# Information for International Scholars ## expand\_more ## VISA INFORMATION Open all sections Close all sections ### 1. What is the Harvard International Office (HIO)? expand\_more The HIO works with department administrators to assist international scholars obtain the appropriate visa for their stay at the University. Your department administrator will provide you with access to the HIO’s International Scholar Dossier (ISD) system to collect information relevant to your stay at Harvard. Once the HIO has the ISD record from the department they should be your main point of contact for any visa related questions/issues. **Useful HIO Links:** [HIO Home Page](https://www.hio.harvard.edu/) [HIO Welcome Guide](https://www.hio.harvard.edu/scholar-guide): a useful welcome guide for incoming international scholars [HIO Orientations](https://www.hio.harvard.edu/registration-orientation): The HIO organizes orientations for international scholars and their partners to help themsettle in at Harvard and the Greater Boston area. [HIO Resources for Spouses/Partners/Children](https://www.hio.harvard.edu/spouses-partners-children): information for spouses, partners and children accompanying international scholars to the U.S. ### 2. How can I get in touch with the HIO? expand\_more Each school or department has a specific HIO advisor assigned to handle their cases. Most of your visa relatedquestions will be answered by your HIO advisor. You can find your HIO advisor, along with their contact details, on the [HIO website](https://www.hio.harvard.edu/talk-advisor): - click on “Who is my Advisor?” - click on “Scholars” to select your school or department **Daily virtual office hours:** The HIO has daily virtual office hours on Zoom (Mon – Fri, 09:00-10:00 and 16:00 -17:00, ET). You can find the meeting link on [this website](https://www.hio.harvard.edu/office-hours). **Make an appointment with your advisor:** using the [website](https://www.hio.harvard.edu/make-appointment). **Emailing HIO:** You can directly email HIO at if none of the other options work for you. ### 3. What visa types are available to the postdocs at Harvard? expand\_more Most postdocs join Harvard on the J1 visa if they are coming from outside of the U.S. The research scholar/professor J-1 category has a 5-year limit. Extensions are available within those limitations. The other visa used most often for scholars is the H-1B. The H-1B visa has a 6-year limit. Extensions are available within those limitations. The H-1B visa is usually used if the scholar has done their PhD in the U.S. and is on OPT, or if they currently hold H-1B status in the U.S. Please note that you must be paid by the University to be considered for H-1B status. Other visa types available for postdocs can be found [here](https://www.hio.harvard.edu/visa-types). Once the HIO receives the ISD record from the department, your HIO advisor will decide the appropriate visa for you, depending on your funding, length of your stay, previous immigration history, etc. ### 4. How long does it take to get a visa? expand\_more This is not an easy question to answer as it depends on many variables, such as visa type, country of origin, field of study, where the application will be made, etc. In general, a J-1 visa requires that Harvard issue a form called a DS-2019. To issue that form we must receive the ISD record from the department. If everything is in order, the form is issued and sent via express mail to the scholar. The scholar then must pay the SEVIS fee, submit the DS-160 on-line and schedule the appointment at the closest U.S. Embassy or Consulate (Canadian citizens are exempt from this step). The waiting time for an appointment varies, and there are still delays related to COVID. You should take the earliest possible appointment, even if it is later than your desired arrival time. Once you have scheduled an appointment, you can then request an expedited appointment if needed. The Department of State does have [a website](https://travel.state.gov/content/travel/en/us-visas/visa-information-resources/wait-times.html) that provides estimated wait times. The other visa used most often for international scholars at Harvard is the H-1B. The H-1B is a multi-step process involving both the Department of Labor (DOL) and the U.S. Citizenship and Immigration Services (USCIS). Unlike the J-1 where we issue a DS-2019, an H-1B requires a petition be prepared and submitted to USCIS once DOL approves the Labor Condition Application. We estimate 4-6 months to get an H approval. In some cases, departments will pay a $2500 “premium processing” fee