HTP, Inc.

339 Johnson Ferry Road NE

Atlanta GA 30328
Tel 404.843.0688
Fax 404.393.1944

23942 West Jomax Road

Wittmann AZ 85361
Tel 623.388.0118
36
Exchange Visitor’s
info@[Link] Handbook October 2009 Edition
[Link]
The purpose of this handbook is to provide HTP Exchange Visitors (EV) with
relevant information pertaining to their program.

You should keep this handbook as a reference for use during your program
in the US.

After reading this handbook, you still have questions, please feel free to con-
tact HTP. We are always glad to be of assistance.

Within this manual you will find several internet web addresses. HTP provides
this information as a tool for our EV’s, HTP is not responsible for the accuracy
of each site’s content.

Contents of Exchange Visitors Handbook

Important information before entering the United States 4

Your right to stay in the United States 4

Important Information after entering the United States 5

Responsibilities - Yours and Ours 10

HTP’s responsibility to you
Your responsibility to HTP

Health matters 12

Information during your exchange program 14

The American workplace 17

Practical matters 19

Housing in the United States - finding a place to live 22

Travel in the US 27

Regional information and tourism 29

After completing your Program 32

What to do if……. 34

2 35
What to do if……. Program Sponsor
The Bureau of Educational and Cultural Affairs (ECA), SA-5, 5th
Lost or stolen documents Floor, 2200 C Street NW, Washington D.C., 20522-0505, tel: 202-
203-5096, fax: 202-203-5087, a governmental agency under the
auspices of the US Department of State, administers the overall
The most common problem that EV’s experience is lost
Exchange Visitors Program, which provides foreign nationals
documents. Make copies of all your documents in order to
with opportunities to participate in exchange programs in the
make the process easier on you! If you do happen to lose
US and then return home to share their experiences. ECA des-
one or all of your important documents follow the instruc- ignated sponsors, such as HTP J-1 Visa Programs, Inc, to admin-
tions below to help recover your document (s). ister individual exchange visitor programs. A list of HTP Respon-
sible Officers and Alternate Responsible Officers as well as their
contact information can be found at [Link].

Program Rules
DOCUMENTS WHAT TO DO HTP as an international exchange organization and your pro-
DS-2019 gram sponsor, is also subject to certain J-1 visa rules and regu-
Contact HTP at 404 843 0688, during normal
lations. HTP’s program guidelines and rules are defined by the
office hours for a replacement. A replace-
US Department of State. These rules need to be followed in
ment fee will apply.
order to maintain your J-1 visa status. Failure to follow these
Passport and J1 Contact your home country’s embassy or rule will terminate your program and your J-1 visa will be re-
visa consulate located in the U.S. as they are the voked.
only ones that can replace your passport.
Your J1 visa cannot be replaced once you
Where can I find the current regulations?
have entered the U.S. as the purpose of the
visa is only for entry into the U.S. If requested,
The Exchange Visitor Program regulations are located in the
HTP will issue a support letter confirming your
Code of Federal Regulations, 22 C.F.R. Part 62. Major revisions
participation in the program.
were published in the Federal Register on March 19, 1993 (58FR
If you lose your original passport with your J1 15180). These regulations are generally available for review on
visa you should carry your photocopied pass- line at [Link] or large public libraries.
port with your original visa along with your
new passport at all times.
I-94 Arrival and Applying for a replacement card through
Departure Card USCIS takes up to 8 weeks and requires a fee.
Visit [Link] for replacement informa-
tion.
Social Security Contact the Social Security Administration
Card directly (1 - 8 0 0 - 7 7 2 - 1 2 1 3 ) or visit
[Link] to obtain instructions
for applying for a replacement card.
Insurance Card Contact HTP at 404 843 0688, during normal
office hours for a replacement.

34 3
IMPORTANT INFORMATION BEFORE ENTERING THE UNITED STATES Two-Year Home-Country Physical Presence (Foreign Resi-
dence) Requirement
Preparation is one of the most important aspects of a successful When you agree to participate in an Exchange Visitor Program
program and the best way to prepare is through research. Re- and your program falls under certain conditions, you will
search can not only help make you better prepared it can save be subject to the two-year home-country physical pres-
you lots of money and time. The USA is a very big country with a ence (foreign residence) requirement. The first page of your DS
tremendous amount of diversity in people, cultural climate and 2019 form will indicate whether you are subject to this require-
geography. HTP encourages you take the time to familiarize your- ment or not. This requirement under immigration law is based
self with where you are going and what you are going to do when on Section 212(e) of the Immigration and Nationality Act, as
you get there. amended, and Title 22 Part 40 and Part 41 in the Code of Fed-
eral Regulations. If you are subject to the two-year home-
The most important thing to remember is you must manage your country physical presence (foreign residence) requirement,
expectations of the program and understand that you get out of you may not apply for or change your status to that of H, L, K,
this program what you put in. or immigrant lawful permanent resident (LPR) until you have
returned to you home country for at least two-years or re-
Be sure to familiarize yourself with all the documents that have ceived a waiver of that requirement.
been included in your DS packet. They provide valuable informa-
tion regarding your arrival and stay in the US. Applying for another J-1 visa
Foreign nationals who enter the United States under the Ex-
Your right to stay in the United States change Visitor Program to participate in training and internship
programs are eligible to participate in additional training and
Visit [Link]. This website has been created to help internship programs under certain conditions. For both trainees
you find information about current visa policy and procedures and interns, additional training and internship programs must
quickly and easily. address the development of more advanced skills or a differ-
ent field of expertise. Interns may participate in additional in-
Necessary documents ternship programs as long as they maintain student status or
begin a new internship program within 12 months of gradua-
Form DS 2019 tion. Trainees are eligible for additional training programs after
As a candidate in HTP’s Exchange Program you will receive a a period of at least two years residency outside the United
“certificate of eligibility” (Form DS 2019) documenting your States following their initial training program. Participants who
participation in the program. Form DS 2019 shows the period during have successfully completed internship programs and no
which you will be allowed to participate in the exchange program longer meet the selection criteria for internship programs may
in the US. This document allows you to apply for the J-1 Exchange participate in a training program after a two-year period of
Visitor Visa. Make sure to read the second page of the DS 2019 residency outside the United States following their internship
and sign the form before applying for your J-1 visa. program. Please note that this is a separate rule from the Two-
A Form DS2019 does not guarantee that you will receive a J-1 Visa. Year Home-Country Physical Presence Requirement stated
above, so even if you are not subject to INA 212(e) or obtain a
J-1 Visa waiver, you must still remain outside of the U.S. for two years
In order to secure the J-1 visa, present Form DS 2019 issued by HTP before returning on another J-1 trainee or intern category visa.
to the United States Consulate in your home country. They will As long as participants meet the selection criteria and fulfill
stamp your passport with the J-1 visa and return the Form DS 2019 these conditions, there is no limit to the number of times they
to you. When you arrive in the United States, you will present your may participate in a training and internship program.
passport with Form DS 2019 to the Immigration and Naturalization
Service (INS) at your point of entry.

