During the Exchange Visitor Program, Exchange Visitors will encounter many documents and new terminology. It’s essential that the participants understand these documents and their purpose, so they speak confidently about them and use them properly. We understand it can be confusing, so we’ve outlined the main documents that participants will need to know while on the program.

DS-2019

The DS-2019 document is a printed document that is issued to a participant by a sponsor organization. The DS-2019 document allows the participant to apply for the J-1 visa at the embassy. The DS-2019 outlines the participant’s basic information, the sponsor organization’s information, and the participant’s program information. The DS-2019 is an important document that the participant will need to present at the embassy, at the border, at Social Security, and to the employer. For security reasons, the DS-2019 cannot be transmitted electronically. 

DS-7002

The DS-7002 is the training plan document required for every intern and trainee participant. The document presents the host employer’s information, along with a detailed outline of the training that the intern or trainee will receive in each phase of their internship or traineeship. The DS-7002 is required for the visa appointment at the embassy to show that the training qualifies for the program. The DS-7002 is the guiding document for employers to refer to and follow during the intern or trainee’s program. 

Visa

A visa is a document that allows a foreign citizen to legally enter a country. Every Summer Work and Travel, Intern, and Trainee participant must apply for a J visa at the U.S. Embassy in their home country prior to departure to the USA. At the embassy appointment, an embassy consular will evaluate the participant and either grant or deny the visa. If the visa is granted, it will be inserted into the participant’s passport. The dates printed on the J-1 visa describe the period of time during which the participant is allowed to enter the U.S. The letter printed under “entries” indicates if the participant can enter the country once (“s” for single entry) or more than once (“m” for multiple entry) within the dates printed on the visa.

I-94

A participant’s I-94 Arrival/Departure record will be automatically generated once they enter the USA. The participant can retrieve their I-94 number by entering their passport information on the I-94 website. The I-94 record will be required for applying for Social Security and beginning employment. Sometimes, a participant may find that their I-94 record is “not found”. This issue can be resolved by contacting the nearest Customs and Border Protection Deferred Inspection Site.  

Social Security Card

A Social Security number (SSN) is a six-digit lifetime number assigned by the Social Security Administration (SSA) to those who are authorized to work in the United States. Social Security numbers are used by employers to report employee wages to the US government. Therefore, participants are required to have one. Exchange Visitors are allowed to begin working/training without a Social Security number but must apply after their arrival and report their number to their employer before their departure. If a participant does not report their Social Security number, the employer will be penalized, and the participant will experience issues filing their taxes. Social Security numbers are private and should not be shared with anyone, except the employer. 

Medical Insurance Card 

Every participant is required to have medical insurance while on the Exchange Visitor Program. Medical insurance is included for every participant on WWCE’s program, and participants are automatically enrolled before arrival. Each participant will receive an email that includes their insurance card and insurance information. The medical insurance card must be printed and saved on their phone. The insurance card will need to be presented at any visit to a doctor or hospital.