Visas and permits

A legal authorization, employment authorization, visa, and permit are all terms for legal documents that grant a non-citizen permission to conduct the activities necessary for a work term in another country.

Typically, they are an endorsement made by an authorized representative of one country upon a passport issued by another and permit the passport holder entry into the country for the intended purpose of the work term (typically in the form of a stamp or sticker in your passport).

Unless you have a valid passport in the country of employment, you’ll need a valid permit/visa to complete your work term in another country.

The processing time is typically four to eight weeks but can take several months and varies by country. The sooner you apply, the sooner you’ll receive your legal documents.

You should discuss with your employer to arrange who will pay the fees associated with obtaining the required work visas/permits. Sometimes students pay and sometimes your employer will pay.

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:

• IRS resources: U.S. Tax Guide for Aliens (PDF) and Withholding of tax on Non-resident Aliens and Foreign Entities (PDF) (for your supervisor)
• Personal IRS tax filing deadline: April 15, regardless of whether the U.S. government owes you money.
• You may be subject to state, local, and some federal income taxes. Make sure to research specific taxes in the state of your international work term.
• If you’re a J-1 participant, you’re generally considered an exempt individual. This doesn’t mean you’re exempt from tax! You will still need to file an income tax return.

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.

• J-1 program sponsors are organizations authorized by the U.S. Department of State to supervise the application process and are the main point of contact throughout the exchange program process. Program sponsors are responsible for administering this program in accordance with the U.S. Department of State's public diplomacy goals and visa regulations.

• They are also responsible for screening and selecting eligible foreign nationals for participation in their designated exchange visitor program, as well as supporting and monitoring them during their stay in the U.S. Sponsors help prepare participants for their program experience and provide the necessary documents needed to obtain the visa.

• Program sponsors issue the Certificate of Eligibility for the J-1 program (DS-2019 form), but they do NOT actually 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 (in the case of Canadians).

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.

Sponsor agencies will 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):  

• $970 (USD) for up to three months  

• $1,070 (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):  

• $1,330 (USD) for up to four months  

• $1,675 (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.

• New employer fee: $250 (USD) 

• Processing time: four weeks

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 get in touch with your student advisor immediately. You’ll need to arrange for a visa extension and the process typically takes 30 days.

Your visa/permit is only valid for the employer that 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, get in touch with your student advisor to review your options for jobs in Canada or elsewhere.

If you plan on working with two different U.S. employers on your scheduled eight-month term, please contact your student 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.

• 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 eight weeks.

• Several things can delay a student’s visa: the employer not submitting payment on time; employer and students failing to submit their documents by the posted deadline; new employers being processed for the first time (meeting eligibility requirements); scheduling U.S. consulate appointments and reviewing applications.

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:

• U.S. Department of State – Bureau of Consulate Affairs
• U.S. Customs and Borders Protection
• U.S. visa service for foreign citizens