The immigration officer will return your DS 2019, which you should
always keep safely with your passport.

4 33
 I-94 Form
Texas [Link] While you are on board the airplane enroute to the United States,
Capital: Austin you will be given an I-94 form. This is a white card which you will
complete before you depart the airplane.
Utah [Link]
Capital: Salt Lake City When your arrive in the US and proceed through immigration,
have your documents in hand, the immigration officer will review
Vermont [Link] your documents and:
Capital: Montpelier • Your I-94 will be stamped, separated and stapled to your
passport
Virginia [Link]
Capital: Richmond • Your passport will be stamped
• Your Form DS 2019 will be stamped
Washington [Link]
Capital: Olympia Make sure you receive all three documents back from the officer
before you proceed to Customs.
West Virginia [Link]
Capital: Charleston

Wisconsin [Link]
Capital: Madison

Wyoming [Link] IMPORTANT INFORMATION AFTER ARRIVING IN THE UNITED STATES

Capital: Cheyenne
Let HTP know you have arrived
After arriving in the United States let HTP know you have arrived.
On the first business day after your arrival, you must contact our
office by calling 404 843 0688 or sending an email to
info@[Link]. Upon contacting us, we will activate your
AFTER YOUR EXCHANGE VISITOR PROGRAM program in SEVIS.

Insurance Card
The Exchange Visitor Program is carried out under the provisions You will receive your insurance card upon arrival at your host
of U.S. law, to increase mutual understanding between the organization. You should keep this card in your possession at all
people of the United States and the people of other countries times. You will need it in the event of a medical emergency.
by educational and cultural exchanges. At the conclusion of Please refer to the insurance brochure included in your DS packet
their program, Exchange Visitor program participants are ex- for a complete explanation of your insurance coverage.
pected to return to their home countries to utilize the experi-
ence and skills they have acquired while in the United States. Applying for your Social Security Card
HTP is therefore unable to assist you in any way with remaining
in the U.S. beyond the dates of your J-1 program. After suc- It is very important to apply for a Social Security Card when you
cessfully completing your program you are permitted to remain reach the community in which you will be living. Your host organi-
in the US for 30 days beyond the dates listed on your Form DS- zation’s payroll and the United States tax system will identify you
2019. This “grace period” is meant to give you the opportunity by the number on this card and your host organization may have
to pack up, close your affairs and possibly travel the US for a difficulty issuing you a paycheck without this number.
bit. During this time you are not allowed to continue working or
travel outside of and reenter the US.

32 5
To apply for a Social Security card you must:
• Report to your sponsor upon arrival in the United States to Nebraska [Link]
let them know that you are here. Capital: Lincoln
• Wait at least 10 days from your arrival date in the United
Nevada [Link]
States before applying for your SSN. Doing this helps ensure
Capital: Carson City
that the Social Security Administration (SSA) can verify your
immigration information with the Department of Homeland
New Hampshire [Link]
Security (DHS).
Capital: Concord
• Visit your local social security office, to find the office near-
est you look in the telephone book under “Social Security New Jersey [Link]/travel
Administration” Capital: Trenton
• Complete form SS-5 available online at [Link]
or at the Social Security Administration Office New Mexico [Link]
• You must bring with you the completed application and Capital: Santa Fe
original documents (listed below):
• Original Form DS-2019; New York [Link]
• Passport; and, Capital: Albany
• Form I-94, Arrival/Departure Record, with the J-1 visa
stamp. North Carolina [Link]/[Link]
Capital: Raleigh
Things to remember when completing the Application for a
Social Security Card (Form SS-5): North Dakota [Link]
Capital: Bismarck
• Fill in your name exactly as it is shown on your Form I-94
and passport. The name on your passport, Form DS-2019 Ohio [Link]
and Form I-94 should all be the same. Capital: Columbus
• Check “Legal Alien Allowed to Work”
• Enter your date of birth in the following manner: month, Oklahoma [Link]
day, year (MM/DD/YYYY). Capital: Oklahoma City
• Enter your mother’s birth surname (maiden name).
Oregon [Link]
Make sure you receive your documents back from the officer Capital: Salem
before you leave.
Pennsylvania [Link]
Capital: Harrisburg
Your Social Security card should be mailed to you within ten
business days of the date of application. Request a temporary
Rhode Island [Link]
certificate (form SSA-5030) when you apply for the card; this
Capital: Providence
temporary certificate has no number, but it is proof that you will
be receiving the card.
South Carolina [Link]
Capital: Columbia
It is your responsibility to report your Social Security number to
your host organization immediately after receiving the actual
South Dakota [Link]
number. If you leave your host organization before receiving
Capital: Pierre
your number and you received stipends, you are still required
to report the number to that host organization. Not reporting
Tennessee [Link]
the number could lead to tax problems for the host organiza-
Capital: Nashville

6 31
Hawaii [Link] tion and jeopardize the use of the establishment for future
Capital: Honolulu participants.

