Sponsoring or Extending H-1B

Department User Guides

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

H-1B Requirements

✓: 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.
✓: The position needs to be paid by Columbia for at least the prevailing wage set by the Department of Labor (DOL).
✓: 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.
✓: 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.
✓: Columbia’s H-1B petitions must be filed by Columbia’s international office––no outside attorneys are permitted.

Before You Sponsor / Petition Overview

✓

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

✓

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

✓

Tenure-track faculty

✓

Full-time clinical faculty

✓

Full-time lecturing positions

✓

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

✓

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 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:

✓: allows changes in funding sources (grants/salary/personal funds)
✓: allows remuneration for occasional lectures or short-term consultations, incident to status
✓: maximizes scholar’s time as a nonimmigrant before acquiring H-1B status ( if using J-1 status for up to 5 years)
✓: allows J-2 spouses to apply for employment authorization to the USCIS
✓: 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.
✓: carries no cost to academic departments, but H-1B government filing fees must be paid by academic departments
✓: 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.

We need these documents to verify that the position is appropriate for H-1B status and for the Department of Labor (DOL) component of the H-1B petition.

✓

Cover Sheet

✓

Curriculum Vitae (CV): We need this to select appropriate specialized field

✓

Documentation of the diploma awarded in the specialized field

✓

Combined Prevailing Wage and Actual Wage Form

✓

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

✓

Copy of all previous J-related documentation for this scholar (if scholar held J-1 or J-2 status). This may include:

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

✓

NEW: Offer Letter

✓

NEW: Data Sheet completed by H-1B employee - International travel plans MUST be indicated

✓

NEW (Optional): ISSO can review your H-1B Sponsor Letter in his step, if included here. Refer to our Sample Teaching Letter or Sample Research Letter as a guide.

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

✓: 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)
✓: Job posting from RAPS or TalentLink or Interfolio
✓: CV of prospective employee
✓: Details about the position and comparable salaries
✓: All current immigration documentation of prospective employee, if applicable

Submit your application

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 (VCS).

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.

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.

Step 1
Step 2
Step 3
Step 4

Gather documents and checks for USCIS fees

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 the documents and checks listed in the table below:

items 2 - 10 from each prospective employee
items 11 - 14 from the department

A complete set of application materials is comprised of both sets of documentation.

1.
Documents and checks: Cover Sheet: Place this on top of all the documents when you hand-deliver the application materials
Who's responsible: Department

2.
Documents and checks: Data Sheet (if it was not provided in Step 1)
Who's responsible: Employee

3.
Documents and checks: One copy of the CV (if it was not provided in Step 1)
Who's responsible: Employee

4.
Documents and checks: Highest Diploma: One copy of the highest diploma earned 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
Who's responsible: Employee

5.

Documents and checks

Diploma Translation: One copy of a certified translation (if diploma is not in English)

Two reputable translation firms are Trustforte Corp or Morningside Evaluations.

Who's responsible

Employee

6.

Documents and checks

Degree Evaluation: One copy of a degree evaluation ( if degree not earned in the U.S.)

Trustforte Corp or Morningside Evaluations can provide evaluations of your documents.

Who's responsible

Employee

7.
Documents and checks: Unexpired Passport: One copy of passport ID page valid for 6 months beyond prospective travel date to the U.S.
Who's responsible: Employee

8.

Documents and checks

If now or previously in the U.S. in J-1/J-2, F-1, H-1B or O-1 status:

J-1/J-2 status: all previously issued DS-2019 forms and visa stamps. If the applicant was subject to the two year home residency requirement, the waiver granted by USCIS is required.
If currently in F-1 status: all previously issued I-20 forms and EAD cards.
H-1B or O-1 status: all I-797 approval notices that have been issued and most recent H-1B or O-1 visa stamp

Who's responsible

Employee

9.
Documents and checks: One copy of I-94 arrival record (I-94 if currently in the U.S)
Who's responsible: Employee

10.
Documents and checks: 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.
Who's responsible: Employee

11.

Documents and checks

Completed USCIS Form I-539 for applicants with dependent(s) inside the U.S. seeking an extension or change of status to H-4. This must be included if they will apply for a change of status to H-4 (the dependent status of H-1B) or an extension of H-4 status. 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. Access the I-539 instructions here. In addition, each dependent must also complete an I-539A. Also include a copy of each dependent's:

I-94 arrival record
visa stamp and passport ID pages showing identity and expiration date
documents related to their status (e.g. I-20 for F-2, DS-2019 for J-2, I-797 approval for H-4)
a marriage certificate (spouse); birth certificate (child)

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.