which does significantly reduce the processing time however it still takes 2-3 months to get an approval. Please note, to qualify for H-1B status you must be paid by Harvard or one of the Harvard-affiliated teaching hospitals at a rate that meets the DOL prevailing wage guidelines. Postdocs with third-party funding would not qualify for H-1B status. If you have questions regarding the timeframe for other types of visas, please contact your HIO advisor. ### 5. How does the HIO know that I have arrived at Harvard? expand\_more You must register with the HIO within 30 days of the start date listed on your form DS-2019 or within 30 days ofyour arrival in the U.S. to activate your visa status. See the [registration instructions on our website](https://www.hio.harvard.edu/arriving-us-scholars). ### 6. What information do I need to maintain my visa status? expand\_more Check out the [HIO’s information](https://www.hio.harvard.edu/for-scholars) on maintaining your visa status. You should not accept employment other than working in your sponsoring department without checking with the HIO first. If your funding source or amount changes, or your Harvard appointment title changes, you should contact the HIO. You should always be aware of when your visa documents and visa stamp in your passport expires. ### 7. What do I need to travel and reenter the U.S.? expand\_more To re-enter the US, you will need a valid passport, a valid visa stamp (except for Canadian citizens who are exempt from the consular visa stamp requirement) and an up-to-date travel signature (i.e., no more than one year old) on the DS-2019 form if you hold J-1 status. See the [HIO website](https://www.hio.harvard.edu/international-travel) for more details. ## TAXES and SSNs Open all sections Close all sections ### 8. What is the social security number (SSN) and how can I get it? expand\_more For tax purposes, you need the SSN to work in the US. You can find details about getting the social security number on the [HIO website](https://www.hio.harvard.edu/social-security-numbers). The SSN is a highly sensitive number which you should not share with anyone except trusted authorities (such as the Harvard payroll office). Harvard uses a secure file transfer service to send and receive such sensitive information. NEVER email your SSN or provide it to someone asking for it over the phone or email. Please note that government agencies like USCIS, Customs and Border Protection (CBP), Department of Homeland Security (DHS) would never call or email you asking for personal information like your social security number. If you get a call like that, especially if they ask for personal information or money/gift cards, hang up immediately! These types of scams are becoming increasingly common. There is more information about identity theft and scams on the [HIO web site](https://www.hio.harvard.edu/identity-protection) and on the [Harvard University Police Department (HUPD) website](https://www.hupd.harvard.edu/scams-targeting-international-affiliates). If you have any concerns, please reach out to the HIO or to HUPD. ### 9. Do I have to file taxes in the US? expand\_more If you are in the U.S. in a status other than a B visa it is likely you will have to file at least one tax form. The HIO provides access to a tax preparation system that will help you satisfy this requirement if you are considered a non-resident for tax purposes (see below). The HIO has a [comprehensive FAQ](https://www.hio.harvard.edu/faq-tax-filing) on its web site that will help you determine your tax responsibility. ### 10. What are different categories for tax purposes? expand\_more Depending on the time you have spent in the U.S., you will be classified as a resident or a non-resident for tax purposes. You can determine your [tax status from the HIO website](https://www.hio.harvard.edu/faq-tax-filing). Non-residents only pay taxes on their U.S. based income while residents pay taxes on their world-wide income. ### 11. What is a Nonresident Alien for tax purposes? expand\_more Generally international scholars on J visas are considered non-residents for the first two calendar years in the U.S. Non-residents only pay tax in the U.S. on U.S.