Idaho [Link] Even though you must have the Social Security card and
Capital: Boise number, you are exempted from Social Security tax. This tax
appears under the heading of “FICA” on paychecks and
Illinois [Link] should not be withheld by your host organization. Any questions
Capital: Springfield about Social Security taxation may be directed to HTP, or your
host organization.
Indiana [Link]/enjoyindiana/
Capital: Indianapolis Housing
Did you know that the average monthly rent for an apartment
Iowa [Link] in the US is $983.00? Do your research before you come to the
Capital: Des Moines US. Some host employers may assist you with housing, but ulti-
mately it is your responsibility to find your own housing.
Kansas [Link]
Capital: Topeka Part-Time Jobs
No! While you are on a J-1 visa you are not permitted to hold
Kentucky [Link] down a part-time job. These rules are outlined by the US De-
Capital: Frankfort partment of State and can not be violated.

Louisiana [Link] Trips back home

Capital: Frankfort Most likely, your J-1 visa will stipulate “multiple entries”. This will
allow you to go back home and re-enter the United States
Maine [Link] without having to get authorization from an American Consu-
Capital: Augusta late. You must however, have the first page of your DS2019,
Travel Validation By Responsible Officer signed by HTP. Without
Maryland [Link] this validation, you will not be able to re-enter the U.S. The
Capital: Annapolis ‘travel” signature is valid for up to 12 months, so you do not
have to send your form to HTP each time you travel, but you
Massachusetts [Link] must notify us each time your travel out of the U.S.
Capital: Boston
Send your DS-2019 form to HTP for signature at least two weeks
Michigan [Link] prior to your trip. When sending your DS-2019 include a note
Capital: Lansing with the following information:
1. Dates of travel
Minnesota [Link] 2. Destination
Capital: St. Paul 3. Reason for travel
4. Return address to send the DS-2019
Mississippi [Link] HTP uses FedEx to return your signed form. A fee applies for
Capital: Jackson each person traveling, please see [Link] for pricing
information.
Missouri [Link]
Capital: Jefferson City If an emergency arises that requires you to leave the U.S. be-
fore you have your form signed, don’t worry—– you can leave
Montana [Link] the country without having your form signed. However, you
Capital: Helena must have your form signed prior to returning to the US so that

30 7
you will reenter the country with J-1 visa status. Send your DS-
2019 form to HTP, as above, include the international address Printing Office, Washington, DC 20402 and ask for “Camping in
and phone to which you would like your form returned. A fee the National Park System”.
applies for this service as well, please see [Link] for Visit [Link] [Link] and
pricing information. [Link] for more information.

It’s important to be sure that whenever your travel outside the Regional information and tourism
U.S., you have a valid I-94 card, your Form DS2019, passport
valid for at least 6 months after your intended return, and J-1 Following is a list of our 50 United States. Websites are listed for
visa stamp in your passport (valid at time of re-entry and valid each state. Make sure to read as much information about the
for “multiple entries”). area you will be living in as you can.

Visits to Canada or Mexico The website, [Link] is a great US Travel and US

Check your passport to make sure you have “multiple entries “ vacation guide offering US maps, and information about our
marked on your J-1 visa stamp. Make sure to check as well if a National Parks and Byways.
special visa is necessary for someone from your country to visit
Mexico or Canada. Be sure to have your Form DS 2019 signed Alabama [Link]
and your valid passport to show at the U. S. border when you Capital: Montgomery
are returning. You will not be able to re-enter the United States
without them. Be sure to explain that you are re-entering the Alaska [Link]
United States following a brief stay outside the U.S. Capital: Juneau

Most EV’s who visit other countries have no problem Arizona [Link]
whatsoever. Should you have any questions or difficulties, Capital: Phoenix
however, contact HTP at 404 843 0688.
Arkansas [Link]
Income taxes you should pay Capital: Little Rock

In the United States, income taxes are imposed by the federal, California [Link]
state and local governments. The Internal Revenue Service Capital: Sacramento
(IRS) collects personal income taxes, usually on a “pay-as-you-
go” basis. This means that your host organization generally Colorado [Link]
withholds income tax from your salary and pays it directly to Capital: Denver
the government.
Connecticut [Link]
Federal Income Tax Capital: Hartford
Income tax is paid by all income-earning individuals to the
federal government. It is paid on income from salaries, stipends Delaware [Link]
and tips. Approximately 30% of your salary will be withheld for Capital: Dover
federal income tax, a portion of which you may claim back as
a refund at the end of the year. District of Columbia [Link]
United States Capital
State and City Income Taxes
States and cities levy income taxes according to local tax Florida [Link]
codes. These codes are as varied as the states and cities Capital: Tallahassee
themselves. To find out if state or city income taxes are levied
where you are living, ask your host organization. These tax Georgia [Link]
codes may define “resident” and “non-resident” differently Capital: Atlanta

