACA minimum
essential coverage requirements. Foreign nationals who do not count as US residents for federal income tax purposes are not subject to ACA
individual share responsibility provision, however. Additional information can be found here.
Dealing With an Emergency
We hope and trust that during your stay in the U.S. you will not have to deal with any emergencies but just in case you do, it is important to
be prepared.
Who to call
911- National Emergency Help Line- Police, Fire or Ambulance
The first thing to do in the event of a serious emergency is to dial 911 from the nearest phone. The people who will answer your phone
call are trained professionals in dealing with emergencies and will be able to connect you with help. Make sure you answer all their
questions clearly and carefully. Speak slowly and make sure you stay on the line until they tell you it is ok to hang up. They will assist you in
determining whether or not you need the police, the fire department or emergency medical services such as an ambulance. Also don’t be
afraid to approach the police or any other law enforcement official if you are lost or need some sort of assistance; they will gladly help as
much as possible.
1.888.224.0450- Intrax Cultural Exchange 24-Hour Toll Free Telephone
In the event of a serious emergency, after calling 911, you should call Intrax on the 24-hour toll free line, 1.888.224.0450 so that we can
help you. If it is outside the normal office hours of Monday-Friday 9:00AM to 5:00PM PST you will be asked to press 7 to speak with our
answering service. The answering service will collect additional information about your emergency and if necessary contact an Intrax staff
member. If you do not have an emergency, you should call us during normal business hours.
Call your Host Company
If you will be missing time at your Host Company and you are able, make sure that you notify your supervisor that you will be late or not
coming in. If you will be missing multiple days be sure to keep them informed each day of your status.
Arrival
What is an Emergency?
To help you determine what is and is not an emergency we have included this helpful list below:
Emergency
• If you are taken to the hospital for a medical emergency or if
there is a death
Not an Emergency
• Lost or stolen DS-2019, passport or other important documents.
• If you are the victim of a serious or violent crime
• Housing concerns (dissatisfaction with housing, rent/deposit
disputes, condition of housing, etc.).
• If you have been arrested or detained
• Victim of theft or a non-violent crime (lost valuables, luggage, etc.)
• Employer/Employee concerns (tax questions, final paycheck,
scheduling, etc.)
• For some inquiries you don’t need to wait to speak with us
• Loss of passport – contact your home country’s consulate in
the U.S. for a replacement
• Insurance Inquires – contact your insurance provider directly
• Change of flight – contact the airline company directly
• Delay with Social Security Card – call the toll free number for
Social Security
Lost or Stolen Documents
One of the most common problems that participants experience is losing their documents after their arrival and having to replace them.
Make copies of all your documents in order to make the process easier on you. If you do happen to lose one of your important documents
you should follow the simple instructions in the table below.
Document
What To Do
DS-2019
If you lose your DS-2019 after your arrival, please contact us so that we can assist you in obtaining a
replacement.
Passport and J-1 visa
If you lose your passport you should contact your embassy or consulate about a replacement of your passport.
Your J-1 visa cannot be replaced once you have entered the U.S. As the purpose of the visa is only for entry
into the U.S. it should not be a problem that it cannot be replaced. If requested, Intrax will issue a letter
confirming your participation on the program. If you lose your original passport with your J-1 visa you should
carry your photocopied passport with your original visa along with your new passport at all times.
I-94 Arrival and
Departure Card
If you entered the U.S. through an airport you will be able to print out a new copy of your I-94 online. For
more information please see Obtaining your I-94 Arrival Card.
If you entered the U.S. by land border please contact Intrax for assistance.
Social Security Card
If you lose your Social Security Card, contact the Social Security Administration directly (1.800.772.1213) or
visit www.ssa.gov to obtain instructions for applying for a replacement card.
At your Internship
At Your Internship
Work culture at U.S. businesses may be different from the work culture at home. Here are some things to remember regarding U.S. work
culture:
What to Expect
Hours
Each industry behaves differently in terms of work hours and scheduling. In office positions, you might have a standard 9am – 5pm
workday, and in certain companies you might work from 8am – 5pm or perhaps longer. Hotels or restaurants might require you start early
in the morning or work late in the evening. If your internship requires you to work on a project, your Host Company may expect you to stay
in the office late hours or until the project is complete. If you have a prior commitment and cannot stay to the completion of a project, or
if you have a conflict with the schedule your manager assigns to you, let your manager know. Most scheduling conflicts are easily resolved
with a conversation with your manager.
Differences in communication styles
Each company has a different company culture. The way you are expected to communicate with colleagues or customers during your
internship may be more professional or conservative than you are used to. Alternately the communication style may be more casual
than anything that you ever imagined. In general, larger corporations tend to have a very specific way that they want their employees to
communicate with customers. This may be a certain way that everyone should answer the phone, how you great customers and how you
communicate with your colleagues. For some, this may take some getting used to, but it is an important part of your internship/training if
you want to be successful.
Communication at work also involves your body language. For example, Americans shake hands often, and do not kiss cheeks as often as
other nationalities. For men, a firm handshake is held in high esteem. Verbal communication often involves a lot more enthusiasm than
that used in many other cultures and Americans tend to smile a lot when speaking with one another. Americans enjoy seeing emotional
reactions, and being quiet and hiding emotions may suggest that you are unfriendly. You may notice these differences and more. They may
strike you as very different or similar to your own culture. Each of these differences is what exchange programs are about and recognizing
them is also a large part of your experience.
The “direct” American style
Americans are usually very “up front” about dealing with problems or misunderstandings. They prefer to address disagreements directly
and quickly, find a solution, and move on. Don’t let this “directness” startle you, especially if you come from a culture where expressing
personal feelings, preferences and opinions may be considered rude or socially unacceptable. Americans are direct even with elders or
At your Internship
employers. Your host family will not expect you to agree with them simply because they are older. Your supervisor will expect you to say
something if you are having problems.
Americans expect others to make eye contact during conversation because this is considered respectful. Looking down or away while
talking with others may make you seem disrespectful or indicate that you are not listening. The American culture also uses smiling to
communicate that everything is OK in a relationship- so smile when you see your supervisor and colleagues!
Americans say “thank you” more than many other countries and write thank you notes when someone has given a gift. Remember to say
“thank you” to your colleagues and supervisor if they help you with something even if you think they are just doing their job.
At your internship, at first, you should expect simple work
When you first start working at your Host Company, you will first need to understand the basic functions of the company. You have to
understand how to DO the basic functions before you understand HOW TO manage a company.
Regardless of your objective, you will most likely have to do simple tasks as you learn about your new Host Company. As you complete
tasks efficiently and well, you will gain your company and coworkers’ trust. They may start to assign you more complicated and important
responsibilities.
You will have at least a few entry-level, simple tasks to perform, regardless of your level of education or career potential.
Interacting with Your Supervisor and Colleagues
Americans tend to have a casual communication style that may surprise you. Your supervisors may share personal information with you
that you would normally only share with your closest friends. Your supervisors may want you to call them by their first name.
Socializing at work is common, and even your boss may join in. It is always important to remember that you must act professionally, even
while you are having fun. If you ever doubt what is appropriate to say or do at work, you can always ask a colleague in private or observe
your colleagues and see what they do.
Time
To many people in the United States, time and being on time is very important. Arriving to a meeting or appointment earlier is seen as
generally better than arriving on time. If you are late to work or a meeting, you may be seen as a person who does not take their internship
seriously and could even be dismissed.
During business conversations, time is usually not wasted on developing personal relationships, and these discussions are usually short and
to the point.
Dress and behavior
Many positions require uniforms or have a specific dress code. Ask your Host Company or Intrax representative before you leave home if
you do not know how you should dress during your internship.
If you arrive and are still not sure what to wear, look at how others are dressed or ask your supervisor directly. You can also ask about the
company culture and work attire when you interview for the internship. Be aware that the more professional, “white collar” internship
requires a more formal style of dress, and you should attempt to match the atmosphere.
Take the time to find resources for information, food, transportation, etc.
