Information for the Exchange Visitor

WHAT IF MY ARRIVAL IS DELAYED?

You must notify our office that there will be a delay in your arrival. Please email Maria Beebe with updated travel plans. If your arrival will be delayed by more than 20 days, a new DS-2019 will be issued.

WHAT DO I DO WHEN I ARRIVE IN MANHATTAN?

Exchanges Visitors (EV) must check in with International Student and Scholar Services (ISSS). You must have health insurance and complete an Insurance Compliance Form. (See "What are my responsibilities as an Exchange Visitor" below for information on Health Insurance.)  In addition, you must bring the following:

  • Manhattan residential address. A departmental address is not acceptable;
  • DS-2019;
  • Passport;
  • Print out of the I-94. You can retrieve your I-94 at www.cbp.gov/i94. If you are unable to do this prior to checking in with ISSS, our staff will assist you.
WHAT ARE MY RESPONSIBILITIES AS AN EXCHANGE VISITOR?
  • Report address changes to International Student and Scholar Services (ISSS). U.S. federal regulations require that all J-1 scholars report a change of address within 10 days. To comply, you must notify ISSS in writing via email. ISSS will provide this information electronically to USCIS through SEVIS.
  • Report departure date and reason for departure to ISSS. There are times when a scholar will leave the university prior to the Program End Date listed on the DS-2019. The scholar must notify the ISSS of the date of departure and the reason for ending their program at Kansas State University. J-1 Professors or Research Scholars will be unable to re-enter the U.S. as a J-1 Professor or Scholar for 24 months after the completion of their program at Kansas State University. If the scholar is not maintaining a continuous and collaborative relationship with Kansas State University and is not transferring to another J-1 program, the 24-month bar to re-enter the U.S. in the J-1 Professor or Research Scholar category will be triggered. Therefore, it is very important for the scholars to keep ISSS informed of future plans and intentions.
  • Report changes in Program to ISSS. Scholars must notify ISSS whenever there is a change in their program. These changes include new locations, new funding sources, new laboratory or department.
  • Abide by employment regulations. J-1 scholars and professors may conduct research or teach only at Kansas State University unless specifically authorized in advance and in writing by ISSS to give a lecture or consult at another institution. Therefore, scholars must contact ISSS if invited to speak or consult at another institution. Interns may only participate in the activity described on the DS-2019 in the department listed on the DS-2019.
  • Maintain adequate health insurance. J-1 scholars must maintain adequate health insurance for themselves as well as their dependents throughout their entire stay in the U.S. Failure to do so renders the scholars and their dependents "out of status" and the scholars may be removed from the J-1 program. Minimum insurance requirements are show in the table below.
Minimum Health Insurance Required by the U.S. Department of State
Medical Benefits$50,000 per illness or accident
DeductibleCannot exceed $500
Repatriation
(return of your remains upon death)
$7,500
Medical Evacuation$10,000

 

  • Obtain travel signature prior to traveling outside of the U.S. Scholars and their dependents must obtain the signature on their DS-2019 from a Responsible/Alternate Officer at ISSS prior to traveling outside the U.S.
  • Apply for a program extension prior to the DS-2019 expiration date Extensions are granted if the scholar is eligible for the additional time requested and the funding is adequate. Research Scholars and Professors are limited to 5 years; Short Term Scholars are limited to 6 months; and Student Interns are limited to 12 months.
  • Receive transfer authorization prior to leaving. Scholars must notify ISSS of plans to transfer in advance. In order to process the transfer, the scholar must complete and submit the J Transfer Out form. It is recommended that this be submitted at least two weeks prior to the date of transfer.
  • Depart the U.S. within the 30-day grace period. All Exchange Visitors and all their dependents must depart the U.S. within 30 days of the Program End Date listed on the DS-2019 or the date the program is completed if prior to the end date listed on the DS-2019.
WHERE CAN I PURCHASE HEALTH INSURANCE?

If you need to purchase health insurance…

If you do not bring health insurance with you from your home country and do not or cannot subscribe to an insurance plan offered by the University, you can investigate the companies listed below.  From these sites, you can print a brochure, send an email or enroll, if you choose to do so.

If you will receive health insurance through Kansas State University…

This insurance is not available until the first of the month following 30 days of employment and therefore you will need to enroll in another plan until that date.  Remember, you must have health insurance that covers you beginning on your arrival date in the U.S.  In addition the insurance provided by Kansas State University does not include Evacuation[1] and Repatriation[2], which is required by the U.S. Department of State.   Therefore, you must purchase this coverage separately.  See below for a listing of insurance providers. 

Also, be aware that Plan C offered by K-State does not meet the minimum requirements of the U.S. Department of State.

Insurance Providers
Please note:  ISSS does not endorse or recommend any one insurance provider over another.  Be sure to investigate thoroughly your options.  You can also do your own internet search by looking for “insurance for foreign visitors.”