8 29
 than federal tax codes.
By car: Like federal income tax, state and local income taxes will be
To drive in the United States all you need is a valid driver’s withheld from your paycheck. You may be able to claim a
license from your home country. However, it is advisable to refund for a portion of these taxes at the end of the year.
carry an International Driving Permit which can be obtained
from the American Automobile Association (AAA) or from the Income Taxes you should NOT pay
Automobile Association in your home country. Most car rental • Social Security Tax
companies require that you be at least 21 years of age and
carry at least one major credit card. If you are interested in
• Medicare
driving long distances, look into the possibility of “driveaways” • Federal Unemployment
which arrange the transportation of cars from one part of the
country to another. The car owner usually pays for the tolls and As an Exchange Visitor you are not eligible for Social Security or
occasionally the gas, and the driver is given a certain amount Medicare benefits, therefore you are exempt from paying
of time to get it to the final destination. Agencies will be listed in these taxes. It’s in your best interest to remind your host organi-
the telephone yellow pages under the heading “Automobile zation that you are not subject to these taxes.
Transport and Driveaway Companies”.
W-4 form Employee’s Withholding Allowance Certificate
By bicycle:
There are lots of bicycle clubs and organizations in the United When you begin your program your host organization will give
States. One of the best known organizations associated with you a W-4 form (Employee’s Withholding Allowance
bicycle travel is American Youth Hostels, Inc. Memberships Certificate) to fill out so that taxes may be withheld from your
cards are available from the AYH National Administrative pay. Your host organization will keep this form on file while you
Office, 13321 I Street, NW, Suite 800, Washington, DC 20005. are participating in the program. Your host organization uses
Visit [Link] for more information. the information on this form and tax tables to determine at
what rate taxes should be withheld from your paycheck. The
Where to stay objective is to match the amount of tax you will actually owe
You have lots of choices when it comes to deciding where to for the year.
stay: hotels, motels, youth hostels, YMCA’s, campsites, bed &
breakfasts, etc. If you do not fill out your W-4 form properly, you may have to
pay more tax to the IRS when you file your taxes at the end of
There are about 300 youth hostels scattered throughout the the year. The following are instructions from IRS Publication 515
United States that are operated by the American Youth Hostels, (rev. 1/2005) “Withholding of Tax on Nonresident Aliens and
Inc., a member of the International Youth Hostel Federation. In Foreign Entities.” These instructions supersede the instructions
order to use AYH facilities, you must be a member of the on the W-4 form:
organization (see bicycle section above).
“A nonresident alien subject to wage withholding must give the
YMCA’s and YWCA’s are completely non-denominational and employer a completed Form W-4 to enable the employer to
provide inexpensive temporary lodging. For information on figure how much income tax to withhold. In completing the
accommodations, call “Y’s Way International” at (212) 760- form, nonresident aliens should use the following instructions
5856. Visit [Link] for more information instead of the instructions of Form W-4.”
There are many low-cost motel chains throughout the United
States. For more information the Where to Stay USA and Let’s 1. Check only “Single” marital status on line 3
Go: USA publications are very useful guides. They include 2. Claim only one withholding allowance on line 5,
general information on budget travel, accommodations, and unless a resident of Canada, Mexico or South Korea.
listing of places of interest. Camping in the United States can 3. Request that additional tax of $7.60 per week be with
be a fabulous experience. The facilities are widespread and held on line 6. If the pay period is two weeks, request
generally excellent. For a list of the parks maintained by the that $15.30 be withheld instead.
National Park Service, contact the United States Government 4. do not claim “Exempt” withholding status on line 7.

28 9
W-2 form
Travel in the United States - Regional information and tourism
At the end of the calendar year your host organization will send
you a W-2 form. The W-2 form is a computerized document Travel in the United States
which details your total stipends, as well as the amount of each Hopefully you will be able to see more of the United States than
tax that was withheld. It is essential that you receive a W-2 form just the area where you live. When deciding to travel, be sure
from your host organization since you will be required to submit to investigate all options available to you: bus, train, plane, car.
copies of the form with your tax returns. Make sure to give your Depending on your route and final destination, any one of
host organization your address in your home country after these modes may be the cheapest means of getting there.
finishing your program. If you have not received your W-2 forms
by February 15, you should contact your host organization for Methods of travel
replacement.
By air:
Tax Return Forms and Tax Refunds Air travel is a frequently used method of travel in the US.
When you receive your W-2 form in January, you will have to fill Obtaining the best fare at the time you want to travel is
out a tax return form. There are separate federal, state and city becoming very complex in the current market. Be sure to
tax return forms. All forms are available from banks, post offices check the internet for up to date promotional fares. Some
and libraries in the United States; federal tax return forms are popular websites are: [Link]
also available from United States embassies or on line at [Link] [Link] and
[Link]. [Link]

The federal tax form you will have to complete is the 1040NR. By bus:
Use the charts available with the tax return forms to determine Bus travel has always been an inexpensive and popular way to
the amount of tax which you owe on your income. If too little travel around the United States. The major bus companies can
tax was withheld from your stipends, you must pay the balance help you connect to local bus transportation to reach even the
that you owe to the government by April 15. If too much was most remote towns. One of the best bargains in bus travel is
withheld (as will most likely be the case), you will be eligible for Greyhound’s International “Ameripass” for exchange students.
a refund from the United States government. To receive your This can be purchased in the gateway cities of New York,
refund, you must file your income tax return form by April 15. Miami, Los Angeles, and San Francisco and allows you
Remember, the earlier you file, the sooner you will receive your unlimited travel anywhere in the United States for a specified
refund. period of time. Visit [Link] for more information

HTP will do it’s best to refer you to various sources of information By train:
for tax assistance, but we are not professional tax accountants Amtrak, the national railroad passenger corporation sells an
and we are not certified to give tax advise. The most compre- “All Aboard America” pass, which offers maximum coach fares
hensive recourse for tax advise is the IRS Publication 519– for train trips within a certain period of time. Tickets must be
The US Tax Guide for Aliens, [Link]/pub/ire-pdf/[Link] purchased and reservations made at least five days before
beginning your trip. In addition to the “All Aboard America”
fares, Amtrak also offers a USA Rail Pass similar to a Eurailpass.
Responsibilities - Yours and Ours There are both national and regional USA Rail Passes which are
all valid for 45 days. The plan divides the country into three
HTP’s responsibility to you optional stops. You can purchase USA Rail Pass outside the
United States and in any major American city. This pass is only
As sponsor of your exchange visitor program in the United available to foreign visitors to the US. To buy Amtrak tickets or
States, HTP is officially responsible for you throughout your stay passes check with Council Travel or Amtrak. Visit
in the United States. We are ultimately responsible for you if you [Link] for more information
find yourself in legal trouble, or facing unexpected medical
treatment. For extreme emergencies such as these or other