When you begin your internship, you may not know all the restaurants, bus stops, grocery stores, or Host Company rules. You may feel
a bit lost, confused and alone. This is normal. Be patient with yourself and your new community as you learn each of these small details.
Remember to focus on the positive, ask for assistance and know that your program will be what YOU make it.
At your Internship
Be easy on yourself
It is OK to feel afraid or overwhelmed, especially at the beginning of your internship. Some of these feelings will be a result of not knowing
where to buy food or misunderstanding how long it takes to get to your Host Company. Remember, if it is not what you expected, be
flexible and after a while you will laugh at your initial uncertainties.
Additional Resources
http://www.kwintessential.co.uk/etiquette/doing-business-in.html
http://www.clearlycultural.com/geert-hofstede-cultural-dimensions/
Rights and Responsibilities During Your Internship
As an intern, you have the same rights as any of your co-workers with no extra benefits. American employers and employees do not usually
sign contracts, so companies can hire and fire employees when they want based on performance, attitude or need. Host companies are not
required to give a minimum period of notice and are generally not required to pay anything extra to employees or interns that they fire.
Rights
The following are some of the rights you should be aware of during your internship:
Freedom from Harassment and Discrimination
In the U.S. everyone, regardless of where they are from, has the right to enjoy a positive work environment free from harassment due to
the country they are from, their gender or religion. If you are experiencing problems you can request help or advice from Intrax at any time
without fear of retaliation.
Breaks
Each internship will be different. While work laws vary by state, everyone should be given an opportunity to take a meal break during an
8 hour shift and it is common to receive time for a break in the morning and afternoon. Depending on your company you might be able
to take breaks whenever you like or you may have to ask a supervisor first. If you are unsure about the best time to take a break, ask your
supervisor.
Wages
Under the J-1 program there is no maximum or minimum amount of money you can earn. If you are fortunate enough to be offered a paid
internship you may be eligible for hourly payment or a previously agreed upon stipend. You should receive the agreed upon amount for
your internship specified on your DS-7002 each pay period and should you depart early the host company still has to pay you anything
they may owe. If your pay is lower than the agreed upon amount please speak with your supervisor and if they are unable to explain the
difference you can always contact Intrax. It is important to research the cost of living in advance and make sure that you are able to survive
with the amount that the host company is able to offer you.
Changes to your stipend
It is ok for both you and the host company to agree on altering the amount that you receive or to start paying you a stipend. If you have
not already done so, make sure that you obtain a Social Security number and complete the necessary tax documents as outlined in the tax
documents section of the handbook so that the correct taxes are deducted. If the change will be a decrease in the agreed upon pay, please
inform Intrax of this change.
Your paycheck and pay stub
You will most likely be paid once every two weeks - check with your Host Company. You will always receive less than your “gross” salary, as
there will be tax deductions taken out of each check. Your Host Company should also give you a wage statement, pay stub or pay slip with
each paycheck, which will explain exactly what was deducted. It is wise to save these pay stubs and take them home with you to assist you
when filing your taxes or if you ever have questions about your pay. Depending on your agreement with your Host Company, you might
also have uniform, housing, and other work-related items deducted from your pay. If you should have any questions about the amount you
At your Internship
receive or deductions from your paycheck, please consult our tax section or speak with your supervisor.
All money you earn during your internship must be recorded and you must pay a percentage in taxes. If a percentage is not being taken out
for taxes you may end up owning a substantial amount in taxes at the end of your program.
Additional Information
For additional information about workplace rights in the U.S. please see http://www.travel.state.gov/pdf/Pamphlet-Order.pdf
Tip to Success
Make sure that you tell your Host Company as far in advance as possible if you have
to miss a day at your internship or if you are running late. The best way to do so is to
CALL your host company in order to make sure that they receive your message.
Responsibilities to Your Host Company
Even though you are just an intern, your host company is counting on you to show up at the scheduled time prepared and ready to begin
your internship.
The following are some of the responsibilities that you should be aware of during your internship:
Show up on time and let someone know if you have to miss a day
Many supervisors take your presence at scheduled shifts very seriously. While some companies are more relaxed and can even offer flexible
start times, other companies, especially in service industries, will be upset if you are even a few minutes late for your shift. Unless you have
a different agreement with your supervisor it is good idea to always be on time or even better to be a few minutes early.
It is also important that you know how to contact your Host Company and/or supervisor by phone in case of sickness or an emergency.
Because being on time is so important to many companies, you need to tell your company in advance if you will be arriving late or calling
in sick. While some cultures prefer to discuss such things in person, in the U.S. it is very important to CALL in advance to let your host
company know if you will be late or cannot come in due to sickness. Make sure that you talk to your supervisor, human resources, or
someone that can leave a message for you. Not showing up for a shift and not telling anyone is grounds for dismissal at many companies so
remember to call in your absences.
Act professionally at all times
Some things are better left for outside of work hours. Regardless of how close of a relationship you may have with some of your colleagues
or supervisor, you should always act appropriately for the workplace. Foul language, drinking alcohol, sexual comments and insults are a
few things that can get you in trouble or even fired.
It is also generally a good idea to limit your personal business and entertainment to after work hours. Excessive use of social media
(Facebook, Twitter etc.), watching videos, writing personal e-mails and reading books while at your internship can all cause problems. Some
businesses have stricter policies on this than others so if you are unsure what is appropriate ask your supervisor.
Be prepared for your internship
If your internship requires special equipment (knives, uniform, protective equipment etc.) you should make sure that you have this with you
before your start time. You should be well rested so that you are not falling asleep and so that you are paying attention when completing
your tasks.
Finally, if something does come up such as a death in the family, a health problem or something else that is preventing you from focusing
100% on your internship, be sure to let your host company know. Most supervisors will be understanding and may be more flexible with
the company’s policies if they know about your problem.
At your Internship
Responsibilities to Intrax
As a participant on the J-1 program you are given the opportunity to come to the U.S. to participate in an internship program and receive
many benefits not given to other foreigners. With the visa, however, come several responsibilities that you must remember.
Report any changes in your address or contact information
This requirement is for both your residential address as well as the address of your host company. You can report address changes by either
calling or e-mailing us. You are required to notify your visa sponsor (Intrax) within 7 days of any changes.
Please also let us know if your phone number or e-mail changes so that we can contact you if necessary.
Tip to Success
Make sure to update Intrax as to any changes in your information
and complete all required evaluations.
Complete your required evaluations
J-1 visa regulations require all participants and their supervisors to complete an evaluation of each internship program. Participants on
an internship of 6 months or less in length are required to complete a final evaluation of their experience. Participants on an internship
program of greater than 6 months in length are required to complete both a mid-point as well as a final evaluation.
Intrax will e-mail you a link to your evaluation when it is time to complete it. If you need to complete a mid-point evaluation you will receive
an e-mail about half way through your internship. All participants will be e-mailed a request to complete their final evaluations about 1
month before the end of the internship.
Do not start an internship until you have sponsor approval
All internships must be fully reviewed by Intrax in order to ensure that they comply with J-1 visa regulations. Whether you are fortunate
enough to be able to enter the U.S. on a J-1 visa without a host company, or if you are granted the option to change host companies, you
should never begin an internship without first securing Intrax’s approval.
Under no circumstances are 2nd jobs or internships permitted on the J-1 intern or trainee program.
Monthly Contact
In addition to program evaluations Intrax is interested in maintaining contact with participants in order to ensure that everyone is doing
well and that everyone’s information is kept up to date. In order to simplify keeping in touch, Intrax has designed a Monthly Contact
that you can complete through your myIntrax account. When you receive a request to complete a Monthly Contact please confirm your
information and wellbeing, even if you do not need any assistance from Intrax at the time. Participants who consistently fail to complete
their monthly contacts and who do not otherwise maintain contact with Intrax will be recommended for dismissal. It is therefore
very important that you complete your requested monthly contacts in a timely manner.
