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Common Issues Hopefully your experience hosting an international Trainee has been a positive one to date. However, you may have questions about common issues that can arise during a typical training program. This section should help you address many of these issues. If you cannot find the information you are looking for here, please contact CIEE at 1-888-268-6245 or email trainee@ciee.org. Please withhold the following taxes from your Trainee’s compensation:
Your Trainee should not pay the following taxes:
If you are currently withholding FICA and FUTA taxes from your Trainee’s compensation, stop immediately. To receive credit for the amount your Trainee has paid to the IRS, follow the instructions on IRS Form 941. Certain additional withholdings should be applied to all non-residents on a J-1 visa. Please see pages three and four of the Host Company Tax Packet, or IRS Publication 15 for more information on what withholdings should be applied to your Trainee. Your Trainee must fill out an IRS Form W-4, and file an annual tax return. For instructions on how your Trainee should fill out their Form W-4, see page 3 of the Host Company Tax Resource Guide. If a Trainee fails to file a tax return, they may become ineligible to travel to the US on a future visa. This rule applies to Trainees you are currently hosting, and Trainees that have returned to their home countries. Please educate your Trainee on how to file their US income tax return. CIEE has partnered with Taxback.com to assist your Trainee in filing their US income tax return. Please direct your Trainee to www.taxback.com/ciee for more information on this process. CIEE provides every Trainee with insurance coverage against typical risks to international travelers, such as accidents, and sudden illnesses. Since it is a travel insurance policy for a temporary stay abroad, some limitations and exclusions apply. As a general rule, medical emergencies and most sicknesses are covered. The plan does not cover routine doctor visits, regular dental treatment, nor does it cover any treatment for pre-existing conditions. Your Trainee will be insured during the dates stated on the ‘Confirmation of Insurance Coverage’ document, which they should have received along with their DS-2019 form. For a complete explanation of the benefits that accompany this travel insurance policy, please see the www.ciee.org/insurance. Your Trainee MUST register in SEVIS (Student & Exchange Visitor Information System) within 20 days of the start date listed on their DS-2019 Form. This will require that they either notify CIEE of their US address, or register their US address directly in SEVIS. There are four easy ways to do this:
Any change of address must be entered into SEVIS. If your Trainee fails to register in SEVIS, or update their contact information, they will be withdrawn from the Trainee program. This will make it very difficult to obtain a future US travel or study visa. Any Trainee receiving compensation while in the US is required to apply for a Social Security number. When doing so, Trainees should bear in mind the following important information. Applying for a Social Security Number: Your Trainee MUST bring the following documents with them when they apply for their SSN:
If your Trainee has lost any of these documents, please have them call CIEE at 1-888-268-6245 before they apply for a SSN. Paying your Trainee: Resolving Social Security application problems: Every Trainee should check the status of their application within 7-10 days of submission by visiting or placing a follow up call to the Social Security office that processed their application. The Social Security office will inform the Trainee of any specific issues that are holding up the issuance of their SSN. Please call CIEE at 1-888-268-6245 to discuss how these issues can be resolved. Every Trainee must complete a mandatory program evaluation as a part of their participation in the Exchange Visitor Program. At the approximate midpoint and end of their training program, they will receive an email informing them of the evaluation process. An evaluation must be completed by both the Host Company and Trainee at these points. It is the responsibility of the Trainee to forward the evaluation instructions to their Host Company supervisor. If you have any questions regarding this program requirement, please contact evaluations@ciee.org. Your Trainee may have questions about their ability to travel abroad during their program dates. Domestic travel is permissible, but if it is a part of the training program, this should be documented as such in the Training Proposal that you filled out. If the travel is for leisure, no documentation is necessary. International Travel is permissible. However, your Trainee must send their DS-2019 form to CIEE for signature no less than 2-3 weeks before the planned departure date. The Trainee must also obtain a “Letter of Good Standing” from CIEE before departing. For more information on this process, please email trainee@ciee.org. While many Trainees have traveled outside of their home countries before, some are doing so for the first time. If you would like advice on how to help your Trainee manage their feelings of homesickness, please call a CIEE Customer Service Representative at 1-888-268-6245. Homesickness can often lead to depression or anxiety, and can seriously affect the health and mental wellness of your Trainee. Do not hesitate help your Trainee adjust to life in the US, particularly during the first few weeks of their program. Performance or Behavior Issues When you offer to take on an international Trainee, you are offering them ‘employment-at-will.’ This means that, should any performance or behavioral issues arise, you are not legally bound to hosting your Trainee for the remainder of your program. This being said, if you do have issues with your Trainee, please speak with them directly before deciding to terminate them. Most issues that arise between Host Companies and Trainees are the result of poor communication, and can be resolved by a simple conversation where problems are discussed, and expectations are established. If you continue to have problems with your Trainee, please call a CIEE Customer Service Representative immediately at 1-888-268-6245. Voluntary Withdrawal from the Program In the event that your Trainee chooses to withdraw from the program, for whatever reason, they must send CIEE an email confirming the following information:
Only in extenuating circumstances are Trainees permitted to change Host Companies. Each Change of Host Company request is dealt with on a case-by-case basis. If your Trainee has an interest in training at a different Host Company, for whatever reason, their request must first be approved by CIEE. The Trainee must submit the following documents to CIEE Support Services to assist with this process:
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