J1 Request How To Guide

• Steps to Process a J1 Request in ARS
• How to Create an Employee Master Summary (EMS)
• How to Prepare a New IES J1 Request (J1U)
• How to Route/Process J1 Request For Appt. < or = 30 Days
• How to Route/Process J1 Request For Appt. > 30 Days
• How to Create an Appointment Form (APTU)
• How to Route/Process an Appointment with a J1 Request Form
• How to View/Create a Comment
• How to Write a Note

1. Create and complete J1 Request Update screen (J1U).
   
   
2. Complete Funding screen.
   
   
3. Complete Addresses screen.
   
   
4. Complete Relatives screen (if family members will accompany J1).

Visitors whose appointments are 30 days or less do not require an ARS appointment. The J1 Request is routed from the department creator to the department approver (can be the same group) and directly to IES. If the appointment is more than 30 days, it is necessary to create and route an ARS appointment. When the J1 is accompanied by an ARS appointment, it will route along with the appointment and require approval at the department level and at IES.

How to Create an Employee Master Summary (EMS)

1. Enter employee's Social Security number in FID field on EMS screen.
   
   
2. Enter Lastname, Firstname MI in name field (e.g. Kanobi, Ben Obi W.).
   
   
3. Double-check SS# and spelling of name and then press ENTER.
   
   
4. Press F2=>Build name.
   
   
5. Press ENTER.
   
   
6. Press F2=>Confirm.
   
   
7. Press ENTER.
   
   
8. Complete sex, race, birthdate, citizenship/visa and comment (previous employment history) fields.

1. From ARS Main Menu, select MU-ARSI IES Main Menu.
   
   
2. Choose J1U to access the J1 Request Update form.
   
   
3. Type the Lastname, Firstname MI in name field (e.g. Kanobi, Ben Obi W.) and press ENTER.
   
   
   1. If no name is found, type the employee's Social Security number in FID field and press ENTER.
      
      
   2. 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.
      
      
   3. 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 - Step 5 and return to J1U by pressing F3=>Return from EMS (when complete) and proceed with How to Prepare a New IES J1 Request.

4. On J1U screen, press F10=>New J1.
   
   
5. Press F2=>Confirm.
   
   
6. The system will ask if the visitor you have selected is currently or has been in the U.S. during the last year.
   
   
   1. Y (yes), will take you directly to the IES International Visa Summary Update Screen.
      
      
      1. Press ENTER
         
         
      2. Enter information on previous visa(s) issued.
         
         
      3. Press F3=>Return and select J1U from the menu.
      
      
   2. N (no), will take you back to the J1 screen.
      
      
   3. B (bypass) will allow you to bypass the question in order to complete the J1 Request Form. If you choose to bypass, you must complete the field "Visitor in US in last 2 years" on the J1U screen prior to routing the J1 Request Form.
   
   
7. Complete Purpose, Period of Stay, Birth City, Birth Country, Citizenship Country, PR Country, Visitor Category, Position, Activity, Activity Description, Date Previously Sponsored by UM, J1 Delivery, Add Relatives and Dr.
   
   
8. Complete Funding (required), Addresses (required) and Relatives (if necessary) screens by placing the cursor on the field and pressing ENTER.
   
   
9. Before processing, verify that the fields have been completed properly by pressing F4=>TestComp.

1. At the J1U screen, press F5=>Process.
   
   
2. If you want to send a note to the group to which you are routing the J1, press F5=>Send Note. (See How to Write a Note)
   
   
3. To read an attached note, press F4=>Read Note.
   
   
4. Approve or Forward the J1 Request by entering the item number of your selection at the "Choice" prompt.
   
   
5. Press ENTER.
   
   
6. The J1 Request is created at the department creator level and approved by the ARS group which the Chair/Unit Head has designated appropriate. Upon receiving departmental approval, the J1 Request is forwarded directly to IES.

1. At the J1U screen, press F5=>Go APTU.
   
   
2. For appointments of more than 30 days, an ARS appointment is necessary (See How to Create an Appointment Form).
   
   
3. The J1 is routed together with the Appointment Form. Whichever group has been designated as the departmental approval group for IES routing will be prompted to review the J1 Request upon reviewing and approving the appointment.

1. In the APTU header, enter the appointee's lastname, firstname, then TAB and type the fiscal year of the appointment you want to build.
   
   
2. Press F10=>NewAppt.
   
   
3. Type the fiscal year of the appointment you want to build.
   
   
4. Press F2=>Confirm.
   
   
5. Complete pages 1 & 2. (Note: Pressing F4=>>>> will take you back and forth between pages).

1. At the APTU screen, after completing pages 1 & 2, press F5=>Process.
   
   
2. To read an attached note, press F4=>Read Note.
   
   
3. If you want to send a note to the group to which you are routing the appt., press F5=>Send Note. (See How to Write a Note)
   
   
4. Approve or Forward the appointment by entering the item number of your selection at the "Choice" prompt.
   
   
5. Press ENTER.
   
   
6. If you are a member of the appropriate departmental approval group for IES routing, you'll be prompted to review a summary of the J1 Request.
   
   
7. To approve & submit J1 with the appointment, Press F5=>Approve J1 with appt.

1. Put your cursor on the comment field
   
   
2. Press ENTER
   
   
3. Read comment or type text (See How to Use the Editor)
   
   
4. Press F3 to exit the comment screen.

1. J1 or ARS appt. must be pending in your group.
   
   
2. Call up J1 or ARS appt. to be routed.
   
   
3. Press F5=>Process.
   
   
4. Press F5=>Send Note.
   
   
5. Type text.
   
   
6. Press F3 to exit the note screen.
   
   
7. Select group to which you are routing the J1 Request or ARS appt. and press ENTER.

   (Note: The note will be sent to and seen by only the immediate group to which you are routing the J1 Request or ARS appt.; when that group processes the request, the note is destroyed.)