Using i1440 for requesting employees in J1, H1B, TN or O1 status

1
Using i1440 for requesting employees in J-1,
H-1B, TN or O-1 status
www.i1440.emory.edu
2

• Begin by selecting the DRF Action you would
  like
  
• Select Create a New International Form to
  employ someone in J1, H1B, TN, or O1 status. If
  TN status is desired and person is outside the
  U.S., call ISSP at 7-3300.
• To extend the employment of an J1, H1B, TN, or O1
  employee currently at Emory and also for
  INTERDEPARTMENTAL transfers (within the same
  school) of employees currently at Emory, or for
  changes in their funding amounts or biographic
  details (if interdepartmental transfer between
  schools, please contact ISSP at 7-3300) please
  continue here (pg 14).
• To change someones visa status please continue
  here (pg 15).
  
• To correct/amend someones i1440 record please
  continue here (pg 16).
  
• For this example, we will use Create to employ
  someone not currently in H1B status and not
  currently at Emory University. Make this
  selection, and enter either the SSN or ITIN (if
  known) and click GO!

If you would like to review records you have
already created, go to the bottom half of the
screen you see after you login. Choose the
status of the records you would like to view, and
click Go as shown. You will be able to continue
working on your requests that you have not yet
submitted to the ISSP.
3

• It is not necessary to complete the request at a
  time. You may stop whenever you like (just
  remember clicking Save to keep your updates in
  the record). Your request will be saved as
  Incomplete in your profile until you submit it
  to the ISSP.
• To continue working on the incomplete request
  later, log in, and select All active in the
  View Incomplete / Pending / Rejected / Archived
  Departmental Request Forms box. You will get a
  list of records your department has worked on.
• Do not do a new DRF action in this case it
  would only create a brand new request and you
  would not be able to work with the changes you
  have already done in the record.

4

• To continue creating a new individual record
  indicate whether your prospective employee is a
  transfer (currently in J1/H1B/O1/TN status and
  coming from another institution here in the
  United States) or non-transfer (out of the
  country or in another status here in the United
  States) by selecting from the Purpose list.
  Choose the closest matching description of the
  visitors function from the Type list do not
  worry if it is not a close fit.
• This panel does not appear for extension requests.

Be sure to set the Primary Campus Affiliation to
Emory University and the Primary office of
ownership to International Student Scholar
Programs. Choose the school and department with
which the visitor will be associated (and
division, if in the School of Medicine), as
appropriate.
5

• Fill in the Emory University contact information
  (name, phone, and email address) for the
  departmental administrative and faculty contacts
  (at Emory University not in the prospective
  employees home country). To save and move to
  the next screen, choose Next.

6

• Fill in any known biographical information. Make
  sure the name is entered as it appears on the
  persons passport. Note that fields marked with
  an are required. You cannot submit the request
  without required information.

7

• Continue to fill in any known information (omit
  drivers license information). Note that fields
  marked with an are required you cannot submit
  the request without this information. Proceed to
  next screen, and fill in known address
  information (skip address fields to which visa
  documentation is to be sent, but for J visa enter
  the address of site of activity).

8

• If the visitor will be bringing a dependent(s),
  choose Add Another Dependent from the
  Dependents screen. Enter the dependent
  information and click Save. If the visitor will
  not be bringing dependents, simply click Next
  to continue to the next screen.

9

• If the visitor is not in the US, choose no. If
  the visitor is currently in the country, choose
  Yes, and for Visa Classification, select the
  status you wish to obtain for the prospective
  employee. In either case, use the start and end
  dates you are requesting for the NEW EMPLOYMENT
  at Emory for the visa classification start and
  expiration date fields.
• If the visitor is currently in the country, you
  must also fill in the passport number and
  expiration date, the current institutional
  affiliation and visa sponsor (always the same
  institution), and date of initial entry (from the
  date stamped on the I-94 card), in order to
  submit the record.

10

• Input funding information in Emory Funds field,
  in an annual (or, for non-exempt employees, an
  hourly) amount, and a description (source/account
  number) in the Description field. All Emory
  employees in H1B/TN/O1 status can receive funding
  from an Emory source ONLY. J1s can have outside
  funding.

11

• Provide information regarding appointment title
  (closest match), field of study, and description
  of the anticipated role of the prospective
  employee other fields are not necessary. Patient
  responsibility information should be input in the
  description section.

12

• If the petition is to be adjudicated with premium
  processing, input the appropriate Emory internal
  account number for charging the Federal Express
  delivery (send and return) in the Internal
  Budget Billing Number. Click Submit and Print
  to submit the form electronically to ISSP and
  generate a copy for you to print.

13

• Use your web browsers Print function to print
  the form. Obtain the necessary signatures
  (departmental supervisor, departmental chair and,
  for the School of Medicine, Shelle Bryant in the
  Deans office School of Medicine Administration,
  319 WHSCAB) and forward to the ISSP office along
  with the supporting documentation (see checklist
  downloadable from www.emory.edu/ISSP). ISSP will
  not review an online request until paper
  documentation has been submitted. After
  submission of paper documentation, be sure to
  login weekly and check the status of your request
  to see if it has been accepted or rejected.

14
Back to first page

• To request an extension of stay of a current
  employee, select Request an Extension on the
  first screen. Emory ID is the EMPLID and can
  also be used to bring up a record. If both an
  Extension AND Correct/amend is required for
  the same employee, select Extension.
• Please update each section with the most recent
  information.
  
• On the Immigration screen, the visa
  classification start date should be no later than
  the day following the expiration of the
  employees current employment authorization the
  visa classification expiration date should be the
  new end date requested. Institutional
  Affiliation and Current visa sponsor is Emory
  University.

On the Financial screen, update the funding
amount to accurately reflect any changes in the
annual or hourly rate of pay. On the Signature sc
reen, use your web browsers Print function to
print the form. Obtain the necessary signatures
(departmental supervisor, departmental chair and,
for the School of Medicine, Shelle Bryant in the
Deans office School of Medicine Administration,
319 WHSCAB) and forward to the ISSP office along
with the supporting documentation (see checklist
downloadable from www.emory.edu/ISSP).
ISSP will not review an online request until
paper documentation has been submitted. After
submission of paper documentation, be sure to
login weekly and check the status of your request
to see if it has been accepted or rejected.
15
Back to first page

• To change the visa status select Create a New
  International Form on the first screen, do not
  enter the SSN or Emory ID number, and click go.
  
• Proceed as if you were creating a record for a
  new employee incl. signatures (pg 4) except for
  
• On the Immigration screen
• Select Yes that the person is already in the US
• Select the desired visa classification (not the
  current one)
  
• Enter the desired dates of stay
• Institutional affiliation where the person
  works right now
  
• Visa sponsor which institution issued the I-20
  (F visa) or DS-2019 (J visa) the person is using
  right now

16
Back to first page

• To correct or amend an existing record select
  Request an Extension, enter the employees SSN
  or Emory ID, and click go.
  
• Update everything that has changed
• On the Immigration screen
• The new start and expiration date will be exactly
  the same as the current dates
  
• Enter Emory University as the current visa
  sponsor
  

Proceed to the Signature screen, submit and print
the request, gather necessary paperwork and
signatures, and submit the hard copies to the
ISSP.
17
Questions?

• J-1 visa Joan Lindsey jlinds2_at_emory.edu
• H-1B, TN, O-1 for the School of Medicine Terry
  Eiesland teiesla_at_emory.edu
  
• H-1B, TN, O-1 for other institutions Stephanie
  Roberts srober8_at_emory.edu
  
• Technical support for i1440 Adela Zichova
  adela.zichova_at_emory.edu