| Postdoc handbook |
Visa Approval
All international scholars must hold appropriate visa status during their stay at Stanford. Fellows are normally issued a J-1 visa. Changes to other visa status's, including TN (Canadian) and H1B will be facilitated only where it is appropriate for Stanford University appointments. Foreign postdocs receiving fellowship support must be either a permanent resident or have a J1 visa (not H-1, TN, K-1 or J-2). The University prohibits receipt of fellowship support to employment visa holders such as H-1B, O-1, TN.
Remember: All scholars must get a Social Security Number (SSN) regardless of support type.
The Office of Postdoctoral Affairs will approve admission and funding papers (supplied by your department administrator) and forward them directly to the Bechtel International Center which is responsible for visa procedures. Bechtel will issue the appropriate visa request certificate to the home department. Separate requests for visa certificates should NOT be sent to Bechtel.
The minimum level of support should be at least $40,785 annually for 2008-2009. The minimum for 2007-2008 is $39,216.
Visa Extension for J-1
The procedure for extending a J-1 visa for an international scholar already at Stanford is simple when completed in a timely manner. This is usually done on a year by year basis.
To begin
the process, a fellow should check the expiration date on the Arrival/Departure
(I-94) card. After determining the expiration date, one needs to
count back two months and mark this date on a calendar. This is the
minimum amount of time required before the new DS-2019 arrives.
Next, the
department needs to complete the on-line Exchange Visitor Sponsorship
Request Form. The fellow's I-94 card and IAP-66 or DS-2019 should
be given to the home department administrator. In addition, if the
scholar is being supported by outside funds, the department will
need proof of this funding. The funding information should be forwarded
to Postdoctoral Services, Alway building, Room M-105, School of Medicine.
Within approximately ten working days the fellow's new DS-2019 will
be processed and the department administrator will be contacted by
Bechtel staff to pick up the new form. Instructions accompany this
document that describe how to complete the visa extension process
with the INS. These instructions should be followed carefully or
the visa may be subject to unnecessary delays.
If the
DS-2019 is signed by Bechtel at least 15 days before the expiration
of the current visa, a grace period can be granted to enable a fellow
to receive payroll checks after the visa expiration date. A copy
of the new DS-2019 should be sent to the Office of Postdoctoral Affairs.
This can be done before approval by the INS. The grace period will
cover 4 months from the date this DS-2019 was signed at Bechtel.
When the
renewed visa is received, a new I-9 form must be completed in the
department. The current passport and new I-94 card or stamped DS-2019
will be needed for this purpose. A fellow paid through the payroll
system will be paid through the expiration date of the new visa -
remember to immediately forward information about the new visa to
Payroll and/or Fellowship processing.
Repatriation and Evacuation Insurance
The USIA is the official government agency monitoring the issuance of J-1 visas. The USIA requires that all J-1 visa holders have insurance to cover the costs of Repatriation and Evacuation.
A policy that covers Repatriation and Evacuation is available through Saylor & Hill, Co. for $3.00 per month. You can obtain forms at Bechtel International Center, or you may call Saylor & Hill, Co. directly at (510) 273-8888. Fellows are not obligated to sign-up for the Saylor & Hill policy if they provide proof that they have secured repatriation and evacuation insurance from another provider.
