U.S. work permits (J-1 visa)

Airport worker smiling and checking in male traveler

Working in the United States? You will need a work permit to legally be allowed to work on your co-op work term.

There are various types of work permits. We provide support for the J-1 visa, which includes an intern category that applies to students on a co-op work term. If your employer wants you to obtain a different work permit (like a TN), please contact ceeusaies@uwaterloo.ca for more information.

Please note that if you are a U.S. citizen or if your work term will be remote from Canada, then you do not need a work permit. The following information applies if you will be working from within the U.S.

About the J-1 visa

The J-1 is a visa or authorization specifically for cultural exchange visitors. This visa is used by most undergraduate students completing work terms in the United States. The intern category of the J-1 allows students to gain exposure to the culture and to receive hands-on experience in the business practices of an occupational field in the U.S.

What is a visa sponsor?

Sponsors help prepare participants for their program experience and provide the necessary documents needed to obtain the visa. While there are many sponsors, Cultural Vistas and Intrax have a preferred partnerships with Waterloo to work with you and your employers (host organizations) to issue your visa documents.

The sponsors issue the Certificate of Eligibility for the J-1 program (DS-2019 form), but they do not grant the visa. Students are required to apply for a J-1 visa at either a U.S. Consulate (in the case of non-Canadians) or at the U.S. port of entry (Canadians).

J-1 visa eligibility requirements:

  • Students need to be over the age of 18 to participate in a US internship.
  • Students need to be able to communicate well in English, both orally and in writing.
  • International students who are studying at Waterloo on a study permit must complete at least two (2) full-time academic study terms before applying for a work abroad term in the U.S. This is based on guidance from the U.S. consulate. International students who have concerns about their eligibility for a J-1 should contact the nearest U.S. consulate before applying for U.S. jobs.
  • Students must not have had any past legal issues or criminal records.
  • Passport validity: General guidance is that your passport must be valid for at least six months beyond your internship end date, but exemptions exist in certain cases.
  • Full-time enrolment requirement: You must be enroled full-time in classes for 4 months before you apply for a J-1 visa. The maximum duration you can intern in the USA for co-op credit is 12 months at a time. After those 12 months, you must be enroled in classes for at least 4 months before applying for another J-1 visa. Email ceeusaies@uwaterloo.ca if you will be on an exchange immediately before your scheduled work term.
  • If applying for a J-1 visa, third-party staffing/employment agencies are not authorized to recruit, screen, orient, place, evaluate, or train students, as per the U.S. Department of State regulations. Your work term employer must be noted as the employer of record on the J-1 application. For questions, please contact ceeusaies@uwaterloo.ca. 

How do I apply for a J-1 visa?

The process to get your J-1 begins once you have found a job in the U.S. Our international employment specialist (U.S.) works closely with you, your employer and the visa sponsor throughout the process. If you have questions, reach out to ceeusaies@uwaterloo.ca.

Here are the steps to apply:

  1. Once you have a job offer or match, check with your employer to determine their preferred visa sponsor. Your employer must choose the visa sponsor. If they do not have a preferred visa sponsor, the University has two preferred agencies that we recommend: Cultural Vistas and Intrax. Once your co-op abroad is processed, whether through a match or if you arranged your own job, our international employment specialist will reach out to you on WaterlooWorks with information and next steps.
  2. Carefully review the information provided by the international employment specialist, including:
    Sponsor-specific application instructions for your visa
    A deadline for submitting your application
    Mandatory requirements for work term credit outside of Canada
  3. Complete your portion of the application instructions ahead of the deadline and submit to the visa sponsor as soon as possible. Processing your application can take time. The deadline is to ensure you are approved on time to start your work term.
  4. Discuss with your employer which application fees you may be responsible for paying.
  5. When you and your employer have submitted the required documents and paid the associated fees, the application process normally takes three to four weeks. The visa sponsor may have questions about your application. Monitor WaterlooWorks messages and your Waterloo email regularly and respond quickly and accurately.
  6. If your application is approved, the visa sponsor will issue your Certificate of Eligibility for Exchange Visitors (J1) Status (DS-2019 form).

