Hosting an International Trainee/Intern Details
What's in it for me?
As a host, you will:
- Work with experienced, reliable, and motivated young professionals.
- Share and exchange new ideas.
- Establish new professional contacts.
- Have exciting cross-cultural experiences.
- Form lifelong international friendships.
- Bring an international perspective to your family and/or business; and broaden the horizons of your staff.
What is a Trainee? What is an Intern?
Trainees:
- Have a minimum of 1 year practical work experience
- Have a post-secondary degree in their career field
- Speak conversational English
- Have a driver's license
- Are 21 years or older
Interns:
- Are currently enrolled (or have recently graduated within 12 months) in a degree-seeking program related to agriculture or natural resource management
- Speak conversational English
- Have a driver's license
- Are 18 years or older
How are Trainees and Interns screened?
Trainees and interns are interviewed and carefully screened by Experience International and our program partner in their home country. They submit a full application that includes a resume, references, and a detailed placement request. Based on the applications and interviews, they are then qualified for the program.
How are placements made?
There are two basic ways in which you can host through the program:
- EI Placements: You tell us what you'd like to offer and we find qualified applicants for you through our international network of program partners abroad.
- Self Placements: If you have a candidate in mind and would like to offer him/her a position, provide us with the contact information and we'll help make it happen!
Hosts submit an application and training plan to EI outlining the business and types of opportunities that could be provided. Once we have a good idea of what you offer, we match applicants with available positions. As part of the placement process, trainees review the training plan provided by the host and hosts review applicant resumes and references. EI assists with the basics of writing a training plan and hosts have a chance to speak with prospective applicants over the phone before a commitment is made.
Once both host and trainee agree, we move forward with the necessary paperwork.
Who can become a host?
Hosts are farmers, businesses, public agencies, private organizations, researchers, or educators in fields related to agriculture, horticulture, food processing, forestry, fisheries, natural resource management, or conservation. Hosts have an interest in sharing their industry knowledge, learning about the world, and working with international trainees/interns. Requirements include:
- Provide work-based, on-the-job practical training, guided by a written training plan
- Provide a fulltime work for one or more interns or trainees for 3-18 months
- Assign a supervisor to the participant
- Provide the trainee or intern with exposure to the diversity of functions involved in your workplace in exchange for gaining a motivated and productive member of the workforce
- Provide safe work conditions and assure safe work practices
- Provide either a living wage or combination of stipend, housing and food
- Provide Worker's Compensation Insurance
- Provide a DUNS number to Experience International (family farms are exempt)
- Work with Experience International to comply with Department of State Regulations
- Comply with Fair Labor Standards and Migrant & Seasonal Agricultural Worker Protection Acts
How do I sign up to be a host?
- Contact Experience International!
- Complete a Host Application.
- Sign a Host Agreement.
- Create a Training Plan (we work with you to do this).
- We will discuss the hosting options with you; share resumes; put you in contact with applicants; and do whatever follow-up is necessary to assure you the best possible trainee/intern.
- If you would like to be more proactive, we will help put together a position description tailored to your placement site, circulate it to our program partners abroad, and share with you the responses.
- Finally, if you already have someone in mind, through personal or professional contacts, we can work with you so that they come through the program.
When can I participate?
You can request an trainee/intern for 3-18 months, depending on the season that matches your industry's needs. Experience International has six start dates a year in order to accommodate host needs and industry seasonality. We provide a 2-3 day arrival orientation in Seattle for all incoming participants. The July arrivals also attend our annual program retreat at Mt. Rainier National Park. All participants and hosts are invited to the retreat!
- January
- March
- May
- July (orientation + program retreat)
- August
- November
How much will this cost?
As a host, you provide a minimum wage (or higher) or combination of stipend, room, and/or board equal to minimum wage (or higher). There is also an $85 monthly host fee to Experience International. The program is entirely self-funded and your monthly contribution makes it all possible.
- Trainees and interns are exempt from federal payroll taxes: Social Security, Medicare and Federal Unemployment.
- Federal Withholding must be deducted from paychecks (participants must file a 1040NR).
- Trainees and interns are subject to State payroll taxes where applicable.
- Worker's compensation must be provided.
- Trainees and interns provide their own personal accident and health insurance; and are responsible for all their own personal expenses and international non work-related travel.
What support can I expect?
The staff at Experience International is always happy to answer inquiries from both experienced and prospective new hosts. And, as a host to an international trainee/intern, you can expect ongoing support from EI program staff who will work closely with you to assure a positive and productive experience, including:
- Matching hosts and trainees/interns.
