Sponsoring or Extending H-1B

Effective immediately, do not submit paper check requests through the CU Marketplace (Jaggaer) for DHS Fees. Designated P-Cards must be used as per guidance below.

Department User Guides

CUIMC: Compass Guide and Training Webinar
Morningside/Manhattanville: Overview of SSP (Scholar Sponsorship Portal) and SSP User Guide

H-1B Requirements

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The position needs to qualify as a “specialty occupation” and the applicant must hold the required degree in the field of employment. In academia, this is usually not an issue. For example, an Assistant Professor in Economics will have a PhD in Economics and not another field of study.

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The position needs to be paid by Columbia for at least the prevailing wage set by the Department of Labor (DOL).

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Employment is specific to the H-1B petitioner and allows compensation only from the employer for the work described in the petition.
Inform us in writing of any substantial changes in the employment such as change in end date, employment location, title, duties, source of funding. An amended petition may be required.

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Export Control Compliance––Per federal regulations, Columbia University must certify as part of the H-1B petition whether the University needs a license from the federal government in order to allow the prospective employee to access certain controlled technology or technical data.

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Columbia’s H-1B petitions must be filed by Columbia’s international office––no outside attorneys are permitted.

Before You Sponsor / Petition Overview

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Full-time research positions at the Associate Research level or higher.

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Postdoctoral and Staff Associate position eligibility must be determined by ISSO on a case-by-case basis.

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Tenure-track faculty

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Full-time clinical faculty

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Full-time lecturing positions

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Other full-time research or lecture positions in situations listed below:

J-1 sponsorship is not possible (time cap on J-1 already reached)
J-1 sponsorship is not possible because of the 12 or 24 month bar
Permanent residency petition is pending
The prospective employee currently holds H-1 status elsewhere

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Administrative positions at a Level 14 (Morningside/Manhattanville) and Grade 106 (CUIMC) or higher. It must qualify as a "specialty occupation" with the candidate holding the specialized degree the position requires

Part-time positions do not qualify per University Policy.

H-1B status is generally limited to six years, with each petition not greater than for 3 years. Typically, the initial petition is for 3 years, with an extension for another 3 years.

Contact us at least six months in advance of the 6-year mark to discuss eligibility for an additional extension or alternative options for visa status.

Initiate H-1B sponsorship 6 months in advance to ensure timely filing and adjudication of the petition, allow time for the applicant's visa application (if needed), and facilitate international travel. An H-1B petition involves processing time by two government agencies, the U.S. Department of Labor (DOL) and the U.S. Citizenship and Immigration Services (USCIS).

You may expedite the final step (only) of the petition with an additional Premium Processing fee, which guarantees USCIS action on the petition within 15 business days from the date they receive the petition.

J-1 visa status may be preferable to H-1B for many non tenure-track positions, because it:

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allows changes in funding sources (grants/salary/personal funds)

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allows remuneration for occasional lectures or short-term consultations, incident to status

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maximizes scholar’s time as a nonimmigrant before acquiring H-1B status ( if using J-1 status for up to 5 years)

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allows J-2 spouses to apply for employment authorization to the USCIS

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is a much faster process, taking only days for the ISSO to issue a J-1 certificate of eligibility for the scholar to use to apply for a J-1 visa.

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carries no cost to academic departments, but H-1B government filing fees must be paid by academic departments

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may be beneficial regarding income tax

Learn more about J-1.

How to Sponsor / Extend

Gather these documents

Open one of the links below for information specific to your campus.

Both the department and the H-1B applicant provide documentation.

The department is responsible for collecting all documentation and combining it into a single PDF.

This single PDF must be uploaded in the final step of the SSP application.

To avoid a $500 late fee, all supporting documentation and fees must be received by ISSO no later than 60 days prior to requested start date.

Please compile the following into a single PDF:

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Cover Sheet. Place this on top of all the documents.

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Copy of the job description if posted in Academic Search and Recruiting (ARS) / Interfolio

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Offer Letter

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Combined Prevailing Wage and Actual Wage Form

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Release of Controlled Technology Certification printed on department letterhead and signed

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H-1B Sponsor Letter. Refer to the Sample Teaching Letter or Sample Research Letter as a guide, as it must be quite detailed and include certain items.

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Curriculum Vitae (CV)

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Data Sheet. International travel plans MUST be indicated.