What happens after receiving my DS-2019 form? 

Once your application is granted, you will be issued a Certificate of Eligibility for Exchange Visitors (J-1) Status (DS-2019 form). 

Canadian citizens: 

The DS-2019 form acts as your J-1 visa, so no further steps are needed. You are now ready to start planning travel and accommodations for your work abroad experience based on the information your employer provides, and the information found in the Work Term Readiness LEARN course.

Permanent residents and international students: 

You will need to formally obtain the J-1 visa using their DS-2019 form. To do so, you will need to complete the following additional steps: 
 
Once you are issued the DS-2019 form, book an appointment at a U.S. consulate (the U.S. consulate in Toronto is the nearest to Waterloo, but you can search all U.S. consulate locations in Canada). Upload the required documents to the U.S. consulate website prior to your appointment as per the instructions you received with your DS-2019 form. 

  1. Attend your U.S. consulate interview. Bring all the required documents as outlined on your DS 160 (appointment confirmation) with you to your appointment. 
  2. Alert our international employment specialist if you are told by the U.S. consulate that your visa application requires further administrative review. 
  3. Once your passport is returned to you and the J-1 visa has been issued, you can begin to plan your travel and accommodations. Congratulations! 

J-1 visa applications

Spring 2026

In order to ensure timely processing, we recommend that you begin your visa application process as soon as your work term has been approved for co-op credit and is listed in WaterlooWorks. The last date international students may apply for a J-1 U.S. visa is Sunday April 26, 2026, at 4:30 p.m. ET

Next steps

Once you have the necessary authorization for travel for your U.S. work term, there are a few other requirements to ensure your work term is eligible for co-op credit:

  • Visit the Co-op requirements checklist to learn more about the Risk Management Form, the Anvil App and more.
  • Access the Co-op work term readiness course on LEARN. It provides great information and resources, including what to bring with you to the airport.
  • Once you have arrived in the U.S., let your international employment specialist (and your visa sponsor) know that you’ve arrived at your location.
  • Update your emergency contact and location information in WaterlooWorks and contact your visa sponsor as soon as possible after arriving in the U.S.

Frequently asked questions

I am arranging my own job. Can I still get a J1 visa?

First, find out if your employer is eligible to host you as an intern. Ask them the following questions:  

  • Has your employer ever hosted a foreign worker before?  
  • Do they already have a visa sponsor they work with, or do they want to use one of our preferred sponsors?  
  • Does your employer have at least 5 full-time staff at the training site you will be doing your work term?  
  • Has the company been incorporated and in operation for at least one year?  
  • Does the company have an annual revenue of $3 million or a minimum of 25 employees? If not, are they willing to allow the sponsor to conduct an on-site visit?  
  • Are they able to provide onsite supervision and mentoring by experienced staff?  
  • Will the company facilitate educational and cultural learning opportunities in and outside the workplace for the participants? The J-1 visa is a cultural exchange visitor’s status, and the company must provide a cultural component to the work term.  
  • If you are hurt on the job, does the employer provide worker’s compensation?

For any visa-related clarifications, get your employer connected to us immediately at cecausaies@uwaterloo.ca.

My employer doesn’t want to be involved in the J1-visa application process; can I still get a visa?
  • Unfortunately, you cannot.  The employer will need to work with a visa sponsor, fill out a host company application, and submit a “training plan” – a detailed list of the duties, projects and tasks you will be completing while working for this employer.  This needs to be submitted to the sponsor by the employer, a student cannot fill it in on their behalf.   
  • Depending on the visa sponsor, the new employer fee will be charged directly to the employer for payment.  
  • If you would like a handout with more information on visa sponsors and employer involvement requirements to send to your potential employer, please email ceeusaies@uwaterloo.ca. 

What are the costs of the J-1 application?

Sponsor agencies require an administration fee for the sponsorship process, but some fees might be paid by your employer. Discuss with your employer to determine who is responsible for paying the various fees and ensure that all fees are paid on time.