10 27
 Insuring your car unforeseen situations arise, do not hesitate to contact HTP first
In order to legally drive your car, you must purchase insurance at 404 843 0688. Use your best judgment and be prudent with
for it. We recommend you to check with several insurance this privilege.
companies before purchasing an insurance policy. The price of
insurance depends upon what type of car you have, where Support Service Manager
you are living, how old you are and your sex (young men in Clear and efficient communication is essential with both your
their twenties are in the highest price range). Insurance may host organization and HTP. HTP will not be able to assist you
cost from $500 to $2,000 a year. unless we have direct communication with you. HTP has dedi-
cated personnel available to assist you while you are in the US
American Driver’s License and you are welcome to call HTP at 404 843 0688 at any time
It is illegal to drive in the United States without a legal driver’s during your program.
license. You can apply for a driver’s license easily which costs
about $50, although there may be a waiting period up to 30 Your responsibilities to HTP
days if you do not already have an international driver’s li-
cense. Your driver’s license can also be used as an ID card Keep your commitments! As an EV in HTP’s program you
which is much safer than carrying your passport with you all the made a serious commitment not only to yourself but your host
time (for example, when going to a club or bar). A fact sheet organization here in the US. Your commitment enabled you to
for Exchange Visitors on obtaining a Driver’s License can be participate in this program. In most cases both you and your
downloaded at the website: [Link]/doclib/sevis/pdf/ host organization have waited months for the paperwork to be
dmv_factsheet.pdf. Each state has its own policies for obtain- processed and your visa approved, and during this process
ing a driver’s license, so you will need to research the exact your program was held especially for you. For this reason it is
procedure for the state you will be living in. Links to the Depart- essential that you keep your commitment and you remain at
ment of Motor Vehicles for all 50 states can be found on this your host organization for the duration of your program.
fact sheet.
Changing your host organization
Only in very rare circumstances are EV’s allowed to change
their host organizations. You may not change host organiza-
tions without authorization from HTP.

Take the opportunity to explore and enjoy the Evaluation Forms and Reports
culture and many attractions in your local
Throughout your program you will receive ongoing evaluations
area. Visit the websites below for some infor- via email. The U.S. Department of State requires that you com-
mation on local dining, entertainment, and plete these forms in a timely manner. Completion of these
live music and events. forms will ensure that you stay in compliance with the Depart-
ment of State Regulations governing the Exchange Visitor Pro-
[Link] gram.
[Link]
SEVIS
[Link] Since January 2003, the new Student and Exchange Visitor
[Link] Information System (SEVIS) was implemented to track all non-
immigrant visitors coming to the United States. SEVIS mandates
that HTP monitor our exchange visitors in order to keep the
SEVIS database current.

To ensure SEVIS compliance, the U.S government requires you

to provide HTP with the following information within 10 days of

26 11
arrival and within 10 days of any changes to the information: fee. To locate such agencies, look under “Roommate Referral
Agencies” in your local Yellow Pages telephone directory.
U.S. Home address (Physical residence) Remember that the term “roommate” usually does not mean
U.S. telephone number sharing the same bedroom.
e-mail address that you check frequently
Getting Around
These changes can be updated by sending an email to
info@[Link].
One of the first things to do is determine how you plan to get
American Co-workers in your country around the city that you will be living in. Some cities have very
good public transportation, some are conducive to walking or
During your stay it is likely that you will meet American co- bike-riding, and others are very spread out and a having a car
workers who will ask you if they can have a professional is necessary in order to get around. Make sure to research
experience in your country in the same way you have the before you go to find this information out so that you can plan
opportunity to do our hospitality exchange program in the accordingly.
United States. The answer is YES!! HTP’s Exchange Visitor’s
Program is a reciprocal program that also allows Americans to
Public Transportation
travel and receive career related experience in your country
Most large cities and metropolitan areas will have adequate
and other countries. Ask those who are interested to contact
public transportation that is relatively inexpensive. Different
HTP for details of this possibility.
types include buses, subways, and elevated trains. You can
usually do an internet search for the city that you will be living
in to determine what type of public transportation is offered.
Health insurance
Most transportation companies will have a website or a phone
number that you can call to obtain schedules and maps so
There is no “National Health Insurance” in the United States.
that you can determine if using public transportation to get
Before coming to the United States, you must purchase health
around is an option for you.
insurance in your home country, meeting the requirements set
by United States federal regulations. Make sure to have a copy
Buying a car
of your insurance coverage in the English Language with you.
In a city that does not have adequate public transportation, or
Accidents or major sickness are covered immediately for you. If
if you simply want more freedom to come and go as you
you are treated for a non-emergency medical problem,
choose, you will need to purchase a car. When you are plan-
however, you will have to pay the bills first and then file a claim
ning to buy a car, please do your research and bring someone
with your insurance company for reimbursement. It is therefore
from work or someone you know to help you. Even if you think
imperative to keep careful records and receipts of all medical
you know a lot about cars, you may not know what a “fair”
services that you receive. If you do not have a copy of a claim
price is. The price for a used car can range from $ 1,000 to
form with you, contact your insurance company to get one.
$2,500. There are many books and magazines available about
buying a used car at local bookstores and public libraries. The
Hospitals, Emergency Rooms and Walk-In Clinics
internet also contains lots of information and you can even
Medical fees will depend on the doctor, the type of facility and
search for different vehicles that are for sale on the internet to
its location in the country. In certain areas, especially large
compare before you go to look at them. When you buy a
cities, medical care will be significantly more expensive. Unless
used car, please be sure that you have the “title” (ownership
you need immediate treatment, it is better not to go to a
papers) of the car signed over to you. You will need this title to
hospital Emergency Room to see a doctor. You should use
insure your car and to register the car in your name at the De-
these facilities for emergencies only as they tend to be quite
partment of Motor Vehicles (usually the same office where you
costly.
get your driver’s license).
When you have established yourself in an area it is a good idea