Your host company address
Intrax would also like to take a moment to remind you that the Department of State requires that a participant’s SEVIS record and DS2019 show the exact address where a participant is interning. For various reasons your host company address may change during the
course of your program. If your internship changes to a different address it is very important that you notify us. This can be easily done by
changing the address of your host company in your Monthly Contact. Once Intrax has obtained this information Intrax can report all of the
details that might have changed to SEVIS.
Dealing With Problems at Your Host Company
During your internship in the U.S. you will experience many challenges. One of those challenges may be dealing with problems at your
Host Company, either with the internship itself or maybe with a co-worker or supervisor. As an independent adult on this program, it is an
important part of your personal growth that you learn how to deal with these sorts of problems and challenges on your own.
At your Internship
If you are having problems with a supervisor or co-worker, try to resolve it in a professional manner. You are new to the company and may
encounter confusion or problems that your co-workers have already experienced. Speak to them about these conflicts – perhaps they can
help you resolve them quickly and easily. The management at your Host Company is there to ensure all employees and interns are heard
and treated with respect. Do not hesitate to speak with them about your questions and concerns. Larger companies also have Human
Resource Departments available which can be good resources if you need further assistance.
Tip to Success
Make sure to tell us about big changes to your internship or if you are
departing the J-1 program early.
If you contact Intrax Cultural Exchange regarding problems at your host company the first two questions we will ask are “Have you spoken
with your supervisor?” and “What steps have you taken to solve the problem on your own?” In most cases we cannot provide you with the
best assistance if you have not already made an attempt to solve the problem yourself.
If speaking to your supervisor and trying to resolve the situation yourself has not achieved satisfactory results, Intrax staff is more than
happy to help. In order to receive the quickest response please call our headquarters in San Francisco directly so that we can offer the most
timely and efficient support possible.
If you are experiencing problems at your internship that you cannot solve on your own please let us know. We cannot help with situations
we do not know about.
What if I want to change companies?
There are very few circumstances under which Intrax will approve a change of placement. If, after careful consideration, you feel that you
have valid reasons for why you want to change your placement you should contact Intrax. You will generally be required to supply Intrax
evidence of why you believe your circumstances warrant changing placements and we will need to first attempt to solve the situation with
your current company.
After receiving a request to change companies, Intrax will first contact your supervisor and you directly to verify if there is a strong reason
for you to change your host company. If, after careful review of your situation, we determine that a compelling reason to change companies
exists we will grant you permission to find a replacement. If you leave your placement for any reason you will need to secure a new
internship within 30 days of ending your first internship. Failure to secure a new internship within 30 days will result in your J-1 visa ending
early and your departure from the country. If you secure a new internship, you and your new host company will be required to fill out a new
training plan and host company agreement for the new company. Only after receipt of these documents and approval by Intrax are you
permitted to start your new internship. Failure to secure approval and documentation prior to beginning another internship will result in
dismissal from our programs.
What if I get fired or laid off from my Host Company?
If you get fired from your placement, Intrax cannot assist you in finding another placement. Depending on the reasons why you were fired,
such as stealing or getting into a fight, you may be subject to dismissal from the program. Should you be fired or let go you must contact
Intrax immediately to report that you are no longer training at your Host Company and to discuss the next steps.
If you were laid off from your Host Company through no fault of your own please contact Intrax and we will discuss how we can help. In
some cases we may be able to allow you to find a new host company as discussed above.
Am I allowed to leave my internship early to go home?
In general, companies are counting on interns and trainees to stay through the end of their agreed upon program. Please remember that
the future of the J-1 Cultural Exchange program is dependent on the behavior of each and every J-1 Cultural Exchange participant. If you
leave a company earlier than expected they may not want to take on future J-1 participants, ruining opportunities for future exchange
visitors like yourself.
Unexpected emergencies outside of our control do happen sometimes. Should you have an emergency that requires you to depart early,
please speak with your host company about the issue and then contact Intrax as soon as possible to inform us of your situation.
Completing your Program
Completing Your Program
While at times you may miss your country, your friends and your family, you will no doubt be amazed at how quickly your J-1 program
comes to an end. You do not need to notify Intrax your program is ending so long as you are not leaving early. Here is a brief list of some
important things to remember though as your internship nears its end:
1. If you received a stipend make sure that you leave your permanent mailing address with your host company. In most cases your end of
year tax summary will not be mailed out until the beginning of the next year and you will need this to file your tax return.
2.Complete your final evaluation (more about this under “Complete your required evaluations”).
3.Make sure that you depart the U.S. within 30 days of the end of your J-1 program (more information below).
Finding Your Program End Date
You can find your program end date on line 3 of your form DS-2019. This is the last day that you can participate in an internship or training
program. After your program end date has passed your visa will end and you will begin your 30 day “Grace Period” (More information
below).
If you experienced an arrival delay at the beginning of your program and you believe that your form DS-2019 shows an incorrect end date
please let us know and we may be able to provide you with a new form showing updated information.
Completing your Program
Grace Period
At the end of your program you are permitted to remain in the U.S. for 30 days
beyond the dates listed on your DS-2019 form. This period is often referred
to as the “grace period” and is meant to give you the opportunity to pack,
close your affairs and travel. During this time you are not allowed to continue
interning nor are you allowed to travel outside of the U.S. with the intention
of returning to the U.S. on your J-1 visa, even with Travel Validation. This is
because your visa would have expired after your SEVIS End Date. Should you
have questions about the grace period do not hesitate to contact Intrax.
Participants who do not successfully complete their full program are not
entitled to the 30-day grace period for travel. The Department of State
requires these participants to return immediately to their home country. Intrax
recommends that participants who can not complete their program schedule
return transportation home as soon as possible.
Why is the expiration date of my J-1 visa
foil different from my program end date?
In some cases your J-1 visa foil may expire
on a different date from the program end
date on your DS-2019. Because the visa foil
is only important when you enter the U.S.,
you are permitted to remain in the U.S. so
long as your program end date and grace
period have not passed. Also, even if your
visa foil has a later expiration date than the
end date on your DS-2019 this does not
mean that you are permitted to stay longer.
Program Extensions
For J-1 intern visa holders and all participants on a hospitality or tourism
program the total combined duration of your visa cannot exceed 12 months
duration. For J-1 trainee visa holders training in a field other than hospitality
and tourism the total combined duration of your visa cannot exceed 18 months
duration. Intrax is unable to extend visas beyond these maximum allowed
durations.
How do I know which visa category I’m on
and the maximum allowed duration for
my visa category?
Please refer to line 2 of your DS-2019 to find
the maximum allowed duration of your visa.
If your internship is shorter than the maximum allowed duration for your visa category you can apply to extend your program at your
current host company. In order to do so please contact us at least 1 month before your current J-1 program ends. You will be asked to
submit a new Training/Internship Placement Plan (DS-7002) detailing new or more advanced task for the extension period. Once Intrax has
received and approved complete application materials we will extend your program within the Exchange Visitor Database (SEVIS) and mail
you an updated DS-2019.
Living in the United States
Dealing With Daily Life in the U.S.
American People and Culture
300 million people call the U.S. home, but they have their origins in every part of the world. Distinct cultures exist, despite the tradition of
the “melting pot.” The U.S. has a wide variety of cultures and traditions, influenced by geographical region and by the customs and social
traditions of the immigrant communities that live there. However, almost everyone merges into the American mainstream in some aspects
of life, although they may keep many of their own ethnic customs socially and at home.
Participating in American Culture
One of the main goals of the J-1 exchange program is for exchange
visitors to learn more about American culture and participate in
activities that are part of everyday life in the U.S. During your stay,
you may be given opportunities or receive suggestions through your
Host Company on how to participate in cultural activities. In addition,
here is a list of ways that you can have fun and learn more about
American culture:
Money Saving Tip:
If you are a student make sure to bring your
student ID for discounts at many events. You can
also apply for an international student card that is
recognized at many locations by going to
http://www.isic.org/
• Attend or watch a sporting event: Football, basketball, baseball, hockey and soccer all have professional leagues in the U.S. with many
of the games televised. In the U.S., university athletics are also very popular to watch with some universities having as many fans as a
professional team. You can find game times and ticket prices for most sports events online.