We have agreements with the following sponsor agencies and have arranged special pricing for Waterloo students. Both agencies provide year-round support and services for undergraduate and graduate co-op students (J-1 intern category) and regular students (J-1 training category). If you need more information about U.S. visa sponsors, please contact our international employment specialist.

Cultural Vistas

All-inclusive application and processing fee (includes $220 SEVIS fee):

  • $900 (USD) for up to three months.

  • $1,100 (USD) for four-eight months.

  • Health insurance is required for the duration and is not included in the above fee. The University's WUSA/GSA Health Insurance plan may be accepted on a case-by-case basis.

  • New employer fee: $250 (USD).

  • Processing time: four weeks.

Intrax

  • All-inclusive application and processing fee (includes $220 SEVIS fee):

  • $1,350 (USD) for up to four months.

  • $1,715 (USD) for up to eight months.

  • Health insurance is required for the duration and must be arranged through Intrax. Cost is included in the above fee.

  • Site visit fee (required if the company has less than 25 employees or earns less than $3 million annually: $250 (USD).

  • Processing time: two weeks (from the time all required application documents are submitted to Intrax).

Can I extend my J-1 visa?

If you are on a four-month work term and your employer has offered to extend your contract for an additional four months or longer (back-to-back work terms), you must contact your co-op advisor immediately. You’ll need to arrange a visa extension, which typically takes 30 days or more.

If I work in the U.S., how does that affect my income tax?

If you have questions regarding United States income tax, you must talk to an authorized tax accountant. Co-operative Education is not liable for any mistakes that may occur when filing with the Internal Revenue Service (IRS). Below are some key considerations and resources: 

Questions about income tax? 

  • Contact the Internal Revenue Service (IRS) to find out what forms you need. You can also call them at 1-800-829-3676. 
  • If you’re no longer in the U.S., you can request forms from the nearest U.S. Embassy or Consulate. 

What is a sponsor?

What does "preferred" sponsor mean?

While there are several U.S. J-1 visa sponsors, Waterloo has preferred relationships with Cultural Vistas and Intrax. Waterloo students and employers will get discounted rates for visas processed through them.

Can I switch employers during a work term if I’m on a visa?

Your visa/permit is only valid for the employer you began your work term with. You may not change employers during your work term. You may not arrange for a visa for a second work term with a new employer (following your first four-month work term). Instead, contact your co-op advisor to review your options for jobs in Canada or elsewhere.

Can I arrange a visa for two different U.S. employers?

If you plan on working with two different U.S. employers during your scheduled eight-month term, please contact your co-op advisor immediately. Before you apply for your visa for your first back-to-back work term, the international employment specialist will need to review and approve the eligibility of visa possibility for such work terms against a set list of criteria.

What can delay a visa?
  • Visas usually take four to six weeks to process. For international students (those travelling on a passport other than a Canadian passport) visas can take up to twelve weeks. 
  • Delays can occur when the employer hasn’t submitted payment on time; employer and student failing to submit documents by the posted deadline; new employers being processed for the first time (meeting eligibility requirements); scheduling U.S. consulate appointments and reviewing applications. 

How do I make an appointment at the U.S. embassy in Canada?

To make an appointment or to find out more about U.S. visa processing, please visit the U.S. Embassy and Consulates in Canada’s website, call 1-437-887-1448 or email: Canada.Visas@gdit-gss.com. 

Due to wait times for appointments and processing, we highly recommend that you submit your application at least three months prior to travel. If the demand is too high at the U.S. Consulate General closest to you, for example in Toronto, you may consider seeking consulate services in your home country. Check the visa appointment wait times at the U.S. Embassy or Consulate closest to you. 

For more details, visit: 

Do I need a social security card for my co-op work term?

All students are required to have a social security number. Details on how and when to obtain the card will be given in the work term readiness training in LEARN once your employment is approved and the application process has started. 

What is a W-2 form?

The W-2 form, and all the other specific forms required by students to obtain for their work term will be given in the Work Term Readiness Training in LEARN once your employment is approved and the application process has started.