12 25
[Link] to find a private doctor who will agree to see you if you
[Link] become ill. You can ask friends or colleagues or call your local
[Link] hospital for recommendations.
[Link]
[Link]
“Walk-in clinics” have sprung up all around the country in re-
[Link]
cent years. They offer an alternative to seeing a private physi-
[Link]
cian or going to a hospital emergency room. They tend to be
[Link]
less costly and for people who do not have a continuing rela-
tionship with a doctor they can be ideal.
Classified advertisements
Another place to look for an apartment is the classified section
If you use medicine that you also need to use during your ex-
of your local newspaper (The Sunday editions are usually most
change program, make sure to bring the prescription from the
helpful with expanded classified sections). Look at the
doctor in your home country.
advertisements to give yourself an idea of the cost of rental in
your area. In areas where there is a shortage of affordable
housing you will find that inexpensive apartments are rented Dentists
almost immediately so you should call as soon as you see the Like doctors, dentists usually have private practices and are
advertisement. expensive. Many large hospitals, particularly those associated
Classified sections are written in abbreviations that might be with universities, have dental clinics which are open to the
confusing to you. Some examples are: BR = bedroom, util = general public and charge established clinic fees which are
utilities (cost of gas and electricity, sometimes included in the much lower than those charged for private treatment.
rent), pvt = private, elev bldg = building with an elevator, co-op
= an apartment building whose apartments are owned (rather Drug test
than rented) by the building’s tenant.
Before you start your program, your host organization may re-
quire you to undergo a drug test. Your host organization may
University listings and bulletin boards
also require employees to participate in random drug screen-
If you are in a town with a university, ask on campus where
ing tests throughout the duration of your program.
there is a bulletin board on which students have posted notices
looking for roommates (Almost all universities and colleges
A failed drug test will terminate your program and your J-1
have at least one). Most universities also have an “off campus
Visa. You will have to return to your home country immedi-
housing office” which keeps listings of available housing in the
ately.
area. These listings are usually only available to students at that
university, but with a little luck, an exception might be made for
you.

Real estate agencies

When you rent an apartment through a real estate agency you
will probably be charged a fee (usually an additional month’s
rent). When calling about an apartment be sure to ask if you
will have to pay a Realtor’s fee.

Roommate services
These services list apartments where people are looking for
roommates. These are people who may not also list their
apartment in the newspaper.
So, such services can help you get beyond the classified ads.
The catch is that roommate services will generally charge a

24 13
INFORMATION DURING YOUR EXCHANGE PROGRAM things in your spare time. If you are trying to decide whether to
live alone or with a roommate, remember there are many
Managing your expectations and being realistic about your US advantages to sharing an apartment when living in a foreign
experience is one the of the most essential steps in applying, country. Aside from helping you meet people, moving in with a
participating and successfully completing your program. roommate or subletting can often mean that the apartment
will be furnished right down to the pots and pans.
American people
Some 300 million people now call America home, but in fact Rent, sublet or share
they have origins in every part of the world. Cultural diversity is When you begin looking for a place to live you will find
maintained in American society more than the traditional apartments available to rent, sublet and share. When you rent
“melting pot” image might lead you to believe. You will find an apartment, you do not sign the lease, but legally rent the
cities divided into ethnic neighborhoods and many apartment from the person who has signed the original lease.
concentrations of immigrant groups, that retain their own Leases usually cover a minimum of 6 months. Regardless of
customs and social traditions. However, almost everyone whether you rent directly from the landlord or sublet you should
merges into the American mainstream in some aspect of life, in always sign a rental agreement and keep a copy for yourself.
schools, sports, business and science, to name a few, although Such a written contract should define the terms by which a
they may keep many of their own customs socially and at particular apartment is rented. It is presented by the landlord to
home. Wide geographical differences also make for profound the tenant and protects both the landlord and the tenant by
differences in attitudes and values. For example, a traditional stating the rental price and the time period the tenant will
New Englander’s point of view is as different from a Texan’s as reside in the apartment and give rent. Before you sign any
the traditional French outlook is from the British. rental agreement, be sure to read it carefully and get an
explanation for any terms which are unclear. Remember that
With some initiative on your part, however, you will most likely whatever agreements are made verbally should also appear in
find it easy to meet Americans. As a visitor from another writing. Only written information on a rental agreement is
country, you have an “added” charm. Don’t be put off by an binding. Verbal agreements are not binding.
American’s ignorance of your country. As citizens of a nation
insulated by vast oceans and absorbed for 200 years in its own You will probably be asked to pay one month’s rent as a
rapid development, Americans can be quite unaware of other “security deposit”. This will be returned to you when you leave if
countries cultures but at the same time be very curious and there has been no significant damage to the apartment during
interested. Take advantage of this opportunity to spread the your occupancy. Therefore, it is a good idea to inspect an
good word about your country. As the newcomer to a job and apartment with the landlord before signing the lease and get
community in the United States, the “burden” is on you to be written acknowledgment of existing damages and a listing of
outgoing and extend the first hand of friendship. Whatever you furnishings and their conditions.
do, be open to new experiences. Try not to make judgments
right away and keep your sense of humor. Internet
The best place to look for housing may be the internet. There
are websites that allow users to post classified ads, website for
American attitudes and characteristics. locating a roommate, as well as websites devoted to listing
As you meet people you will see that there is no one definitive apartments for lease. You will find apartments all over the
set of cultural traits which describe all Americans. You may find United States on these sites. Some apartment complexes even
some well-known stereotypes and probably some unexpected offer you virtual tours through the apartments so that you can
characteristics and attitudes. The following are brief begin your search before you even leave home. The internet
observations on some of the cultural attitudes and traits which can also be useful for finding information about different areas
are often commented upon by foreign university students in the of the city and [Link] can be invaluable for
United States. locating prospective housing on a map. A few websites to
check for housing are:

14 23
1212” and for one in another code, dial “1”, the area code Friendliness
and “555-1212”. The operator will first ask “what city” and the Because Americans are highly mobile, they have developed
person’s name or business establishment. skills that enable them to make friends in virtually any new
setting. You will probably find that most Americans are very
Mail warm and accepting toward you from the moment they first
Mail letters at the post office or in the blue United States mail meet you and that they treat you informally in almost any
boxes located on many street corners. Mail within the U.S takes social situation. You should be aware, however, that this
between a day and a week to arrive; to northern Europe and friendliness does not necessarily mean that the Americans are
South America, a week to 10 days; to southern Europe two to interested in long-lasting, intimate friendships.
three weeks. Some foreigners feel, after several months in the United States,
that the friendliness of Americans is rather superficial.
US Measurements Americans are sometimes criticized for not “following through”
in the long run by working to maintain a strong friendship after
Temperatures the initial show of friendliness. Remember that deep friendship
The formula for translating Fahrenheit into Celsius is to subtract takes a long time to develop in the United States as in most
32 from the Fahrenheit temperature and multiply by 5/9. other countries.
It may be easier to memorize some of these temperatures:
Pace
C: -18 0 10 20 25 30 35 When you arrive in the United States, it may first seem like
F: 0 32 50 68 77 86 95 everyone is in a rush. Particularly in large northeastern cities
such as New York, bus drivers will be abrupt, waiters will hurry
Time zones you and people will push past you. Although this may appear
The continental United States is divided into four time zones. rude, you shouldn’t take pace and seeming impatience too
From the East to West coast they are Eastern, Central, Mountain personally. The pace is gentler outside the big cities, as it is in
and Pacific. When it is 12:00 noon Eastern time, it is 11:00 am other countries as well. Americans who live in cities often
Central, 10:00 am Mountain and 9:00 am Pacific. assume that everyone is equally competitive and self-sufficient
and expect others to behave that way. Once Americans
Imperial to metric conversions discover you are stranger, they usually will make an effort to
1 mile = 1.6 kilometers 1 foot = 0.3 meters help you. If you need directions or other assistance, go up to
1 inch = 2.54 centimeters 1 gallon = 3.8 liters someone and ask for help. Most people will stop and talk to
1 pound = 454 grams 1 ounce = 28 grams you. However, you must let them know you need help. A few
1 liquid quart = .95 liters may not respond helpfully. If this happens, don’t be
discouraged, just ask someone else.