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Copy of diploma awarded in the specialized field. Commonly this is the highest diploma earned, in the original language.

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Final Transcript, if available

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Certified Translation of Diploma (if diploma not in English): Two reputable translation firms are Trustforte Corp or Morningside Evaluations.

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Degree Evaluation (if degree not earned in the U.S.): This is required to determine the U.S. degree equivalency. It is different from a certified translation. Trustforte Corp or Morningside Evaluations evaluate foreign degrees.

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ID Page of Passport

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Copy of all J-related documentation (if scholar ever held J-1 or J-2 status). This is required for any current or prior J-1/J-2 sponsorship and may include:

All previous DS-2019 forms
All previous J visas
Waiver of 2-Year home residency requirement or Advisory Opinion

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Copy of all previous H-1B documentation. All USCIS I-797 approval notices and most recent H-1B visa stamp.

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I-94 arrival record - If currently in the U.S.

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If in the U.S. in F-1 status, copy of all previously issued I-20 forms, most recent F-1 entry visa and EAD card(s).

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Three (3) most recent pay statements (if currently employed in the U.S. in any visa status). USCIS requires evidence of the maintenance status and proof of employment (if currently employed) until the day the Columbia H-1B petition is filed.

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Form G-1450 for each USCIS Fee. Your department must pay all required fees for the H-1B petition. Your designated P-Card holder must follow the Sample G-1450 for each required fee. The ISSO adviser handling your case will notify the P-Card holder when the case has been filed with USCIS.

$460 I-129 Petition.
$500 Fraud Prevention and Detection Fee (for new H-1B employment at Columbia only
$2,965 Premium Processing fee. Optional fee which guarantees USCIS action on the petition within 15 business days from receipt.
$470 I-539 Change of status/extension of stay application for dependents. This fee can be paid by the employee. (If no spouse or children dependents, this is not a required fee).

If the employee has a spouse or child(ren) currently inside the U.S. and changing to or extending H-4 status, we also need the items below included in the PDF.

If the dependents are outside the U.S., the I-539 is not required. The dependent will apply for an H-4 visa abroad after the H-1B has been approved

If a spouse or child(ren) are changing/extending visa status inside the U.S., we need from them:

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Completed USCIS Form I-539, following USCIS instructions linked on that page. Note that the name of the applicant in Part 1 of the I-539 is that of the "primary" dependent, and the dependent signs the I-539 form, not the H-1B employee.

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Completed I-539A for any additional dependent, also linked above

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Form G-1450 for I-539 fee, with the primary dependent’s name listed as “applicant”.

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I-94 arrival record for each family member included in I-539

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Passport ID page for each family member included in I-539

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Documents related to their visa status (e.g. I-20 for F-2, DS-2019 for J-2, I-797 approval for H-4 and copy of most recent visa stamp)

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Marriage certificate (spouse); birth certificate (child)

The following documentation/information must be uploaded at the time you complete the H-1B Position Details and Comparable Wage Information e-form in Compass. We need this information and documentation to verify that the position is appropriate for H-1B status and for the Department of Labor (DOL) component of the H-1B petition.

Please see #3 below for the more comprehensive list of supporting documents (hard copy) and checks that are required by USCIS after all e-forms are completed in Compass.

Documents and information needed

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Appointment or continuing employment letter including: job title, brief job description, salary information, proposed dates of employment, and work locations (on-campus and any off-site locations)

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Job posting from RAPS or TalentLink or Interfolio

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CV of prospective employee

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Details about the position and comparable salaries

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All current immigration documentation of prospective employee, if applicable

Initiate application online

Open one of the links below for instructions specific to your campus.

Log in to the Scholar Sponsorship Portal (SSP) with your UNI and password to initiate an online application for H-1B sponsorship.

This must be initiated by the department, not the employee. Contact us if you are a department administrator requesting access to the SSP.

Note: Your scholar’s name and the name(s) of any institution(s) abroad with which the scholar is affiliated will undergo Visual Compliance Screening.

If there is no match, you will be able to proceed in the SSP.
If there is a match, immediately contact your Designated Reviewer to clear or resolve the match with the Export Control Office. Once resolved, you will be able to proceed in the SSP.

The single PDF of supporting documentation must be uploaded in the final step of the SSP application.