• Go to a museum: Towns and cities of all sizes across the U.S. have museums covering many different topics. Guide books and local tourist
information centers should have additional information. Many museums also have either free or discounted admission certain days of the
month.
• Visit a local park: The U.S. is full of parks. A list of federally maintained parks can be found at http://www.nps.gov/index.htm. Each
state also has a system of state maintained parks open to the public with additional information available online. Many parks also offer
camping (book a campsite well in advance for popular parks), picnic facilities and free activities organized by a park ranger. You can book
campsites for many parks at http://www.reserveamerica.com/
• Participate in a major holiday: The U.S. celebrates a range of holidays throughout the year. Some holidays are worldwide (Christmas),
others are specifically American (Independence Day), and many are based upon the cultural traditions of one group of immigrants (Cinco
de Mayo). The local newspaper, friends and colleagues are all good resources to find out more about local events for each holiday. For a
list of major U.S. holidays see the appendix.
• Volunteer: There are a wide range of volunteer organizations across the U.S., both religious and non-religious. Volunteering your
time for an evening, or a weekend provides a way to interact with other people in your community and make American friends.
www.volunteermatch.com is a good website to look for volunteer opportunities in your community.
• Have a potluck: A potluck is a meal where everyone brings a dish and shares. You could suggest a potluck with your colleagues, friends or
housemates. This would give you a chance to both share food from your country as well as learn about typical American foods.
• Listen to a news story: The major not for profit radio station in the U.S., National Public Radio, has a daily podcast with different
interesting stories and programs. See http://www.npr.org/rss/podcast/podcast_detail.php?siteId=5593972 for downloads.
Culture Shock
For almost everyone, adjusting to a new society is an exciting, and sometimes challenging process. “Culture shock” can be difficult to deal
with at times, but this is a perfectly normal reaction, as you have been taken from your familiar environment and placed in a new setting.
While everyone responds differently, you will usually go through stages in adjusting to a new culture, and will encounter things that remind
you of your “foreign” status, which is always interesting and often enjoyable.
As you get into the daily routine of living in the U.S., this sense of adventure and excitement may decrease. You may find that life in the U.S.
can also be quite ordinary, stressful, or even dull at times (like life back home). You may start missing your friends and family at home and
you may realize that all experiences have unexciting moments.
Make an effort to make American and international friends. Be as open and friendly as possible in order to meet new people. If this is not
your usual personality, challenge yourself. You are bound to benefit from the effort. Try to actively participate in the conversations, even
if you don’t feel 100% comfortable with your language skills; practicing with native speakers will help you improve your English and make
new friends along the way. Cross-cultural conversations are one of the great benefits of the program – many Americans are curious about
people from other countries and your nationality can be a real advantage.
Maintain a positive attitude and keep up with your daily routines. Negative moments can occur during long overseas visits. You may miss
your family and friends or miss your life back home, but rest assured, these down periods do not usually last very long. Keep a positive
attitude, make a special effort to have some fun, and most importantly, remember why you came to the U.S. in the first place.
Dealing With Money in the U.S.
Cost of living
Although wage levels across the U.S. are similar, the cost of living varies. Housing costs will take much of your paycheck. Remember to aim
for paying no more than 30% - 50% of your monthly net income for rent.
Living on a budget
Plan to bring at least enough money to live for one month (approximately $1,000 USD) with you to the U.S. Be prepared to pay for your
living expenses, especially if you accept an unpaid internship experience. Plan ahead, to ensure that you always have money set aside to
pay for housing, meals, and any other expenses. As much as possible, do research online to find out what the normal cost of living is where
you will be living. If you want to save money for traveling or to take home with you, be prepared to change your lifestyle.
Banking
Open a bank account as soon as possible. This will allow you to cash or deposit your paychecks and receive money from overseas. Banks
in the U.S. are regional, so your options will most likely differ depending on the state that you are going to. Almost all banks offer “free
checking” if you meet certain requirements such as holding a certain amount of money with them, making a certain amount of purchases a
month or opening a savings account. Services and fees vary quite a lot from bank to bank, so it is important to check with several different
banks to find the one that meets your needs.
In order to open a bank account, all banks are required to verify your identification. Bring various forms of identification, including your
passport and your Social Security number if you have it and proof of where you are living such as a lease or utility bill. Some banks require
that you have a Social Security number to open an account while others do not. Often if you don’t have your Social Security number yet it
can be helpful to speak to the bank manager if you are told that you cannot open an account.
Good questions to ask when opening an account:
What monthly fees, if any, do you pay for the account?
Is there a way to avoid these fees?
What is the minimum amount you have to put in an account to open it?
Do you have to keep a certain amount of money in your bank account?
Is there a limit on the amount of purchases or withdrawals you can make each month?
Do they offer online banking?
Do they charge extra for checks?
Automatic Teller Cards (ATM or Debit cards) and Machines
Almost all bank accounts provide bankcards that can be used at 24-hour automated teller machines (ATMs). These are called ATM or Debit
cards. Normally you can use any of your bank’s ATMs to withdraw money. You can also use your ATM card at other machines, but most
other banks will charge you for the use of their ATMs in addition to any fees your own bank may charge you.
In addition to using debit cards for “pin” purchases, many bank cards in the U.S. are also linked to a major credit card provider. If there is a
credit card logo (such as VISA or MasterCard) on your banking card you can also use it much like a credit card with funds being withdrawn
directly from your account.
Don’t share your card or PIN number with others as you may be responsible for any purchases they make without your permission. If you
ever lose your card make sure that you call your bank immediately so that they can cancel it.
With more and more banks adopting online banking you can monitor your account balances, review your purchases and sometimes even
make payments all online. This may be something to ask more about when looking for a bank to use.
Methods of Payment
Currency
The basic unit of U.S. currency is the U.S. Dollar ($1.00). Coins are in the value of 1 cent (one cent or a penny), 5 cents (a nickel), 10 cents (a
dime) and 25 cents (a quarter). There are also 50 cent and $1 coins, but they are not used very often. Bills (notes) are printed in the value of
$1, $5, $10, $20, $50, and $100. Most ATMs give out $20 bills and some businesses may not accept large bills ($50 or $100).
Credit cards
Most Americans have credit cards. They are a convenient, safe way to make purchases and almost all businesses will accept them.
These cards differ from a Debit card in one major way; while the Debit card is drawn on money you already have in the bank, credit card
purchases must be paid back with interest and it is possible to spend much more money than you actually have. We suggest that you
secure a credit card before you arrive in the U.S. as it can be a good way to access emergency funds if you run short of other funds.
Traveler’s checks
While not as popular as they once were, traveler’s checks are still commonly accepted in the U.S. The main advantage is that they are
refundable if lost or stolen, unlike hard currency. If you do bring travelers checks, make a separate list of check numbers and buy small
denominations. Most U.S. banks are willing to trade dollar bills for checks for a small fee and many businesses will accept them as well (ask
in advance).
Sales tax
Visitors to the U.S. are often surprised when a shopping or restaurant bill costs more than the marked price. This is because sales tax is
added on when you pay and is generally not included in the labeled price. Sales taxes vary from state to state and from region to region,
and generally is anywhere from 3-9%.
Tipping
At restaurants, Americans generally tip the server 15% to 20% of the price of the meal. This may be included on your bill for larger
groups (look for “service charge” on the bill). The same practice applies to bartenders, taxi drivers, hair stylists, and other service industry
individuals. If you like the job the waiter or waitress did, show them by paying a bigger tip. Tip less if you did not like the service. You can
often find a wallet-sized tipping chart available for purchase at local card shops, stationers, or local drug stores – so you’ll know how much
to tip various service people while you are on the go in the U.S.