Housing in the United States - finding a place to live Openness

As might be expected, not only do the northeastern America is not a nation of hedges and walls or gates and inner
metropolitan and resort areas have exorbitant rents, it is also courts. It often surprises foreigners, especially northern
difficult to locate available accommodations. In New York City, Europeans, to find a lack of desire for certain kinds of privacy
for example, finding an empty apartment can become a among Americans. Lawns run into one another without fences,
lengthy and detailed process. Make sure you have arranged office doors are left open while people work; friends run in and
accommodations ahead of time for the first week. Most host out of each other’s houses without telephoning first, sometimes
organizations will help you identify housing if you do not even without ringing the doorbell.
already done so. If you are on your own as you look for a place
to live, keep in mind the objective of your visit. Try to find a Americans do however value personal privacy and time alone.
living arrangement where you will be with Americans and not They tend not to live in extended families but in smaller groups
only people of your own nationality. Also, try to avoid paying so with each person considering himself or herself a separate
much for an apartment that you will not be able to do other individual. If possible, children are given their own private

22 15
rooms where they may like to go and close the door. In many banks will only cash checks for customers who have an
cultures wanting to be alone is a sign of something wrong. Not account with that bank, no matter which bank the check is
so among Americans, who will often resist the constant drawn on. In some cases it is possible to cash a check at a
companionship offered by foreign friends and acquaintances. bank where you do not have an account, but this is only
applicable if the check is drawn on that bank. It is therefore
Silence highly recommended to deal with one bank for all of your
Many Americans find silence uncomfortable. They will talk on to banking needs.
fill any silence if it extends for more than a moment. Students
often study with loud music playing and people will leave the Sales tax
television on for “companionship” of sound, even though they Sales tax varies from state to state and is in addition to the
might be doing something in another room. If you are silent for marked purchase price. Taxable items also vary from state to
long periods, someone will probably try to “draw you out” or state.
will ask if you feel all right or if there is anything they can do to
help you. Tipping
It may be best for those on a tight budget to avoid restaurants
Assertiveness that require tipping. However, if you dine in a restaurant with
Most people in the United States tend to be candid and make waiter or waitress service, you must remember that a service
little effort to hide their thoughts and opinions. Do not be charge is not included on the bill. Americans generally tip the
surprised if people share with you a wide range of facts about waiter / waitress 20% of the price of the meal. Similar practices
their personal lives, even on short acquaintance. It is quite apply to bartenders, taxi drivers, hair stylists and various other
normal to jump right into a subject and say exactly what is on service industry individuals.
one’s mind. Americans expect “direct” questions, to which
they respond with “straight” answers. In dealing with others who Telephones & Mail
are seeking advice or guidance, they try to be as objective
and accurate as possible; they do not necessarily try to say Telephone
something that will be momentarily pleasing. This may seem A telephone number in the United States consists of ten
blunt, but is not intended to be impolite. numbers. The first three digits are called the area code; the last
seven digits are the number of the home or business
Time establishment you are calling. A local call is one placed to a
It has been said that “we are slaves to nothing but the clock”. number within the same town as the one you are calling from.
You will find in the United States that time is treated as if it were
an almost tangible entity. It is “budgeted”, “saved”, “wasted”, If you decide to apply for a service contract for your own
“stolen”, “killed” and “cut”. Americans account for it as well as private phone, keep in mind that you will have to make a
charge for it. It is a precious commodity. Many people have a refundable deposit with your telephone company of about
rather acute sense of shortness of each lifetime and plan every $100. Also, keep in mind that depending on the long distance
minute, whether for work or leisure, so that it counts. company, long distance calls are usually discounted at certain
times. Ask long distance companies for special rates.
Since people value time highly, they resent someone else
“wasting” it beyond a certain courtesy point. They also expect Two different kinds of telephone books are available to you if
you to be “on time”. For business appointments you should you are looking for someone’s number or address. One, the
arrive several minutes before the required time and wait for White Pages, lists numbers by last name and city; the other, the
your interlocutor to invite you into his or her office. Arriving even Yellow Pages, is the business directory where listings are under
five minutes after the appointed time may be taken as a general business categories. You may also use an internet
personal offense. The same is also true with personal friends. If directory service such as [Link] to find a per-
you are invited to dinner at 6 PM, don’t arrive more than fifteen son or a business or you can use your phone for directory assis-
minutes later or your host or hostess will begin to worry. Don’t, tance. To find a number in the local area, dial “411” . For a
however, show up early unless you know them well. number within the same area code, but not local, dial “1-555-