Refer to our SSP Department Guide for detailed instructions including an SSP overview.

Log in to Compass to submit this part of the application. Refer to our CUIMC Department User Guide or Training Webinar for detailed instructions. Please complete the Request Access to Compass form if needed.

This application consists of four (4)steps:

Step 1: Department submits H-1B Position Details and Comparable Wage Information, and waits for ISSO-CUIMC approval. Once approved, the department gives access to the H-1B employee.
Step 2: H-1B employee completes information and uploads documents.
Step 3: Department compiles one set of all supporting documents and completes Deemed Export Control Attestation.
Step 4: Department delivers paper documents and USCIS checks to ISSO-CUIMC and completes the Departmental Final Attestation.

Submit documentation to ISSO

Open one of the links below for information specific to your campus.

A complete set of application materials comprises all documentation listed in Step 1 above, compiled into a single PDF.

Upload the PDF into the Scholar Sponsorship Portal (SSP) after the Final Review page.

To avoid a $500 late fee, all supporting documentation and fees must be received no later than 60 days prior to requested start date.

USCIS requires that the petition include hard copies of the supporting documents. One set of the following documents must be delivered to the CUIMC Mailroom.

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Document / Information: Letter of support. Use our Letter of Support samples as a guide. Print on letterhead and upload to Compass. Officer of Research / Clinical Research Coordinator/Staff Associate / Computer Position / Support Staff Union Position / Physician/Clinician Position

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Document / Information: If the employee will have clinical responsibilities, provide evidence of passing all 3 parts of the USMLE exams, ECFMG certificate and NYS medical license.

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Document / Information

The department must pay all required USCIS fees for the H-1B petition using a department PCARD. ISSO-CUIMC will reach out directly to the designated PCARD holder for the G-1450(s). Your designated PCARD holder will be required to complete a Form G-1450 for each required fee. View our sample G-1450.

$460 I-129 petition.
$500 Fraud Prevention and Detection Fee. (Not required for an H-1B extension for an existing Columbia employee.) This fee is required for new H-1B employment at Columbia, e.g. a new employee who is currently employed in H-1B status at another institution.
$2,965 Premium Processing fee. Optional fee which guarantees USCIS action on the petition within 15 business days from receipt.
$470 I-539 change of status/extension of stay application for dependents applying for H-4 status. Only one $470 fee is required regardless of the number of dependents. (Department is not required to pay dependent fees).

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Document / Information: Highest degree/diploma earned, required for the position, in the original language and the transcript (may be unofficial transcript). If a transcript is not available, a statement from the university registrar confirming the area in which the degree was conferred is required.

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Document / Information: Certified translation (if diploma is not in English). Two reputable firms to contact for translations are Trustforte Corp or Morningside Evaluations.

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Document / Information: Degree evaluation (if degree was not earned in the U.S.). Educassess.com (Connie Wilson), Trustforte Corp or Morningside Evaluations can provide evaluations.

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Document / Information: Unexpired passport ID page. (Expired passports or visa stamps not required)

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Document / Information: I-94 arrival record, if currently in the U.S.

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Document / Information: If now or previously in the U.S. in J-1/J-2 status, all previously issued DS-2019 forms (page 1 only) from Columbia and any prior institutions. If applicant was subject to the two year home residency requirement, the Approval Notice of the I-612 Waiver granted by USCIS must be submitted.

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Document / Information: If now in the U.S. in F-1 status, copies of all previously issued I-20 forms and EAD cards. Do not include the "instructions to students" information page of each I-20. If on OPT/STEM OPT, evidence of continuous employment must be shown. Provide a W2 for every year employed as well as all pay stubs for the current year since no W2 is yet available.

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Document / Information: If now or previously in the U.S. in H-1B or O-1 status, all I-797 approval notices (page 1 only) that have been issued.

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Document / Information: If currently in the U.S. in J-1 Scholar or H-1B status, USCIS requires evidence of continued employment until the day the Columbia H-1B petition is filed. Provide three of the most recent pay stubs.

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Document / Information: If H-1B applicant has dependents inside the United States requiring H-4 status, complete I-539 (for primary dependent applicant, usually spouse) and I-539A (child/children). Here are I-539 instructions and I-539A instructions. Include all dependent supporting documents: marriage certificate for spouse, birth certificate for child/children with English translation; passport ID page; evidence of current immigration status, e.g. I-797 Approval Notice, I-20 Forms, etc. If ever previously in J-1 or J-2 status, copy of DS-2019(s) [page 1 only].

