On-boarding Tasks for New Scholars/Employees

New scholars and employees must complete initial ISSO clearance promptly upon arriving in the U.S. or on campus (no later than 15 days after your academic program start date) to maintain your legal immigration status. Clearance is required as it allows us to:

• Verify your immigration documents and eligibility for your BU employment/activity.
• Report arrival for BU-sponsored J-1 scholars to DHS, activating your SEVIS record.
• Help you get settled on campus and answer questions as you begin your activities at BU
• Add you to immigration-related email lists (travel advisories, tax info, etc.).

New employees and BU sponsored J-1 scholars will complete this process concurrently with their I-9 employment verification and/or J-1 orientation. Other non-compensated visitors or affiliates can obtain ISSO clearance remotely by sending the following to issosch@bu.edu or their ISSO Advisor:

• Scholar & Employee Clearance Form
• Appointment letter from host department and/or HR authorization (for volunteers)
• Copies of relevant immigration documents (ie. passport data page, entry visa, I-94 arrival record, etc.)

If you are a new BU employee or re-hire who is not a U.S. citizen or lawful permanent resident, you must complete Form I-9 within three days of your start date. Review what is required for verification

J-1 Orientation is mandatory for all J-1 Scholars. Register for a session.

Whether you’ll be a BU employee or an uncompensated Visiting Researcher, your host department will start the setup for your BU email and system access. You’ll get instructions at your non-BU email—contact the hiring department if you don’t receive them.

Review Human Resources new employee site with useful information starting with pre-hire to first days, to first weeks and beyond.

Terrier Card is BU's id card. The procedures to obtain one varies by campus. Find your procedure here.

If you’re working in the U.S. for the first time, you must apply in person for a Social Security number (SSN) at a Social Security Administration (SSA) office. Bring your passport, BU employment offer, I‑94, and any work-eligibility documents (I-797, DS-2019, EAD, etc.). Non-compensated J-1 Research Scholars, Professors, and Short‑term Scholars are also eligible. Find your local SSA office and application details here. After you receive your SSN, notify BU Payroll.

All employees must pay taxes. Some nonresidents are exempt from FICA/Medicare but still owe federal, state, and local taxes. See Payroll’s website for tax info and a list of documents to provide so BU can determine U.S. tax residency status and applicable treaty exemptions and to schedule a virtual meeting with BU Payroll to review your immigration history. General inquiries: nrapay@bu.edu.

BU's Graduate Affair's Graduate and Postdoc Success Program supports all BU postdoctoral associates and fellows with professional development, career resources, and community events (seminars, workshops, panels, socials). Be sure to review their Postdoc onboarding checklist.  Questions: postdocs@bu.edu.

New employee’s working at least 50 percent of a full-time schedule with an assignment duration of at least 9 months, will be scheduled for a New Employee Orientation session, which covers benefits, resources available to you, and Boston University’s rich history and heritage.

Refer to J-1 Regulations and Responsibilities for a reminder of your obligations as a J-1 exchange visitor in the U.S.

The U.S. Department of State requires all J-1 Exchange Visitors in the U.S. to maintain minimum emergency medical insurance. Coverage options were provided when you were sent your DS-2019 and here. After you choose a plan that meets DOS minimums, complete and return the Medical Insurance Disclosure to ISSO so we can verify compliance.

Important for BU employees:

• If you are eligible for BU health benefits, choose the Blue Cross Blue Shield (BCBS) PPO plan — the BU Health Savings Plan does not meet J-1 requirements.
• BU plans do not cover medical evacuation or repatriation; you MUST buy supplemental coverage for those benefits. Information on supplemental options is available on the ISSO website.

Please complete and return the following documents to ISSO during your New J-1 Scholar Orientation and Check‑in, or as soon as possible afterward. ISSO must receive these to verify your compliance with Department of State regulations:

• Statement of Compliance with J-1 Exchange Visitor Requirements
• Exchange Visitor Medical Insurance Disclosure

Refer to H-1B Regulations and Responsibilities whenever you need a reminder of your obligations as an H-1B employee in the U.S. That document summarizes the key requirements you must follow to maintain your H-1B status.