Overview and Breakdown of eForms

FIRST STEP AFTER AN OFFER HAS BEEN MADE

The designated departmental contact must notify IFA as soon as an offer of employment has been made to a foreign national applicant where there is an expectation that visa sponsorship may be required.

QUICK OVERVIEW

• A copy of the foreign national’s passport must be used when completing this eForm to ensure that the name is recorded identical to it
• The designated departmental contact must enter basic information into iStart to notify International Faculty Advising that assistance is required
• After the submission of this eForm, but before International Faculty Advising receives notification, the system will automatically send an email to the foreign national to complete a second section of the eForm
• After International Faculty Advising has received both completed portions, the request will be forwarded to an adviser for review
• The International Faculty Advisor will then conduct a full review and provide both the designated departmental contact and the Foreign National with a visa recommendation, an estimated timeline, and additional specific instructions on next steps

DOCUMENTATION TO BE UPLOADED

For all Applicants

• Curriculum Vitae
• Offer Letter

For Tenure-Line Applicants

• Copy of a national job advertisement
• Copy of Workday Recruiting job posting

The purpose of this eForm is to request visa sponsorship on behalf of a foreign national AFTER the Visa Inquiry/ New Offer Notification eForm has been submitted and/or IFA has provided a visa recommendation. The designated departmental contact and the foreign national must complete their portions of the eForm. The system will prompt the foreign national only after the department has submitted all required eForms.

General Summary of eForm Process:

• Position Information
  • Upload: C.V., Offer letter, Workday Recruiting job posting
  • Second Approver is supervisor (if applicable)
• Actual Wage List
  • Second Approver is HR strategic partner
• Departmental Visa Compliance Certification
• Second Approver is department head
• Submit Request for Visa Sponsorship
  • Upload: USCIS Support Letter for H-1B requests only (Research) (Teaching) or Support Letter for TN requests to change status while in the U.S. (PDF)
  • The foreign national will receive an automatic email with instructions 24 hours after submission
  • The foreign national will not be able to see anything in iStart until the departmental contact submits all required eForms (Position Information -> Submit Request for Visa Sponsorship)
  • IFA will not be able to take any action on a case until the request is complete (i.e. all second approvers have submitted their portions)
  • This is the last step/eForm in the group in terms of initiating the request for visa sponsorship
• Faculty Advising: Update Record (Non-UP campuses only)
  • Upload: Signed and dated H-1B Restrictions Memo

Foreign National

• Employee Information/Documentation
  • Within 24 hours of the Dept. contact submitting the “Submit Request for Visa Sponsorship” eForm, iStart will email the foreign national instructions for how to access the system as a client user and access his/her checklist and complete his/her required steps/eForms
  • The foreign national will not be able to see anything in iStart until the dept. contact initiates the appropriate eForm/checklist in iStart - Faculty Advising: New Visa (H1B, TN, E3, O1)
  • The following is a list of potential documentation the foreign national may be asked to upload: Applicant Checklist (PDF)
  • Second Approver is Export Compliance Office
• Dependent Information/Documentation
  • This is an optional eForm and will only be completed when the foreign national requires visa sponsorship for a dependent spouse or child
• Upload Additional Documentation
  • This is an optional eForm that the foreign national can use to provide documentation not readily available at time of initial eForm submission (e.g., English Translation, Education Evaluation, 212e approval, etc.)
• Online Document Check-in
  • Upload: Passport, Visa/Port of Entry Stamp from passport, visa documents (e.g., I-797 receipt/approval notice), and I-94
• Online Spouse/Dependent Check-in
  • This is an optional eForm that a foreign national can use if s/he would like us to review his/her dependent documentation if also sponsored by Penn State
• Faculty Advising: Update Record (Non-UP campuses only)    
  • Upload: Signed and dated H-1B Restrictions Memo

The purpose of this eForm group/checklist is to initiate the extension/amendment process for a foreign national employee currently sponsored by Penn State in H-1B, TN, E-3 or O-1 status. The designated departmental contact and the foreign national must complete their portions of the eForm. The system will prompt the foreign national only after the department has submitted all required eForms.

Department Contact

• Position Information
  • Upload: Extension Letter on departmental letterhead noting continuation of appointment/MOS, Workday Recruiting Job Posting, Initial Offer Letter and Copy of National Ad (if PR sponsorship is just now being offered)
  • Second Approver is supervisor (if applicable)
• Actual Wage List
  • Second Approver is HR strategic partner
• Departmental Visa Compliance Certification
  • Second Approver is department head
• Submit Extension Request
  • Upload: USCIS Support Letter for H-1B requests only (Research) (Teaching) or Support Letter for TN requests to change status while in the U.S. (PDF)
  • The foreign national will receive an automatic email with instructions 24 hours after submission
  • The foreign national will not be able to see anything in iStart until the departmental contact submits all required eForms (Position Information -> Submit Extension Request)
  • IFA will not be able to take any action on a case until the request is complete (i.e. all second approvers have submitted their portions)
  • STOP - this is the last step/eForm in the group in terms of initiating the request to extend or amend visa sponsorship
• Faculty Advising: Update Record (Non-UP campuses only)    
  • Upload: Signed and dated H-1B Restrictions Memo

Foreign national

• Employee Information/Documentation
  • Within 24 hours of the Dept. contact submitting the “Submit Request for Visa Sponsorship” eForm, iStart will email the foreign national instructions for how to access the system as a client user and access his/her checklist and complete his/her required steps/eForms
  • The foreign national will not be able to see anything in iStart until the dept. contact initiates the appropriate eForm/checklist in iStart - Faculty Advising: Extend/Amend H1B, TN, E3, O1
  • The following is a list of potential documentation the foreign national may be asked to upload: Applicant Checklist (PDF)
  • Second Approver is Export Compliance Office
• Dependent Information/Documentation
  • This is an optional eForm and will only be completed when the foreign national requires visa sponsorship for a dependent spouse or child
• Upload Additional Documentation
  • This is an optional eForm that the foreign national can use to provide documentation not readily available at time of initial eForm submission

The purpose of this eForm is to notify International Faculty Advising of the department’s intent to sponsor a tenure-track teaching faculty member for permanent residency. This is a stand-alone eForm to be used for current employees not previously identified for the permanent residency process.  

To acces this eForm, the designated department contact will access iStart and click on the Special Handling eForm group

• If approved, International Faculty Advising will notify department by email and provide additional instructions
• eForm MUST BE SUBMITTED within 4-6 months of the date recorded on the foreign national’s offer letter
• The Dean or Chancellor and the area HR Strategic Partner will receive an email that they must respond to in order to confirm that Penn State is sponsoring the individual for permanent residency  
• The foreign national will also be sent an email and asked to complete an eForm (but only after the department completes its part)