Global Services

Travel within the United States:

Once within the United States, you are allowed to freely travel within the continental United States and to some adjoining islands. If you are traveling outside of the Chicago area, you should take your original passport, DS-2019, and I-94 record.

Travel outside the United States:

To enter the United States after a temporary trip abroad, you will need your:

• Passport (valid for six months or longer upon entry)
• Valid J-1 visa (Canadian citizens are exempt from the visa requirement)
• DS-2019 (signed for travel within the last 12 months)

If you are traveling to a country that is not your country of citizenship, please consult that country’s consulate to determine if you require an entry visa.

To re-enter the United States in J-1/J-2 status, you must have your DS-2019 endorsed by Fermilab’s responsible officer (Valery Stanley) or alternate responsible officer (Heather Foy). It is your responsibility to always keep your endorsed DS-2019 with your passport. If your endorsement dates have expired, you must contact the Visa Office prior to your departure for re-endorsement.

Onsite housing is available for rent only to users, affiliates and human resources-approved interns. It is not available for permanent employees or members of the public. Visit the Housing page for further information.

A move to another country may be expensive, but at least there are no fees associated with participation in Fermilab’s J-1 Program.

Other potential costs may include a U.S. visa fee, a plane ticket, the cost of moving your belongings, first and last months’ rent amount to secure an apartment, spending to furnish your apartment, etc.

Social Security: A Social Security number (SSN) is a tax-identification number that tracks employees in a payroll system and is required by Fermilab’s accounting department in order for you to pay your stipend. Beyond payroll, the SSN has become somewhat of a universal identification number used for many purposes around the country, including signing up for utilities, phone service, credit reporting, and banking.

Applying for an SSN: Upon your arrival at Fermilab, you will need to apply for an SSN by visiting the Social Security Office in person. You must bring your passport, invitation or an offer letter from Fermilab, DS-2019 and printed I-94 document. You will then be sent your SSN card to the address you provide on the application.

Identity theft:  Keep your SSN card safe. Be especially aware of identity theft, which is when someone uses “your personal information to open accounts, file taxes, or make purchases,” according to the Federal Trade Commission.

Choosing a bank: Consider the location of branch offices and automatic teller machines (ATMs) when selecting a bank. you are sometimes charged a fee to use an ATM at a location other than your bank branch. Inquire about fees charged to you since they vary from bank to bank. Sometimes a bank may waive the fee if you arrange direct deposits with them.

Opening a bank account: Your passport, J-1 documents, and the “bank letter” from Fermilab showing your local address are all usually acceptable to open a bank account. Most banks offer online banking, allowing you to pay bills and monitor your bank account online, but you will need to set up the service.

Debit cards: Most banks issue a debit card with the opening of a checking account. When you use a debit card, the money is directly taken from your bank account. Most businesses accept debit cards. You may be limited to a certain amount of daily cash withdrawals.

Credit cards: Most banks offer credit cards. Please take some time to research and compare your options before deciding on a credit card. In most cases, students may be required to have an SSN to apply for a credit card.

As you will be staying in the United States for more than a month, you should consider purchasing a cell phone through one of the major telephone carriers, such as Verizon, AT&T, T-Mobile, Sprint or MetroPCS. Your personal cell phone may work in the United States, but keep in mind that it may be costly to use.

If you are calling to Italy, you will need to dial 011 + 39 + Italian number. If you are calling another country, find the calling code.

Culture: The United States is composed of a diverse array of cultures. Each cultural group has its own history, customs, and values, which combine to form the “melting pot” of American culture and society. Make an effort to make American friends and take every possible opportunity to enhance your experience.

U.S. laws: You should familiarize yourself with local, state, and federal laws. The legal drinking age in the United States is 21. The laws in America are very strict concerning the drinking age. Bars require that you show photo identification to enter and purchase alcohol. It is also illegal to drink alcohol in public or on the streets. If you are under 21 years of age, you must not drink while you are here on a J-1 visa. The use of illegal narcotics in the United States is prohibited by law at any age. If you are caught using illegal substances, not only are you subject to local and state laws, you also run the risk of your J-1 visa being terminated.

