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The following sections are included in this quick guide:
Steps to Process an H1 Request in ARS
- Create and complete the H1 Request Update screen (H1U).
- Employee Detail screen.
- Complete Relatives screen (if necessary).
- Maryland Department of Labor screen.
- U.S. Department of Labor screen.
- INS screen.
NOTE: An EMS screen must be created before an H1U screen can be built. The EMS screen must be "complete" before an H1U can be routed.
The H1 Request is routed from the department creator to the department approver (can be the same group) and then to IES.
How to Create an Employee Master Summary(EMS)
- Enter employee's Social Security number in FID field on EMS screen.
- Enter Lastname, Firstname MI in name field (e.g. Kanobi, Ben Obi W.).
- Double check SS# and spelling of name and then press ENTER.
- Press F2=>Build name.
- Press ENTER.
- Press F2=>Confirm.
- Press ENTER.
- Complete sex, race, birthdate, citizenship/visa and comment (previous (3)employment positions) fields.
How to Prepare a New IES H1U Request(H1U)
- From ARS Main Menu, select MU-ARSI IES Main Menu.
- Choose H1U to access the H1 Request Update form.
- Type the Lastname, Firstname MI in name field (e.g. Kanobi, Ben Obi W.) and press ENTER.
- If no name is found, type the employee's Social Security number in FID field and press ENTER.
- If the employee's name does not exist in the database you will be prompted to build a name at this time. Press F2=>Build Name.
- If an EMS screen has not already been created you will be prompted to create one at this time. Press F2=>Build EMS.
See How to Create an Employee Master Summary - return to H1U by pressing F3=>Return from EMS (when complete) and proceed with H1U screen
- On H1U screen, press F10=>NewH1.
- Press F2=>Confirm.
- The system will ask if the visitor you have selected is currently or has been in the U.S. during the last year.
- Y (yes), will take you directly to the IES International Visa Summary Update Screen.
- Press ENTER
- Enter information on previous visa(s) issued.
- Press F3=>Return and select H1U from the menu.
- N (no), will take you back to the H1U screen.
- B (bypass) will allow you to bypass the question in order to complete the H1U Request Form. If you choose to bypass, you must complete the field "Visitor in US in last 1 year" on the H1U screen prior to routing the H1 Request Form.
- The system will ask if the visitor that has been selected has a spouse or children who are currently in the United States and need to be changed to a status dependent on the applicant's status. All answers will take the creator back to the H1U screen.
- Y (yes), will automatically change the “Add Relatives” field to Y.
- N (no), will automatically change the “Add Relatives” field to N.
- B (bypass) will allow the creator to bypass the question in order to complete the H1U Request Form. If the creator chooses to bypass, they must complete the field "Add Relatives" on the H1U screen prior to routing the H-1 Request Form.
- Complete Purpose, Proposed Date of UM Employment, Type, Position Title, Full-Time/Part-Time & Supplemental H1-B.
- If the answer is YES to the Supplemental H1-B question, the Creator will need to navigate to the IVSU screen where they will need to enter the following information: Visa, Period of Stay, Sponsor and, in the comment, the EAC#. The Creator will then need to navigate back to the H1 Request Update screen and proceed.
- Complete Employee Detail (required) by placing the cursor on the field and pressing .
- Complete Supervisor Type, Position Location, by placing the cursor on the field and pressing , Supervisor Name, Position Contact Name, Position Contact Phone, Position Contact Fax, Total Number of Same Position Titles in Unit, Total # with the similar experience & qualifications (only if # of same position titles is greater than 0), Similar experience & qualification description, by placing the cursor on the field and pressing (only if Total # w/ similar experience & qualifications is greater than 0. Enter the name, visa status & salary of those w/ similar exp & qualifications), Current Occupation, Current Employer.
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Position Location, an address screen of where the appointee will work (if 2 locations and paid by University of Maryland,then list both locations).
- Press F4=H1U to return to the Main H1U screen.
- Complete the MD Department of Labor screen by placing the cursor on the field and pressing .
- Press F10=New MdDept Labor
- Complete Proposed Salary, Job Duties, Minimum Experience Required (years 0-9), Optional Experience Code (optional), Working Conditions (if applicable), Major Field of Study, Minimum Education Level.(this information refers to the listed Job description not the applicant)
- Press F4=H1U to return to the Main H1U screen.