Getting money in a hurry
Western Union- Western Union makes it possible to transfer money from your home country to anywhere in the United States within 15
minutes, on any day of the week. There is a handling charge, which will vary according to the amount of money sent. Call 1.800.325.6000 or
visit www.westernunion.com to find the Western Union office nearest to you and the office nearest to the person sending you money. This
can be an expensive way to receive money, however.
Wire transfer
This allows you to transfer money from a bank in your home country to a bank in the U.S. or the other way around. Wire transfers can often
take a week or longer. The charge varies from bank to bank, and both the receiving and sending bank may charge you. Some banks have
partnerships overseas, and may have an agreement with your home bank. Before leaving home you may wish to ask your home bank if
they have a partnership with any banks in the U.S. and what the benefits are.
Communication
E-mail
E-mail is the main way that Intrax communicates with participants. Even if you already have an e-mail address back home, it is highly
recommended that you establish a U.S. email account through Gmail at www.gmail.com, Yahoo at www.yahoo.com, or Hotmail at
www.Hotmail.com. Due to spam filters, some foreign e-mail providers are more likely to block e-mails from U.S. senders and vice versa.
Larger cities tend to have internet cafes and access to free wireless signal is commonly available at coffee shops for smart phones or
laptops. Many public libraries also have Internet access free of charge but they often have a time limit. Check your local phone book to find
out where your nearest libraries are.
Telephones
A telephone number in the U.S. looks like this: 212.111.2233. The first three numbers are the area code (of the state and area in the U.S.
that the phone number is located in), and must be dialed whenever you are in another area code. To make almost all calls, dial “1” then the
area code, and then the seven digit number. A local call is a call made to the same area you are calling from. To make a local call: dial the
last seven digits only – you do not need to dial a “1” first. To make an international call dial 011 +country code + city code + number. For
example, to call a Korean phone number you would dial: 011+82+10+0000.0000.
Cell Phones
Cell phone carriers in the U.S. use two different technologies: GSM and CDMA. GSM phones use SIM cards while CDMA phones do not.
AT&T and T-Mobile are the two carriers that use GSM technology in the U.S. Sprint, Verizon and Metro PCS are all the main users of CDMA
technology with Cricket and U.SCellular providing CDMA service in some areas of the U.S. as well. If you want to bring a phone from home
it is a good idea to bring it with you when shopping for a carrier to ensure that your phone works with their network.
Most Americans sign up for cell phone contracts and often receive a discounted phone for signing up for 1-2 years. Under a contract you
pay a set amount each month and receive a set amount of minutes, txts and data usage. If you cancel your contract early, however, you
may owe the cell phone carrier extra money. Pre-paid cell phones are not nearly as common as in other countries, although they have
gained in popularity over the years. Most companies will offer both a pre-paid as well as contract option. It is important to understand what
plan you are purchasing, how much you will pay each month and what happens if you want to cancel your cell phone contract early before
signing up.
Cell phones are also common targets for thieves, especially in big cities. For additional information on keeping your cell phone safe see the
section below titled “Cell phone safety.”
Phoning home
Let your family know you are safe, and keep them updated on your activities. Remember that there is probably a substantial time difference
between your home and the United States.
If you are using a private phone (landline or cellphone) remember international calls can be very expensive. International calling cards are
still quite common and can be purchased at most drugstores, gas stations or even online.
Skype and Google talk are also becoming popular ways to communicate with family back home. You can purchase account credit for either
service and use it to call family back home on either a landline or their computer.
Mail
The United States Postal Service (USPS) is the government run postal service in the U.S. and is generally the cheapest way to send mail.
Stamps can be bought at a post office and through many drug stores or supermarkets as well. Domestic rates are 47 cents for letters but
this may change at any time.
Mail within the country usually takes 1-5 business days to arrive; to northern Europe, and Central and South America, a week to 10 days;
to southern Europe, one to two weeks; to Eastern Europe, two to three weeks; to Asia and South East Asia 10 to 14 days, and to Jamaica,
approximately two weeks.
FedEx, UPS & DHL also offer express services and are frequently used by businesses to guarantee delivery by a certain date, track
shipments and/or deliver large items. While similar services are all available through USPS as well, the above couriers often have more
offices and are able to schedule pick-ups.
Safety and the Law
During the day, most cities are quite safe, but at night there are certain areas to avoid. Ask your Intrax School advisors, Host Company and
co-workers for details. Never carry large amounts of cash and make sure that you are only carrying copies of your documents. If these are
lost, you can easily make more copies from your original documents.
Most Americans you will meet will be very friendly and open. They can be very talkative and welcoming, honest with their opinions and
interested in finding out more about you. They will often tell you how interesting it is to meet someone from a foreign country, and will
be happy to help you. Do not be surprised if you are invited to dinner, taken to different places, or shown around the town you are in.
However, please always use caution and common sense when you talk with strangers.
Until you get used to where you are living, you must remember that you are giving off clear signals that you are a stranger to the city. Your
clothes, your accent, and your attitude will often make you look like an obvious visitor. In every large city worldwide, there are individuals
who live off of what they can take from others, either through theft, swindle, or trickery. Most likely you will not encounter any kind of
difficulty with this small minority, but it is important to take precautions especially in cities.
One of the best ways to ensure your personal safety is to use the buddy system. Whenever possible travel with local friends, roommates or
other international students. Remember that there is safety in numbers and that you are less likely to be harassed or victimized in a group.
In the U.S., homelessness is often a problem in large cities. If you live in or visit any city, people may approach you asking for money. They
are generally harmless and it is your decision whether to give money or not. In most cases a simple “sorry” or “no thanks” is enough.
Cell phone safety
With the high value of cell phones, it is no surprise that around 40% of all thefts in the U.S. involve cell phones today. Cell phones make an
attractive target for criminals due to their size, value and the ability to easily resell them. Cell phone thefts tend to be most common in big
cities in bars, shopping centers and other entertainment areas with lots of people.
Below you can find some advice on how to protect your phone and what to do if your cell phone is lost or stolen.
Take steps to protect your phone in advance
Consider downloading Apple’s Find My iPhone/iPad app or another similar service - Other cell phones also have similar free and paid
applications available for download. If lost these apps will allow you to track your missing device or delete the phone’s data remotely.
• Schedule automatic backups of your data - All smartphones have some method of backing up data online. Periodically backing up your
information will ensure that even if your phone is lost, damaged or stolen you will still have your photos, phone numbers and other
information from your phone.
• Set a password – While constantly entering a password in order to use your cell phone can be annoying, it can limit the damage someone
else can do if your phone is lost or stolen.
• Write down your phone’s serial and Id numbers – You can find your International Mobile Equipment Identity number (IMEI), and your
phone’s serial number several ways. This number is important if you ever need to register your phone as stolen. The easiest way to find
the numbers is to look on your phone’s original packaging. You can also find the numbers by opening your phone and checking behind
the battery. For some phones you can obtain the numbers by dialing *#06#. For others it will be located under your settings menu under
the “about” or “more information” section.
Take steps to protect your phone when using it
• Pay attention to your surroundings - The biggest thing you can do to reduce the chance of any of your belongings being stolen is to
be aware of your surroundings. Listening to music, texting or talking on the phone while walking around in a city all decrease your
awareness of your surroundings and make you a better target for thieves looking to rob you. This is even more true at night.
• Never leave your cell phone out in public – Whether you are at the bar, having dinner, or at the library it is generally not a good idea to
leave your electronics out in public. It is too easy for someone to grab your electronic device and run away if you are not holding on to it.
• Limit your cell phone use on public transportation – Our mobile devices are meant to be used when on the go, such as when riding
public transportation. Unfortunately, thieves know this and look for people using electronic devices on or around city buses and trains.
Try to limit your cell phone use on or while waiting for public transportation and if you do have to use an electronic device while riding
public transportation, try to sit near the driver and away from the doors.
• Don’t leave your phone in your back pocket – If at all possible carry your cell phone in a front pocket or in a bag with a zipper.
What to do if your phone is lost or stolen
• If someone tries to grab your phone don’t fight back – While instinct can take over, it is important to try and remember not to fight if
someone tries to take your electronics. Often victims that try to fight the thief end up injured and with their electronics gone.