Driving: If you intend to drive in the United States, you must familiarize yourself with local and state driving laws. All U.S. states recognize foreign driver’s licenses. In most cases, your license will be valid for up to three months after the date you enter the United States. Your foreign license is valid only if accompanied by your passport and your DS-2019.

Tipping: In the United States service is not “included” as it is in Europe, and tipping is expected. The general rule is to tip anyone in the service industry, which includes restaurants, hotels, taxis, and bars. Individuals who work in these areas receive lower wages and depend on tips as a main source of income. Please respect this practice. A tip of 18% to 20% is standard in restaurants, a tip of 15% for taxi fares and food delivery, and $1 to $2 is typical for a beverage or a hotel service.

Language: You may at first be uncomfortable with your English skills, however, the only way to improve is to practice. As a J-1 visa holder, you are also eligible to take English classes part-time as long as they do not interfere with your training program.

Fermilab Code of Conduct: Fermilab has established a set of expectations that all members of the Fermilab community shall follow. Disruptive or harassing behavior shall not be tolerated regardless of race, color, religion, disability, age, gender, veteran status, sexual orientation, gender identity, and/or nationality.

All exchange visitors and dependents must have valid health insurance for the full duration of their stay in the United States. Please review the contract terms of the plan that you purchased as part of your J-1 Visa process – please review the terms of that contract.

Seeking medical care: Before heading to the doctor’s office, call your insurance company and ask what steps you need to follow to ensure that your doctor’s visit will be covered by your insurance. You will often need to pay upfront for an appointment and then be reimbursed. When this occurs, your doctor will need to fill out a claim form during your appointment that you will later submit to your insurance company.

Hospital, doctor, or clinic: Hospitals are meant for emergency situations. If you have a specific or ongoing medical concern, you should find a doctor in that specialty area. Walk-in clinics are a better and more affordable option for common ailments, such as a sore throat, fever, flu, etc.

If you receive a wage during an internship or training program (excluding VIEs), you are required by law to pay federal, state, and local or city income taxes. You are not required to pay Social Security and Medicare taxes (FICA) or the Federal Unemployment Tax (FUTA). All J-1 exchange visitors must file a tax return with the Internal Revenue Service (IRS). The IRS is the U.S. government agency responsible for collecting taxes and publishes a yearly comprehensive U.S. tax guide for nonresident aliens.

April Tax Day: Normally, tax returns must be submitted by Tax Day, which usually falls on or just after April 15. If your stipend is paid by Fermilab, you will need your W-2 tax form to file your taxes. If your stipend is paid by a foreign entity, you are exempt from having a W-2 tax form.

W-2 form: Fermilab sends out the W-2 forms in January. Please ensure that Fermilab has your permanent address abroad or your W-2 might not get to you in time.

Tax preparation assistance: In February, the Visa Office will send out a mass email offering free tax preparation software, Glacier Tax Prep, which will allow you to prepare your federal tax return online. You must respond to us if you would like to use this software. At the end of the Glacier’s federal return, you will have an opportunity to purchase access to a state return preparation. Alternatively, you may use your federal tax forms to prepare the state return on your own.

***For full information on taxes in the United States, please visit the taxation of nonresident aliens section of the IRS website and Publication 519, U.S. Tax Guide for Aliens. Fermilab has created this resource document based on information provided by the IRS. We are not tax experts and are therefore not liable for any incorrect information provided in this guide.***

J-1 exit meeting: Before your program ends, you are required to follow the exit procedures as directed by the Visa Office. Please be sure to respond to all Visa Office emails, as you current status and future status in the United States is dependent on completion of various required tasks.

Fermilab property: You must return all Fermilab property including but not limited to your Fermilab ID badge, computers and other equipment.

Grace period: J-1 interns have a “grace period” after the end of their program (as listed on the DS-2019) of 30 days. You are not work-authorized during your grace period! You cannot receive a salary during your grace period! Your departure from the United States must occur on or before the last day of your grace period.