16 21
dime), 25c (a quarter) and 1 dollar. Bills are printed in The American Workplace
denominations of $1, $5, $10, $20 $50 and $100.
Rights and responsibilities during your program
Credit/Debit Cards
If you open the wallet of any working American you will see a The American workplace may seem much less hierarchical
whole line of credit cards. Americans use them more frequently than the workplace in Europe. You may get to call your
than checks, and we suggest you obtain an international supervisor by his or her first name (don’t do this of course unless
credit card before leaving. VISA, and Euro/Mastercard are the you see your colleagues do the same). Supervisors may share
most frequently used credit cards. American Express is useful for what seems to be information about themselves that you
transferring funds, but is not as universally accepted in small would normally only share with close friends. Socializing on the
stores as other cards. When you open a bank account you ask job is casual and will include all levels of the hierarchy. Don’t let
for a debit card. It looks like and can be used like credit cards, this fool you. Your supervisor is still your supervisor and although
but funds are withdrawn from your bank account immediately. relations may seem informal, this informality or friendliness is an
American form of politeness only. Watch and listen to your
Traveler’s checks supervisor and colleagues to learn how formal or informal to
In many places you can use traveler’s checks more easily than be. Treat your supervisor with respect by being punctual and
personal checks. Remember to keep your receipts separate cooperative, not by formal speech or flattery.
from your checks. American Express checks are the most
popular and most universally accepted type throughout the American society reflects historical dependence on group
United States. support, even though Americans may think of themselves as
individualistic. The tremendous amount of vocabulary using
Banking words from team sports in the workplace is a reflection of this.
You will want to open an account as soon as you have settled Make sure to help colleagues if they request it and don’t be
into your place to live. The kinds of services and fees vary from afraid to request help if you need it.
bank to bank; therefore, you should check with several
different banks to find the one that best suits your needs. Below Time
is a checklist to help you decide which bank may be Time, as stated in prior paragraphs, is of the essence. Being “on
appropriate for your needs: time” (punctual) is always important. This usually means
• what is the period of time between opening the account showing up a little early (5 or 10 minutes), especially at
and writing checks that use the money in the account interviews and meetings. Employees who constantly arrive at
• what is the period of time between depositing checks into the office five minutes late may be seen as latecomers who
the account and the clearing of those checks (the time don’t take their work seriously.
when deposited money becomes available for
Dress and non-verbal behavior
withdrawal).
Look how others dress to have an idea of what is appropriate.
• is there a monthly service charge or a charge per written Usually you should not be dressed more formally than your
check supervisor. Being “neat” is taken very seriously.
• is there a minimum balance required to prevent service
charges. We all communicate without speaking. Sometimes
• is 24 hour banking available via MAC (Money Access misunderstandings arise because we do not know the non-
Card) verbal language of the environment. Some hints:
-people stand between 1 meter and 1.50 meters from people
Bank hours vary from bank to bank and throughout different you have a conversation with. Standing “too close” may be
regions of the country, but are usually open M-F from 9 a.m.-5 seen as aggressive or a sexual advance.
p.m. Some banks are open later hours on Friday and open on -use a firm handshake when you meet a man or a woman.
the weekend. It is necessary to be aware of your bank’s -Americans smile and laugh a lot and show that one is polite
business hours so as not to find yourself without money. Most and happy to be where one is. Americans often mistake

20 17
European’s more reserved behavior as aloofness or If you are fired or terminated from your position it is because the
“Snobbishness”. Be careful not to cut people off in the middle company is unhappy with you. It is rare that participants are fired
of sentences. Show that you are listening with eye contact and for poor technical skills; on the rare occasions when participants
head gestures. have been fired, it was because the participants were consistently
uncooperative. Americans are usually very open about actions of
Salary employees that are seen as unsatisfactory. Some employers may
Salary is called “wages”or , “pay”, or “what you make”. No even express anger. Don’t be afraid to politely present your point
laws exist concerning how much you may be paid although of view or to admit a mistake. This is usually a chance to make
there is a federally determined minimum wage. You will receive things better, not a prelude to being fired.
your salary once a week, every two weeks or every month. You
will always receive less than your gross salary (what you agreed Terminated from your host organization means:
upon). Money will be subtracted from your gross salary. These You will no longer be in J-1 status
subtractions are called “deductions”. The money you receive You will no longer have health insurance
after the deductions is your net salary. On the program you will Your status in SEVIS will be terminated
have federal taxes deducted (“withheld”) from your salary. You You must leave the US immediately (within 7 days)
may, in some communities, have state and local taxes You must return your original Form DS to HTP
deducted as well. These deductions may seem confusing. Your You may encounter difficulties whenever trying to
host organization should give you a salary statement or payslip obtain a visa to visit the US in the future
which explains these deductions. As an exchange visitor, you
should not have social security taxes deducted from your
salary. Remember above all else, stay focused on the positive, ask for
assistance and know that your program will be what YOU make it!
Benefits
You are not required by law to receive many of the social Practical matters
advantages that are required in many European countries i.e.:
vacations, sick leave, medical insurance, etc. Most host organi- Legal information
zations do provide these benefits but they vary from employer
to employer. Some host organizations offer extra benefits such Drugs
as profit sharing, credit unions, etc. You must check with your Illegal possession of controlled substances in the United States is
host organization to find out what benefits you should receive. subject to prosecution by law. The penalties for drug possession
vary from state to state and region to region. Become familiar with
Unions the laws in your area. Any participant arrested for possession or
Employees form labor unions in order to improve working use of drugs will be terminated from the program and will have to
conditions. The workers in each company usually select the leave the US immediately.
one union they want to represent them. In some companies,
the membership fees or “dues” will be automatically deducted
from employee’s gross salary. Alcohol
The legal drinking age in the US is currently 21. A national
Lay off and firing campaign has swept the US to increase Americans’ awareness of
If a company has financial difficulties, it is possible that the “drunk driving” and to decrease the number of alcohol related
company eliminates your position. Most people get two-weeks accidents. In response to this, the enforcement of Driving While
notice before they have to leave, but this is not required by Intoxicated (DWI) laws has become very stringent. To keep yourself
law, although it may be by union contract. If you are to be laid and others safe, do not drink and drive.
off, be sure to contact HTP as soon as possible and we will
assist you in finding another host organization if possible and if Money
prudent given the length of time left in your program. This re- The basic unit of currency is the Dollar ($1.00). Coins are minted in
mains at the sole discretion of HTP. denominations of 1c (one cent or a penny), 5c (a nickel), 10c (a

18 19