Who's responsible

Employee

12.
Documents and checks: Offer Letter (if it was not provided in Step 1)
Who's responsible: Department

13.
Documents and checks: Certification Regarding the Release of Controlled Technology. This must be printed on department letterhead.
Who's responsible: Department

14.
Documents and checks: Sponsor letter: must be quite detailed and include certain items. Please be sure to include the degree and area of specialization required for the position, especially if the employment is not a teaching position. You may use the Sample Teaching Letter or Sample Research Letter as a guide. Attach the original with ink signature.
Who's responsible: Department

15.

Documents and checks

USCIS Fees. Your department must pay all required fees for the H-1B petition. When preparing your check request in ARC the Payee should be "U.S. Dept of Homeland Security", USCIS Service Center, 38 River Road, Essex Junction, VT 05479-0001. Use only "hold for pick-up". All fees must be on separate checks.

$460 I-129 Petition.
$500 Fraud Prevention and Detection Fee (for new H-1B employment at Columbia only).
$2,805 - 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 (If no spouse or children dependents, this is not a required fee).

Who's responsible

Department

USCIS requires that the petition include hard copies of the supporting documents. Therefore, the department must send 1 set of the following documents to ISSO-CUIMC. Hard copies may be delivered to the CUIMC Mailroom. Please include checks that you pick up there with the set of H-1B supporting documents. If this is not possible, please contact us for an alternative arrangement.

1.
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

2
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.

3.

Document / Information

The department must pay all required fees for the H-1B petition. When processing your check request in ARC the Payee should be "U.S. Dept. of Homeland Security” USCIS Service Center, 38 River Road, Essex Junction, VT 05479-0001. Use only "hold for pick-up." DO NOT MAIL THE CHECK DIRECTLY TO VERMONT. The check(s) must be enclosed with the petition sent by the ISSO-CUIMC. Per Controller’s Office, when completing check request please select “CUIMC.” This will result in the check(s) being sent interoffice to the Black Building Mailroom address (Room 1-420). Please pick up checks from the CUIMC Mailroom and include them in the 1 set of H-1B supporting documents.

The address is intended for your reference only. All fees must be on separate checks.

$460 I-129 petition.
$500 Fraud Prevention and Detection Fee (for new H-1B employment at Columbia) which includes a new employee who is currently employed in H-1B status at another institution. Not required for an H-1B extension for an existing Columbia employee)
$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)
$2,805 - Premium Processing fee. Optional fee which guarantees USCIS action on the petition within 15 business days from receipt.

4.
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.

5.
Document / Information: Certified translation (if diploma is not in English). Two reputable firms to contact for translations are Trustforte Corp or Morningside Evaluations.

6.
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.

7.
Document / Information: Unexpired passport ID page. (Expired passports or visa stamps not required)

8.
Document / Information: I-94 arrival record, if currently in the U.S.

9.
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.

10.
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.

11.
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.

12.
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.

13.
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].

Deliver the complete application to ISSO and wait for USCIS approval.

If you need to make an alternative arrangement, contact the ISSO scholar adviser with whom you're working at ISSO Morningside or ISSO-CUIMC.

Remember to include the checklist on top. Our office is located in Armstrong Hall at 545 W. 112th Street on the 4th floor. Document drop-off hours are 9am - 5pm weekdays. Check our Contact Us page for any scheduled office closings.

Wait for Approval Notice
If we need further documentation, we will contact you. USCIS may issue a Request For Evidence (RFE) requesting more information or documentation on the petition, which will add to the processing time. We will inform you when the approval notice is ready to be picked up by your department. The envelope will also contain copies of petition documents for your employee.

While we are working in a hybrid model, mail or drop off documents to the CUIMC Mailroom, Black Building, 1^st Floor, Room 1-420. Please address the package to ISSO-CUIMC, 650 W. 168^th St, Box 57B, New York, NY 10032.

Wait for Approval Notice. ISSO-CUIMC will file the H-1B petition with USCIS. When adjudicated, we will inform the H-1B beneficiary via email with a copy to the department. The approval notice will be sent via FedEx to the H-1B beneficiary. Alternatively, we may be able to arrange for it to be picked up at our office.

Notify us of any substantial changes in employment

✓

a new or additional location

✓

a change in duties

✓

a change in title

✓

a change in amount or source of funding

✓

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