 

Name of Company

Web Address

Providers that offer plans for Repatriation

& Evacuation only

BETiNS

www.BETiNS.com

X

Cultural Insurance Services International

www.culturalinsurance.com/students/

 

Compass Benefits Group

www.compassbenefits.coml

X

FrontierMEDEX

http://www.medexglobal.com/

X

Gallagher Koster

Gallagherkoster.com

 

Gateway

http://www.gatewayplans.com/#

 

The Harbour Group

http://www.hginsurance.com/

X

HTH Worldwide

www.hthworldwide.com

 

International Medical Group

www.imglobal.com

X

International Student Insurance

http://www.internationalstudentinsurance.com/

X

Rust and Associates

www.rustinternational.com

X

United Healthcare

https://www.uhcsr.com/kbor/

 

Wallach & Company, Inc

http://www.wallach.com/

 

 



[1]The medical evacuation coverage provides benefits for transportation in the event the insured suffers a medical emergency and adequate medical facilities are not available nearby. It’s important to understand that this coverage is not medical coverage. Instead, it is coverage for medically necessary transportation.

[2] Repatriation coverage means that the insurance company arranges for and handles the transportation necessary to return a covered person’s body to his or her home in the event of death.

WILL THE INSURANCE PROVIDED THROUGH MY DEPARTMENT BE SUFFICIENT?

This insurance is not available until the first of the month following 30 days of employment and therefore you will need to enroll in the other coverage until that date. In addition the insurance provided by Kansas State University does not include Evacuation and Repatriation, which is required by the U.S. Department of State. Therefore, you must purchase this coverage separately.

The medical evacuation coverage provides benefits for transportation in the event the insured suffers a medical emergency and adequate medical facilities are not available nearby. It’s important to understand that this coverage is not medical coverage. Instead, it is coverage for medically necessary transportation. Repatriation coverage means that the insurance company arranges for and handles the transportation necessary to return a covered person’s body to his or her home in the event of death.

Below is a listing of additional insurance providers that have plans for J-1 Scholars/Professors.

BETiNS*
Cultural Insurance Services International
CMI Insurance Worldwide*
Compass Benefits Group*
The Harbour Group*
International Student Insurance
Gateway
Rust and Associates*
United Healthcare (Application forms and brochures available at International Student and Scholar Services)
Wallach & Company, Inc

*These companies offer a separate plan for just Repatriation and Medical Evacuation.

HOW DO I APPLY FOR A SOCIAL SECURITY NUMBER?

You are eligible to apply for a Social Security Number (SSN) only if you will be employed by K-State. If you will not be paid by K-State, then you cannot apply for an SSN. Dependents can only apply for a SSN if they have been approved for work authorization. (See dependents page for more information on applying for work authorization.)

J-1 Exchange Visitors can apply for a SSN one business day after checking in with ISSS. Please take the following documents.

  1. A letter from your employing department that states you will be employed at K-State. The letter must specify your start date.
  2. Your passport
  3. Your I-94. You can print this out at www.cbp.gov/i94.
  4. Your DS-2019
HOW DO I REQUEST A DS-2019 TO INVITE MY DEPENDENT(S)?

Only the spouse and unmarried minor children (under 21 years of age) of the exchange visitor are eligible for J-2 status. If you are already in the U.S. and would like to request a DS-2019 for a dependent, you must submit to the ISSS a Request for J-1 Services and a Request for a Dependent DS-2019. Please be aware that you will need to demonstrate that you have the funding to support additional dependents.

WHERE CAN I FIND ADDITIONAL INFORMATION FOR MY DEPENDENTS?

Please see our page, Information for Dependents.

WHAT DO I NEED TO DO IF I AM TRAVELING OUTSIDE THE U.S.?

If you will return to the U.S. within the program period on the DS-2019 and will continue your work at K-State, you (and your dependents, if applicable) must obtain a travel signature on the DS-2019s from a staff member at ISSS prior to traveling outside the U.S. Please bring your document in at least 2 weeks prior to traveling.

HOW DO I APPLY FOR A DRIVER'S LICENSE OR STATE-ISSUED ID?

Visit our web page, Driver's License in Kansas

HOW DO I REPORT A CHANGE OF ADDRESS?

U.S. federal regulations require that all J-1 scholars report a change of address within 10 days. To comply, you must notify ISSS in writing and then ISSS will provide this information electronically to USCIS through SEVIS. To notify ISSS, email Maria Beebe at pappy@ksu.edu.

HOW DO I FILE MY U.S. TAXES?

For more information on how to file U.S. income taxes, go to our web page, Income Taxes

Quick links to forms on this page

 

Contact for more information


Maria Beebe, Associate Director
(785) 532-6449
pappy@ksu.edu