- If Relatives Have Been Indicated, complete the Relative Info by placing the cursor on the field and
- Press F10=New Rel
- Complete Relative Name, Relative Type, Birth Date, Birth Country, Birth City, Citizenship Country.
- Repeat steps a & b for each Relative.
- Press F4=H1U to return to Main H1U screen.
- Press F4=TestComp to see if any errors exist.
- Press F5=Process.
- If the creator wants to send a note to the next group in the routing path, press F5=Send Note. (See How to Write a Note)
- To read an attached note, press F4=Read Note.
- Forward the H1U Request to the next group in the routing path by entering 1 at the “Forwarding Choice” prompt
- Press ENTER.
NOTE: Some departments will be able to send the H1U directly to the IES Reviewers, others will send it to their departmental IES Approver groups. If the creator sends to a departmental approver, the departmental approver will in-turn forward it to the IES Reviewer.
IES will send the proposed salary to MDDL & receive a
Prevailing Wage back. If the Prevailing Wage is the same or less
than Proposed Salary, the H1U process will continue on.
If the Prevailing Wage is more than of the Proposed
Salary, IES will contact the department to see if they will accept
the MDDL Prevailing Wage.
If the Department accepts the Prevailing Wage:
- IES processes the H1U back to the department creator.
- The Department Creator updates the Proposed Salary ONLY.
- Press F5=Process.
- Forward the H1U Request to the next group in the routing path by entering 1 at the “Forwarding Choice” prompt.
- Press ENTER.
If the Department does not accept the Prevailing Wage:
- IES will work with Maryland Department of Labor to challenge the prevailing wage if the department requests.
- IES will press F10=New MdDept Labor
- H1U is sent back to the Department Creator
The Department creates a new MDDL screen (see step 11).
IES will then process Labor Condition Application. The department is required to post the copies in two conspicuous locations for at least ten working days. The department responds to the email that Labor Condition Application is posted so that IES can certify the Labor Condition Application. IES submits the H1U screen to the department.
- Complete the US Department of Labor screen by placing the cursor on the field and pressing ENTER.
- Complete Posting Dates, Posting Location #1, Posting Location #2.
IES will sumbit the I-129 forms by campus mail to the department. The department should then complete and submit the paper I-129 forms to IES and if dependents are accompanying the H1, an I-539 for the first dependent and supplemental form for all other dependents. Also forward appropriate checks for applicant’s fee and dependent’s fees (two separate checks) and other required documentation. As the department sends documentation to IES, update the Dept column in the Checklist of Documents on the CIS Information screen.
- Complete the CIS Information Screen by placing the cursor on the field and pressing ENTER.
- Change each ‘N’ to ‘Y’ in the Dept column.
- After all the ‘N’s are changed to ‘Y’ Press F4=H1U to return to the Main H1U screen.
- Press F4=TestComp to see if any errors exist.
- Press F5=Process. Once again the department creator will have the option to attach a note.
- Forward the H1U Request to the IES Reviewer group by entering 1 at the "Forwarding Choice" prompt.
- Press ENTER.
As IES receives the documents, they will update their side of the checklist. Upon receiving the routed H1U, IES will mail all documentation to CIS. When IES receives the Receipt Notice from CIS, the Creator group will receive an INS Receipt Notice via e-mail.
If CIS sends a Notice, other than Approved, IES updates the appropriate fields on CIS Information screen and an automatic email note re: the INS Decision, i.e.”INS Request for Additional Information Notice”, “Withdrawn Notice” or “CIS Denial Notice” is sent to the Department Creator group.
If CIS Decision = Addtl Info, IES may create additional CIS Submittal date fields and use the Comment on the CIS Information screen to detail the request for additional information and measures taken to rectify problems.
If CIS in Vermont sends Approval Notice, IES update the appropriate fields and an automatic email note re: “CIS Approval Notice” is sent to the Creator group.
How to Write a Note
To write a note which attaches to a routing H1U or ARS Appt.:
- H1U or ARS appt. must be pending in your group.
- Call up H1U or ARS appt. to be routed.
- Press F5=>Process.
- Press F5=>Send Note.
- Type text.
- Press F3 to exit the note screen.
- Select group to which you are routing the H1 Request or ARS appt. and press ENTER.
(Note: The note will only be sent to and seen by the immediate group to which you are routing the H1 Request or ARS appt.; when that group processes the request, the note is destroyed.)
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