• Notify the police – This is where your locator application and cell phone’s information can help retrieve your phone. Experts advise not to
deactivate or wipe your phone until you have contacted the police as leaving your phone active may help locate it. The Mobile Equipment
Id (IMEI) and serial numbers may also help recover your phone.
• Notify your carrier – In the event that you are unable to get your phone back, notify your cell phone carrier so that you are not charged
for anything the phone is used for after it is lost or stolen. The U.S. now uses a national database to prevent stolen cell phones from
being used by others. It won’t get your cell phone back, but at least you know that someone else won’t be able to use it.
If you are alert and use good judgment, you will have few problems. Do not be intimidated by the size and pace of American cities, as you
will soon realize that the people are not that different from the people you live with at home.
Avoiding Trouble With the Law
Even though you are a visitor, the law still applies to you. You must respect local laws, just as you do at home. The U.S. police can be very
strict.
Intrax will try to provide you with as much assistance as possible if you are arrested or detained. However, there are limits to Intrax’s
influence. Intrax cannot be held accountable for your actions. If you break the law, you will have to face the consequences of your illegal
behavior, just as you would if you were at home.
Try to Avoid Getting into Trouble for:
• Shoplifting
• Underage drinking (the legal drinking age in the U.S. is 21)
• Drinking alcohol in public places
• Selling alcohol or tobacco to minors (21 is the legal age for buying alcohol; 18 is the legal age for buying tobacco)
• Drug possession
• Disturbing the peace (having a large gathering at your house late at night)
• Disorderly conduct (talking back to the police, etc.)
• Destruction of property
• Bouncing checks (writing checks for an amount that exceeds the amount available in your bank account)
Drugs
Possession of controlled substances (drugs) is illegal across the U.S. Penalties vary from state to state, but in most cases you are subject to
fines and possible time in jail if caught carrying, selling or using drugs.
Drug Testing
Some host companies require that all employees, interns and regular employees alike, be screened for drug use prior to starting their
position. This is within the legal rights of your Host Company, either before you begin or at any time during your internship. Testing positive
is sufficient grounds for being terminated from your Host Company, being dismissed from the program, and being forced to leave the
country immediately. It is important to remember that even if a certain drug is legal or tolerated in your home country, it still might cost you
your internship if it is picked up in a drug test. Don’t risk it!
Sex
While it is your personal business whether to be sexually active and with whom, Intrax would like you to be aware of some legal boundaries
involved when having sexual relations:
• Mutual Consent- Both parties must agree to have sex together. Aggressively forcing the other person into sexual relations is rape and is
punishable by law. In the U.S., we have a term called “date rape” which refers to forced sexual activity between two parties that know
each other and have or have not had romantic involvement. Mutual consent from both people is necessary and the consent must come
while the person is capable of making the decision. Having sexual relations with someone who is not conscious (due to alcohol or drugs)
or otherwise unable to make the decision is rape and is punishable by law.
• Sex with Minors- Anyone under the age of 18 is considered a minor in the U.S. Any person who is 18 years or older is considered an adult.
Sex between an adult and a minor is illegal and is referred to as “statutory rape” and is also punishable by law.
Please act responsibly, sensibly and, above all, safely should you be sexually active.
Alcohol
United States law forbids drinking of any type of alcohol until the age of 21. This includes beer, wine, liquor—any type of alcohol. In many
cases if you try to purchase alcohol you will be asked to prove that you are of legal drinking age by showing your driver’s license, passport
or other identification document. There are generally also restrictions surrounding the time and day of the week when alcohol can be sold.
If you are over 21 it is illegal to provide alcohol to someone who is under 21 years of age regardless of their relation to you and the penalties
can be quite strict. The laws surrounding drinking in public, public intoxication and driving while under the influence are equally as strict.
The amount of alcohol you can consume and still be legally allowed to drive varies from state to state with some states more strict than
others. In every state if you are under 21 and have drank any alcohol, no matter the amount, you can be arrested for driving under the
influence. If you are over 21 and you chose to drink, please act responsibly and if you go out with friends follow the widespread custom of
choosing one person at the start of the evening who will not drink alcohol and will drive everyone home-- the “designated driver.”
Some host companies may also have special policies about drinking alcohol while on duty or on their property. If you are in doubt about
any policies it is a good idea to ask rather than risk being fired.
Smoking
As part of an intense anti-smoking campaign in the United States, many states have enacted tough measures to provide a smoke-free
environment. There are several national and local regulations regarding smoking in public places. Smoking is banned on all air flights
originating in the United States, domestic and international. Smoking is restricted in many office buildings and restaurants, and prohibited
on public transportation. In most cities smoking is restricted directly in front of buildings as well. Look around before you light a cigarette;
“no smoking” signs are usually posted in a clear, visible location. Most bars and offices also generally have a designated smoking area you
can ask about. If you are in someone else’s house and no one else around you is smoking, ask what the rule is before you light up.
Hitchhiking
This is strongly discouraged. It is illegal to hitchhike on any interstate highways and on any other type of heavily trafficked road, but may be
permitted on smaller roads. If you do hitchhike never do so alone. Beware of drivers with drugs or alcohol in the car, as it is a crime to have
these items in a car in most states (you are just as liable for punishment as the driver if you are stopped by a police officer). Hitchhiking can
be very dangerous.
Additional Resources
http://www.studentsabroad.com/riskfactors.asp
http://globaled.us/safeti/v2n22002ed_top_ten_list.asp
Tip to Success
Make sure to notify Intrax at least 2 weeks before any international
travel. It is important that we sign your DS-2019 for travel before your
trip abroad so that you can re-enter the country.
Travel and Transportation During and After Your Program
International Travel During Your J-1 Program
Participants are allowed to travel outside of the U.S. during their internship/trainee programs. In order to ensure that you are able to reenter the U.S. under valid J-1 visa status you should do the following prior to your trip:
1. If your DS-2019 has not been signed for travel within the past year you will need to fill out the “Travel Validation Form” found at
www.globalinternships.com/direct/more-information. You will need to mail the completed request form along with your original DS-2019
to Intrax headquarters at least two weeks prior to your intended travel date. An Intrax representative will sign the DS form and return it
to you prior to your trip. Once provided, the travel validation signature is good for a period of 1 year.
2.Check that both your DS-2019 and J-1 visa sticker* will
still be valid upon your return. As noted below, you will
be unable to re-enter the U.S. on your J-1 visa if your
J-1 program has already ended. Also, especially if you
extended your program, your visa foil may expire prior
to the end of your program. If this is the case and you
wish to travel internationally, you will have to reapply for
your visa sticker in order to re-enter the U.S. under J-1
status. Please contact Intrax for additional information
about applying for a new visa foil. (*Canadian
participants do not typically receive a visa foil in their
passports and can re-enter the U.S. with just their
passport and form DS-2019).
Can I take time off during my internship?
Depending on the length of your program and your
host company you may be able to take paid or unpaid
time off from your internship. It is always best to
discuss any questions about vacation directly with your
supervisor.
3.Make sure that you bring the following when traveling:
a.Original DS-2019 (with travel validation).
b.Your passport with J-1 an unexpired J-1 visa foil inside.
c.Your I-94 arrival record if you received one when you
entered the U.S.
Can I travel outside of the U.S. after my J-1 program
has ended during my grace period?
While it is all right for you to travel outside of the
U.S. before returning to your country of residence,
please remember that you will not be able to re-enter
the U.S. on your J-1 visa. If you would like to travel
internationally after your J-1 program ends and then
return to the U.S. in order to catch a flight back home
this might be a possibility, but you would have to
re-enter the U.S. on a different visa type or the visa
waiver program (if your country participates).
