You must have a valid visa, permit and/or passport to the country of employment for your work abroad term. Obtaining a visa/permit for working abroad varies depending on your work term location.
Working in the United States?
If you will be working in the U.S., our international employment specialist will automatically contact you via WaterlooWorks. You can also email us with any questions about working in the U.S./J-1 visa at ceeusaies@uwaterloo.ca.
Working outside of Canada and the U.S.?
If you have secured a work term outside Canada and the U.S., our international employment specialist will automatically contact you via WaterlooWorks. You can also email us with any questions about working internationally at ceeinties@uwaterloo.ca.
U.S. visa options for graduating students
If you’re looking for a job in the U.S. after graduation, you will need a work permit to be legally allowed to work in the country. While we cannot formally consult with you about visas for full-time employment, we recommend consulting personally with a licensed U.S. immigration professional as you proceed.
What is a legal authorization/employment authorization/visa/permit?
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).
Do I need a permit/visa?
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.
How long does it take to get an employment authorization (visa/permit) or passport?
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.
Who pays for your visa/permit?
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 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:
- 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
What is a sponsor? (U.S. jobs only)
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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
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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
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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)
What does "preferred" sponsor mean? (U.S. jobs only)
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.
What are the costs of the J-1 application? (U.S. jobs only)
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):
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$970 (USD) for up to three months
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$1,070 (USD) for four-eight months
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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
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New employer fee: $250 (USD)
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Processing time: four weeks
Intrax
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All-inclusive application and processing fee (includes $220 SEVIS fee):
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$1,090 (USD) for up to four months
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$1,195 (USD) for up to eight months
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Health insurance is required for the duration and must be arranged through Intrax. Cost is not included in the above fee
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Site visit fee (required if the company has less than 25 employees or earns less than $3 million annually: $250 (USD)
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Processing time: two weeks (from the time all required application documents are submitted to Intrax)
Can I extend my J-1 visa? (U.S. jobs only)
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.
Arranging a visa if you change employers (U.S. jobs only)
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? (U.S. jobs only)
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? (U.S. jobs only)
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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.
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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.
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? (U.S. jobs only)
Yes, all students are required to have a social security number. All the 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? (U.S. jobs only)
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.