Departmental Responsibilities
The academic department must:
- Maintain a file for each H-1B employee. The file must include:
- The Labor Condition Application and documentation of posting the LCA for a minimum of 10 days online at the University of Maryland. This is done via iTerp. When the posting is completed online iTerp becomes the system of record for the posting information.
- Documentation showing how the department determined the actual wage for the H-1B worker.
- Provide the H-1B worker with a copy of the certified LCA on the first day of employment.
- Ensure that the H-1B employee's job duties remain in compliance with USCIS regulations. Substantial changes in job duties may require ISSS to file an H-1B amendment. These changes include:
- Promotions creating significant change in duties, such as taking on supervisory responsibilities or budget management for the unit
- Demotions
- Decreases in hours, salary, benefits
- Changes in physical location of employment
- Notify ISSS if your H-1B's employment ends early.
Should an H-1B be terminated before the end date of the H-1B status, the employer will be liable for the reasonable costs of return transportation to the last place of foreign residence.
Note: If the H-1B worker voluntarily terminates his or her employment prior to the expiration of the validity of the petition, he or she has not been dismissed and the travel costs are not the responsibility of UMD.
Please complete the Early Termination Form in iTerp no later than the last date of employment.
During a J-1 exchange visitor program, the hosting department:
- Monitors student intern while at UMD to ensure the successful completion of their J-1 program objective and hosting supervisor serves as a mentor.
- Serves as the liaison between ISSS and the international employee
- Responds to pre-arrival emails
- Notifies ISSS of changes in program dates
- Serves as a first point of contact for the international visitor prior to their arrival
- Ensures that all J-1 visitors check-in online with ISSS and attend an orientation session.
- Assists scholars with the online, iTerp check-in process. Upon arrival on campus, the scholar will check-in with your unit. If the scholar needs assistance with the online check-in process, please assist them with scanning and uploading their documents to iTerp. For online documents check-in, the scholar should submit the "Documents Check-In" e-form on iTerp
- Ensures that all J-1 visitors are aware of health insurance requirements and provide proof to ISSS.
- Confirms that the training program will engage the intern for a minimum of 32 hours per week, and will require no more than 20% clerical duties.
- Conducts evaluations of all J-1 student interns. For internships in duration of more than six months, a midpoint and final evaluations will be completed.
- May not offer the student intern employment at the completion of the training program for at least 12 months, as the intern is expected to return to their home institution to complete their degree.
During a J-1 exchange visitor program, the hosting department:
- Monitors employee while at UMD to ensure the successful completion of their J-1 program objective and hosting supervisor serves as a mentor.
- Serves as the liaison between ISSS and the international employee
- Responds to pre-arrival emails
- Notifies ISSS of changes in program dates
- Serves as a first point of contact for the international visitor prior to their arrival
- Reports any changes in employment conditions to ISSS prior to implementation
- Terminations
- Transfers
- Pay increases/decreases
- Maintaining program objective or job duties as per contract/offer letter
- Ensures that all J-1 visitors check-in online with ISSS and attend an orientation session.
- Ensures that all J-1 visitors are aware of health insurance requirements and provide proof to ISSS.
- Ensures that all J-1 visitors remain in J-1 status for at least 3 years before requesting a change of status to H-1B Employment Visa.
- Assists scholars with the online, iTerp check-in process. Upon arrival on campus, the scholar will check-in with your unit. If the scholar needs assistance with the online check-in process, please assist them with scanning and uploading their documents to iTerp. For online documents check-in, the scholar should submit the "Documents Check-In" e-form on iTerp.
- No University fees (including bench fees) may be charged to the foreign national during the length of the program. When sponsoring a J-1 exchange visitor departments must absorb the administrative costs of hosting the exchange visitor.