Await ISSO and government processing

Open one of the links below for information specific to your campus.

Timeline:

Allow 5-7 business days for ISSO to review materials for completeness and to file a Labor Condition Application (LCA) with the Department of Labor (DOL).

Within 10 business days of receiving ISSO’s LCA, the DOL will certify the LCA.

ISSO considers many factors in determining when to file the case with USCIS – the final step in the process – such as prioritizing uninterrupted work authorization and international travel plans.

Once submitted to USCIS, Premium Processing ensures a review of the case within 15 business days.

USCIS may issue a Request For Evidence (RFE) requesting more information or documentation on the petition, which will add to the overall processing time.

We will inform you when the approval notice is ready to be picked up. The envelope will also contain copies of petition documents for the employee.

Drop off documents to the CUIMC Mailroom, Black Building, 1st Floor, Room 1-420. Please address the package to ISSO-CUIMC, 650 W. 168th St, Box 57B, New York, NY 10032.

Wait for Approval Notice

ISSO-CUIMC will submit the H-1B petition to USCIS. When adjudicated, we will inform the H-1B beneficiary via email with a copy to the department.

Notify us of any substantial changes in employment

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a new or additional location

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a change in duties

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a change in title

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a change in amount or source of funding

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resignation or termination

Failure to notify us may result in fines and penalties imposed on the University and the revocation of the petition/visa approval.

Extending an H-1B

Before You Extend

H-1B status is generally limited to six years, with each petition not greater than for 3 years. Typically, the initial petition is for 3 years, with an extension for another 3 years.

Contact us at least six months in advance of the 6-year mark to discuss eligibility for an additional extension or alternative options for visa status.

The earliest we may file an extension is six months in advance of the requested start date, unless there has been or will be a change to the H-1B beneficiary’s position from the original H-1B filing, as an amended petition may be filed at any time as needed. We strongly recommend you prepare the application materials as early as possible. An H-1B petition involves processing time by two government agencies, the U.S. Department of Labor (DOL) and the U.S. Citizenship and Immigration Services (USCIS).

Initiating the extension 6 months before the expiration of the current status ensures timely filing and adjudication of the petition, time for the applicant's visa application at a U.S. consulate (if needed), facilitates international travel, and averts a lot of unnecessary anxiety for both the department and the individual.

You may expedite the final step of the petition with an additional Premium Processing fee which guarantees action on a petition within 15 business days from the date USCIS receives the petition.

How to Extend

Departments should follow the same steps above except:

Do not include the $500 Fraud Prevention and Detection Fee for an extension of an employee who is currently under Columbia's H-1B sponsorship.
Do include the $500 fee if it is the first H-1B petition with Columbia University as the employer. If your applicant is already in H-1B status with another employer but is now going to be sponsored by your department, the petition does require the Fraud Prevention and Detection Fee because it is Columbia's first petition on their behalf.

Open the link to your campus below for further information.

Log in to the Scholar Sponsorship Portal (SSP) with your UNI and password to initiate an online application for H-1B sponsorship

This must be initiated by the department, not the scholar. Contact us if you are a department administrator requesting access to the SSP.

Refer to our SSP Department Guide for detailed instructions including an SSP overview.

PLEASE NOTE: H-1B employee profiles can only be seen by the Departmental User who created the Compass profile.

If you are the Departmental User who created the initial profile for the employee and you are now extending, you have two choices:

You can click on Departmental Services Overview and select the employee in the Current Cases/Past Cases list or,
You can click on H-1B Employee Extension and search for the employee in the Lookup International Record by inputting their University ID and DOB.

If you are not the Departmental User who created the initial profile for the employee you are now requesting an H-1B extension, or if the profile was created by the ISSO-CUIMC based on a paper application previously submitted, you will need to request the University ID from ISSO-CUIMC via email at [email protected].

TIP: The University ID is not the UNI, it is an ID generated by Compass.

Refer to the CUIMC Department User Guide for the procedure.

Sponsoring or Extending H-1B

Positions that qualify for H-1B sponsorship

Length of Stay

Timeline

H-1B vs. J-1: Differences to Consider

Morningside/Manhattanville Departments