Renting or Buying a Car
Cars and insurance
If you are interested in buying a car please find several helpful links below:
http://www.kbb.com/ - Kelly Blue Book provides impartial estimates on cars’ values. Make sure that you look at the private party price if
you are not buying from a dealership.
http://www.edmunds.com/ - Ratings and information on a variety of car models and years. Also has tip sheets on buying used cars and
looking for insurance.
http://Craigslist.org – Online classified ads to find used cars.
http://aaa.com – See tips on “buying a car.” AAA is also a member service that provides roadside assistance and towing in the event of
problems. If you will be driving a lot during your time here or are thinking of taking a long road trip you might consider buying coverage.
Unlike insurance, coverage works for the individual, not the car, and is valid for any vehicle you are in.
Basic tips on what to look for when buying a used car
If possible, avoid looking at cars in the dark. If you have to inspect a car at night, make sure that you come back during the day before
buying.
Always drive the car before committing to buying.
Make sure that you open up the hood of the car and take a quick look underneath. Noticeably bad smells and dripping fluids are signs
that something bigger might be wrong. Renting
While most companies will accept a foreign driver’s license to rent a car, most car rental companies will not rent cars to drivers under the
age of 25. Cheap rental deals can be found on discount sites outlined in Appendix 3 travel sites.
Insurance
Most states require all cars to carry auto insurance. As the cost of insurance is dependent on the car, you will not be able to purchase auto
insurance before you have a car. Once you have purchased a car, however, this should be one of the first things that you do.
Other vehicle safety tips and laws
• You and all passengers must wear a seatbelt
• To drive, you must have either a license from your country or a local driver’s license
• Your vehicle MUST be registered with your state Department of Transportation
• Your vehicle’s lights, mirrors, mufflers, etc. must meet your state’s requirements
• Always yield (give way) to people in a crosswalk
• Never drive while intoxicated (drunk)
• Many states have laws that require you to use a hands free device when talking on the phone while driving. Under no circumstances
should you read or write text messages while driving.
Other Forms of Transportation
When you’re off work or when you’re travelling around the U.S., you’ll no doubt be walking, biking, and driving in and around towns and
cities.
Pedestrian Safety & Laws
• Let cars pass first when crossing the street
• Cross the street only at marked crosswalks. Pedestrians are required to use the sidewalk where it is available, rather than walking in the
street.
• Pay attention to cars when crossing the street and don’t expect that everyone will stop just because they are required to.
• If you must walk in the road, walk as far over on the shoulder as possible and walk facing traffic, not with it.
• Don’t stand on the roadway or make sudden movement into traffic.
• Hitchhiking is prohibited in the U.S. and is very dangerous.
• Wear bright or reflective clothing at night.
Bicycles
Transportation by bicycle is also very popular in some places, especially larger cities. People on bicycle are expected to follow the same
rules as people in cars. If you choose to ride a bicycle, please be sure to take the proper safety precautions such as:
• Obey traffic laws the same as you would in a car
• Always wear a helmet
• Walk your bike if using the crosswalk or sidewalk
• You must use lights when riding at night, white = front, and red = rear
• Keep bikes locked when unattended
• Wear bright or reflective clothing at night
• Never ride while drunk
• Do not text while riding
For additional information and helpful travel planning resources please see Appendix 1: Useful websites.
Housing
Short Term Housing
Youth hostels
There are about 300 youth hostels (dormitory style rooms with shared amenities) operated by the American Youth Hostels Association, a
member of the International Youth Hostel Federation, which are scattered throughout the U.S. In order to use AYH facilities, you must be a
member of the organization. The price of a membership is inexpensive and can be purchased over the Internet at www.iyhf.org
Other hostels not requiring a membership can be found through www.hostelbookers.com/ or www.hostelworld.com/
YMCA/YWCA
YMCA’s and YWCA’s also provide affordable temporary lodging. For information, call “Y’s Way International” at 212.308.2899 or visit their
website www.ymca.net
Motels
There are many low-cost motel chains throughout the U.S. Motels are also good for small groups as you usually pay for the room, not per
person. Most rooms contain two large-size beds. Most of the general travel sites listed above can be used to search for hotel options.
Universities
Many universities and colleges offer budget accommodations in their student housing. If there is a college or university in the area you are
visiting, contact the student housing office on campus. It is recommended that you call and make reservations in advance, if possible.
Campsites
www.campsites411.com
www.koakampgrounds.com
www.acacamps.org
Long-Term Housing
Unless you have made prior arrangements with your host company, you can expect to secure long-term housing on your own.
It is a good idea to ask your Host Company or co-workers for suggestions of where you can find local housing prior to your arrival. Besides
this, the best place to look for available housing is the classified advertisement section of a local newspaper or via the internet if you are
going to be living in a large city (www.craigslist.org or www.padmapper.com). The Sunday editions of the newspapers are usually most
helpful, as they have expanded classified sections. You might also try looking up rental agencies for the area that you are moving to and try
calling a few for availability.
Some host companies will help you arrange housing. If this assistance is not available you might want to make a reservation for two to
four weeks in short term housing (motel or youth hostel). This will give you time to look in your local area once you arrive at your final
destination.
Rent, Sublet, or Share
When you begin looking for a place to live, you will find apartments available to rent, sublet, and share. When you rent an apartment, you
actually sign the lease with your landlord. Leases usually last 6 months to a year and in most cases you are required to have references and
some form of income verification. When you sublet an apartment, you do not sign the lease; you rent the apartment from the leaseholder.
When you share an apartment, you live with someone who has already rented the place, and you share the expenses with that person.
Reading Ads
Apartment advertisements are written in abbreviations. You will find that many words are shortened. Some examples are:
Apt. studio BR util
pvt w/ a/c elev bldg co-op furn
W/D or laundry on-site mgr 1 ½ sec. dep. =
=
=
=
=
=
=
=
=
=
=
=
=
Apartment
a very small apt., generally intended for one person only. May or may not have a separate kitchen.
bedroom
utilities (cost of gas and electric, sometimes included in the rent)
private
with
air-conditioned
building with an elevator
an apartment building whose apartments are owned (rather than rented) by the building’s tenants
“furnished”, i.e., apt. is available with (some) furniture already in it
apartment (or building) has washer/dryer, and/or laundry facilities
there is a caretaker or manager for the building, who lives in the apartment complex
the rental agreement requires you to pay one and one-half times the normal month’s rent as a security deposit this is fairly standard in rental contracts
Questions to Ask During Your Housing Search
Is furniture provided?
Is it within walking distance of my job?
Is it near public transportation?
How accessible are stores, banks, entertainment, etc.?
What is the average rent for a place this size in this neighborhood? (Look at a few different places to get a sense of the local values.)
How soon can I move in?
How much must I pay before I can move in? (Security deposit, first month’s rent, etc.)
Is it safe? (Do not just accept the landlord’s word on this. Be sure you are satisfied with the security of the neighborhood and the
apartment/house itself.)
If sharing an apartment, will I like my roommates?
What utilities are included in the price?
Additional Resources and Ideas for Housing
University Listings and Bulletin Boards
Many university campuses have bulletin boards where students post notices looking for roommates. Many students may sublet their
apartments for the summer. Most universities also have a “Campus Housing Office,” which keeps listings of available housing in the area.
These listings are usually only available to students at that university, but sometimes they allow Intrax participants to use them.
Boarding
Boarding means renting a room in a family home. In smaller cities and towns, you may find a family willing to offer a room and meals for
you in their home at a reasonable price. This situation allows you to see American family life. The best place to start would be asking your
host company if they know anyone that might be interested.
General Information
General Information about Living in the United States
Electricity
The United States electrical system uses 110 volts, 60 hertz (cycles). Your appliances from home are probably designed for an electrical
system which uses higher volts. You will need to purchase a transformer and plug adapter that can accommodate the voltage of the
particular appliance you will be using. Many appliances, such as laptops, already have a built in electrical transformer that is able to handle
different types of power outlets. In this case all you would have to do is buy a plug adapter. These can be purchased in your home country
or upon arrival at any hardware or electronic store.
Time Zones
The continental U.S. is divided into four
time zones – Eastern, Central, Mountain,
and Pacific. When it is 12:00 noon Eastern
Time, it is 11:00am Central Time, 10:00am
Mountain Time, and 9:00am Pacific Time.