-based income. [See the IRS website](https://www.irs.gov/individuals/international-taxpayers/substantial-presence-test) for more details in this regard. ### 12. What is a Glacier profile? expand\_more Whether you are a non-resident or a resident for tax purposes will be determined when you [fill out your Glacier profile](https://nratax.oc.finance.harvard.edu/GLACIER). Glacier is the online system that Harvard uses to determine your tax status for those who are receiving funding/salary from Harvard. Details about Glacier should be provided to you by your department. If you don't receive the information, contact your departmental administrator. ### 13. What is the Office for Nonresident Alien Tax Compliance (NRA)? expand\_more [NRA](https://nratax.oc.finance.harvard.edu/) is responsible for tax withholding and reporting of foreign individuals at Harvard. They also have a [helpful FAQs](https://nratax.oc.finance.harvard.edu/faq-0) specific to taxes. They can also help determine if you are a resident or non-resident for tax purposes, as well as determine tax-treaty eligibility. ### 14. How can I get in touch with the NRA? expand\_more You can [schedule a virtual one-to-one meeting with the NRA using their website](https://nratax.oc.finance.harvard.edu/schedule_an_appointment). You can make an appointmentfor any questions that you have regarding the Glacier profile or taxes on your Harvard funding. You can also emailyour questions to the NRA at [nratax\_ufs@harvard.edu](mailto:nratax_ufs@harvard.edu). If you don’t hear back from them, don't hesitate to book a virtual appointment. ### 15. How do I pay my taxes? expand\_more [Your taxes will be withheld directly from your paycheck](https://nratax.oc.finance.harvard.edu/tax-withholding-payments). The salary mentioned on your contract is pre-tax. Tax deductions from your salary will depend on your tax status and any tax-treaty benefits you are eligible for. **Tax treaties:** Any tax treaties that your home country has with the U.S. will be determined when [you fill out the Glacier profile](https://nratax.oc.finance.harvard.edu/GLACIER). More details about tax treaties can be found [here](https://nratax.oc.finance.harvard.edu/tax-treaties). You must have a social security number to qualify for any tax treaty benefit. **Contact NRA if taxes on your paycheck don’t make sense:** Make sure that your paycheck aligns with yourtax status (e.g., nonresident aliens don’t pay FICA taxes). If you think a wrong amount has been withheld, get in touch with the NRA. ## HARVARD IDs, DRIVER’s LICENSES Open all sections Close all sections ### 16. Where and when do I obtain my Harvard ID? expand\_more Your department administrator will arrange for your Harvard ID (HUID). You cannot obtain your HUID until you begin your Harvard appointment. The Harvard ID office is on the 8th floor of the Smith Campus Center at the Campus Service Center. Once you have your HUID you will be able to “claim” your Harvard key and get your email address. ### 17. Can I get a state issued ID and/or a driving license? expand\_more As an international postdoc you may be eligible for a state issued ID. To qualify for a driving license, you may have to take a written and a driving test. See the [HIO website](https://www.hio.harvard.edu/state-issued-id) for more details. ## HEALTH INSURANCE and OTHER BENEFITS Open all sections Close all sections ### 18. Does Harvard provide medical insurance to international scholars? expand\_more Benefits eligible postdocs areentitled to health insurance subsidized by the University. Your offer letter should indicate if you are benefits eligible. If you are not paid by Harvard, you are not benefits eligible. You can find details about the eligibility for Harvard benefits [here](https://www.hio.harvard.edu/health-care-scholars). Details about the benefits provided by Harvard can be found on the [HR website](https://hr.harvard.edu/health-welfare-benefits). If you are not paid by Harvard, you are not benefits eligible and will have to seek alternative health insurance from your home country or within the U.S. The HIO has some information on alternative plans. [Please note if you are on a J-1 visa you and your J-2 dependents are required to have health insurance](https://www.hio.harvard.edu/j-visa-regulations-regarding-health-insurance-requirements). ### 19. Does Harvard provide any other benefits to postdocs? expand\_more Below is the list of benefits you may be entitled to: [Biker commuter benefit](https://www.transportation.harvard.edu/bikebenefit) [Reduced price transit pass](https://www.transportation.harvard.edu/commuterchoice/transit) [Deals on tickets for museums, theater and more](https://outingsandinnings.harvard.edu/Online/login.asp?targetPage=default.asp?) [Affordable access to Harvard Gym facilities](https://recreation.gocrimson.com/index.aspx) [Office for Equity, Diversity, Inclusion and Belonging](https://edib.harvard.edu/resources) [Office for Gender Equity](https://oge.harvard.edu/options)