- The screening and selection process includes working with our overseas program partners to ensure quality applicants with verified English speaking skills, an interview process via phone and email, and placements tailored to the host's interests and needs.
- Assistance to develop individual Training & Internship Plans.
- All paperwork related to the J-1 visa.
- An arrival orientation and all logistics in getting to the placement site.
- Host Guideline Manual.
- Site visits and check-ins by Experience International staff.
- Summer program retreats.
- Newsletters and host updates.
- 24/7 emergency contact in case of urgent questions, illnesses or accidents.
- Answer questions and provide information in regard to any aspect of the program and hosting in general, including:
- Cultural adjustment
- J-1 exchange visitor program and regulations
- How to obtain a DUNS number o Payroll taxes, W-4, and I-9 forms
- Fair Labor and Standards & Migrant and Seasonal Agricultural Worker Protection Acts
Payroll Considerations
Trainees and interns with a J-1 visa are exempt from Federal Payroll taxes (benefit to host), but are subject to Federal Withholding. In most cases are subject to all State Payroll Taxes and Withholding. Complete information is provided in the Host Manual.
Additional information can is available in IRS Pub 15; Circular E; Employer's Tax Guide: http://www.irs.gov/pub/irs-pdf/p15.pdf
- Section 9. Withholding From Employee's Wages: Amount to Add to Nonresident Alien Employee Wages for Calculating Income Tax Withholding Only
- Section 15. Special Rules for Various Types of Services and Payments; Go to Students, scholars, trainees, teachers; review item #5
What is a DUNS number?
A DUNS number is a unique business identifier. If you don't already have a DUNS number, it can be easily obtained on-line at the following web site at no charge. Family farms, universities and government agencies are exempt from this requirement. Please contact Experience International if problems are encountered.
- http://www.dnb.com/US/duns_update/
- Click on "Get a D-U-N-S Number" and follow the directions on the screen.
What is a J-1 Visa?
The “J” visa was established to enable nonimmigrant foreign nationals to legally enter the United States for participation in educational and cultural activities. To implement this program, the U.S. Department of State (DOS) designated a limited number of organizations, such as Experience International, to sponsor J-1 trainees/interns to the U.S. for practical training and work experience in specified fields.
J-1 Visa Regulations for U.S. Hosts require:
- Host application and agreement
- A Training – Internship Plan
- Minimum wage OR a room/board/stipend package equal to the minimum wage
- Compliance with the Fair Labor Standards Act (FLSA) as well as state law governing minimum wage and other employer obligations
- Compliance with the Migrant and Seasonal Agricultural Worker Protection Act (MSPA)
- Worker's Compensation
- A DUNS number: family farms, universities, and government agencies are exempt from this requirement
For additional information on the J-1 Exchange Visitor Program and the Federal Regulations governing the program, see the Office of Exchange Visitor Programs:
- Web Site: http://exchanges.state.gov/jexchanges/index.html
- Address:
US Dept of State
Bureau of Educational and Cultural Affairs
Office of Exchange Coordination and Designation
301 Fourth Street, SW Room 734
Washington DC 20547
Links
- J-1 Federal Regulations
- Fair Labor Standards Act (FLSA)
- Migrant and Seasonal Agricultural Worker Protection Act (MSPA)
Testimonials
Here's what some of our U.S. hosts had to say about their trainees and interns and the Experience International Program:
I feel that the program is well managed and solid, a great benefit to trainees and hosts, with some added benefit to employees and all those around and working with the trainees. A great cultural benefit to all! We truly enjoy working with the exchange program. The program works really well with our seasonal business and it is such a great pleasure working with these different trainees from around the world. I hope they learn from us, but I know for sure, we learn a lot from them. Kati learned almost every facet of ACE's program, both on the field and administrative sides. Her flexibility made her invaluable. She has [now] founded her own environmental non-profit organization in Estonia. Matt revolutionized our program. He streamlined our systems, learned and applied very complex trail construction and stone masonry techniques, developed an entirely new web site, and taught others to excel. It is not often in life that someone steps into an inexperienced organization with an opportunity to help set standards and develop manageable systems. By managing ACE through its formative years, Matt has developed confidence and skill sets that will continue to serve him well. Bjorn has been one of our most dedicated, determined and successful participants. Our trainee is extremely intelligent, professional and hard worker, dependable and strong in the face of challenges. Our trainee brought a very strong, independent work ethic. She was very proactive and retained a very positive attitude and positive relations with colleagues. She shared her knowledge and experiences from France and offered an insight into the French culture. Overall, she was a wonderful person to work with! His knowledge, commitment and dedication have made and contributed to a smooth 2007 harvest!