The headquarters for Intrax operates on
Pacific Standard Time (PST) and is open
from 8:00am to 5:00pm PST. The U.S.
keeps Daylight Savings Time by turning the
clocks forward one hour in early April and
turning them back one hour in late October.
Washington
Maine
North Dakota
Montana
Vt.
Minnesota
Oregon
Idaho
South Dakota
N.H.
Wisconsin
New York
Michigan
Wyoming
Nebraska
R.I.
Conn.
Pennsylvania
Iowa
Nevada
Indiana
Illinois
Utah
Ohio
Md.
West
Virginia
Colorado
California
Mass.
Kansas
Missouri
Kentucky
New Jersey
Del.
Virginia
North Carolina
Tennessee
Arizona
Oklahoma
New Mexico
South
Carolina
Arkansas
Mississippi
Georgia
Alabama
Texas
Louisiana
Florida
Alaska
Hawaii
PACIFIC
TIME
MOUNTAIN
TIME
CENTRAL
TIME
EASTERN
TIME
General Information
U.S. Units of Measurement
Temperature- In judging temperatures, an easy formula for translating Fahrenheit to Celsius is to subtract thirty from the Fahrenheit number
and divide by two. To convert Celsius from Fahrenheit, multiply the Celsius number by two and add thirty.
Metric conversion
Temperatures
1 mile
1.6 kilometers
1 yard
91.4 centimeters
1 foot
30.5 centimeters
1 inch
2.54 centimeters
1 liquid quart
0.95 liters
1 gallon
3.8 liters
1 pound
454 grams
1 ounce
28 grams
55 ºF
12 ºC
60 ºF
15 ºC
65 ºF
18 ºC
70 ºF
21 ºC
75 ºF
24 ºC
80 ºF
26 ºC
85 ºF
29 ºC
90 ºF
32 ºC
95 ºF
35 ºC
100 ºF
38 ºC
105 ºF
40 ºC
95
APPENDIX
Appendix 1: Useful Websites
General Research for Your Destination Area
www.citysearch.com www.craigslist.org http://travel.yahoo.com www.tripadvisor.com/ http://yelp.com – Information on each city in the U.S.
– Online classifieds. Find a room, a used car or furniture for sale
– Travel information for destinations in the U.S.
– Another website with good international travel information
– Reviews on all sorts of businesses from restaurants to hair stylists.
Travel Guide Books
www.lonelyplanet.com
www.letsgo.com
www.4travelguides.com
www.budgettravel.com
www.roughguides.com
http://frommers.com
Other Useful Websites
Travel:
www.kayak.com www.orbitz.com www.cheaptickets.com www.hotwire.com www.southwest.com www.jetblue.com www.greyhound.com www.megabus.com www.amtrak.com www.trekamerica.com www.greentortoise.com – Fare comparison website
– Travel booking website
– Travel booking website
– Travel booking website (specializes in last minute deals)
– Low cost U.S. air carrier
– Low cost U.S. air carrier
– U.S. long distance bus travel
– Mainly Northeast and Midwest bus travel
– U.S. train travel
– Organized group tours for young travelers
– Organized group tours for young travelers and backpackers
Money
www.westernunion.com
APPENDIX
Appendix 2: Sample Packing List
Carry-on Luggage
In general, there are some very important items you will NOT want to pack in your checked baggage; rather, you will want to have them
handy at all times and packed in your carry-on bag. These items are:
• Passport
• DS-2019
• Tickets
• Prescription medicine
• Glasses
• Money (For taxi rides to and from airports, phone calls, emergencies, etc...)
• Other official documentation such as DS-7002, foreign Id, etc.
Make sure that you pack appropriate clothes for your internship. In addition to other regular necessities like underwear, clothes and shoes,
you may also need a few other things. The following is a list of items you may not have thought you needed or wanted to take with you. See
if you forgot to pack any of the following:
• Contact information for Intrax and your host company
• Insurance information
• Student I.D. Card (good for discounts too)
• Money Belt
• Backpack
• Sleeping Bag (for camping or hostel stays)
• Pocket Knife (don’t put this in your carry-on!)
• Camera/Journal
• Prescriptions (doctors notes for any medicine you are taking)
• Dress set of clothes (a nice pair of trousers and a button down shirt just in case you go somewhere fancy)
• Gift (it may be appropriate to bring your host family or host company a simple gift from home)
• An inventory list of the items you packed in your checked baggage, in case you need to make an insurance claim on lost luggage
• Identification tags with your contact information on them, attached both outside and inside your checked bags and carry-on bags
From www.studentsabroad.com/whattopackandnotpack.asp
APPENDIX
Appendix 3: Holidays in the U.S.
January:
July:
• New Year’s Eve is celebrated on December 31st and Jan 1st,
New Year’s Day, is a major holiday.
• Independence Day is celebrated on July 4th to honor the
signing of the “Declaration of Independence” by the founders
of the United States. It is celebrated with picnics, barbeques,
parades and fireworks. You’ll see lots of red, white and blue in
honor of the colors of the American flag.
• Chinese New Year is celebrated sometime between January 21
– February 19. In larger cities there are normally parades and
special events.
• Martin Luther King Day – traditional – January 15; official –
third Monday in January
February:
• President’s Day is celebrated on the 3rd Monday of February to
honor several early Presidents born in the month.
September:
• Labor Day is the first Monday in September. This is a day
dedicated to American workers, and is considered the last
weekend of summer.
October:
• Valentine’s Day is celebrated on February 14th. It is common to
write Valentine’s cards to those you love.
• Columbus Day is October 12th in memory of the “discovery” of
America by Christopher Columbus on October 12th, 1492.
March:
• St. Patrick’s Day is celebrated on March 17th. All Americans
of Irish descent are celebrated on this day. You’ll see lots of
green.
• Halloween is celebrated on October 31st. Both children and
adults celebrate by dressing up in costume. Younger children
will go from house to house asking for candy, while adults
often have costume parties on Halloween day or the nearest
weekend.
April:
November:
• Easter is a Christian holiday that falls according to the church
calendar. Easter is celebrated on Sunday with some Americans
participating in religious services and sometimes a special
lunch or dinner.
• Veteran’s Day is celebrated on November 11th to honor
American war veterans.
May:
• Cinco de Mayo – Originally a celebration of the Mexican
army’s victory over French forces. In the U.S. the celebration
has evolved into a celebration of Latino heritage and pride.
• Mother’s Day is celebrated on the second Sunday of May.
Children of all ages (including adults) give cards or gifts to their
mother on this day.
• Thanksgiving Day is the last Thursday of November. The
Thanksgiving Day dinner traditionally involves family and
includes a turkey, stuffing, cranberries, and pumpkin pie.
December:
• Chanukah (a Jewish holiday), Christmas (a Christian holiday)
and Kwanzaa (a holiday of African descent) are all celebrated
in December.
• Memorial Day is celebrated on the last Monday of May. This
holiday honors the memory of all soldiers who have died in
battle. It also unofficially marks the beginning of summer.
June:
• Summer vacation begins for most students.
• Father’s Day is celebrated on the third Sunday of June. Children
of all ages (including adults) give cards or presents to their
father and may plan a special day for him.
Intrax World Headquarters
600 California Street, 10th Floor
San Francisco, California 94108 USA
+1.888.224.0450 | intsupport@intraxinc.com | www.globalinternships.com
Intrax Internships connects qualified candidates from around the world with short and long-term internships in the
U.S. and summer internships in major economic centers around the world.
USA Accreditation - In maintaining accreditation, Intrax is committed to quality and continuous assessment and
improvement of our programs and services.
Intrax is a globally-oriented company that provides a lifetime of high-quality educational, work
and volunteer programs that connect people and cultures, with operations in more than 100
countries worldwide. For more information visit: www.intraxinc.com.
Intrax
AuPairCare
© 2013 Intrax, Inc. All rights reserved.
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