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Sunapsis is the platform that the Office of International Services uses to manage the international student and scholar population at UMB.
- Electronic submission for all visa sponsorship requests
- Transparent tracking of requests
- Automated email reminders regarding visa status validity end dates
- Correspondence attached to each student or scholar's file
- Select data fed in from HRMS and Directory
As of July 1, 2018, the OIS will no longer accept PDF-based form requests, which means any department that wishes to submit a visa sponsorship request to our office will need to have Sunapsis access.
Sunapsis Users must have a UMID and password in order to utilize the system.
Steps to Gain Access
- Take the Sunapsis Department User Training in the UMB Learning Hub and pass the quiz with a score of at least 80%.
- Request access to Sunapsis: Sunapsis - Department User Request Access Instructions.
- Wait for the e-mail confirming your access from the Office of International Services (allow up to 2 business days).
How to Enroll in the Online Training
- Navigate to the UMB Learning Hub and login with your UMID and password.
- Click the Library icon in the upper left of the screen.
- Select the International Services link in the left-side menu - the Sunapsis Department User Training will appear
- Click Select and then Register. A new screen will load with details on the training.
- Click the Start button on the right to launch the training. Make sure you have pop-ups enabled on your browser.
If you have been trained on Sunapsis and added as a Department Contact, please review Sunapsis - Logging-in Instructions for Department Users
The OIS currently has a small pilot group of Department Users. We will be offering Sunapsis trainings for the full campus in Spring 2018.
When you start a request for a scholar or employee, it is important to know if they are currently at UMB or have previously been at UMB. If yes, they should have a Sunapsis record already.
- The University ID that is referenced in Sunapsis is a unique ID; after your Sunapsis training, you should have received a spreadsheet with your department's current employees and scholars with this information. If they are not on that list, please contact OIS to request their Sunapsis/University ID. You will need to know the ID and the scholar/employee's date of birth to begin a request for them.
- If the person is brand new to UMB, please follow the instructions to Add a New Person in Sunapsis
- Check out Visual - General Sunapis E-form Submission Process to get an idea of how the Sunapsis process will flow.
- Make sure you are starting the appropriate request type, review the Overview of Visa Categories
You will need to submit an H-1B Employee Request if:
- An employee or prospective employee who is currently in the U.S. needs to change their immigration status to start or continue their employment at UMB
- Example: An employee has used all five years of their J-1 research scholar time, and the supervisor wants to continue their employment
- The department is hiring someone from overseas, and the J-1 is not a viable option
- You need to extend the H-1B validity for a current UMB H-1B employee
- You are hiring an individual on an H-1B who works for another U.S. employer
- There is a material change to a current H-1B employee's job duties, location of employment, hours, etc. (Contact OIS and describe the change; our office will inform you if an amendment is required.)
Some of the H-1B Request e-forms will require you to complete and upload PDF forms. See below to learn about the uploads for each e-form.
- H-1B Start Date and Request Submission Timeline
- Sunapsis - Submitting H-1B Employee Requests (step-by-step instructions with screenshots)
- Visual - H-1B Employee Request Process
H-1B Employee Request
This first form collects information about the position.
- Additional sites of activity (only required if employee will work at more than four locations)
- Copies of contracts between the University and location(s) not owned or leased by the University or its affiliated entities (if applicable)
In this form, we ask questions to help you determine what fees are required for that particular request. Here is the documentation you'll need for requesting the checks.
- Documentation for $460 and $500 checks: Regular Processing and Anti-Fraud Fee Documentation
- Documentation for $1,410 check: Premium Processing Fee Documentation
H-1B Supporting Documentation
This second form is primarily to collect all the additional uploads we'll need before filing the H-1B. We also ask for your FedEx account information on this form, as all H-1B petitions are sent via FedEx to USCIS at the department's expense.
- Sample Departmental Support Letter - this letter may be signed by the supervisor or a departmental administrator
- Fully Signed Deemed Export Form Review the Office of Research Development's website for more information.
- Staff Positions only - Copy of Offer Letter
- Academic Positions (Fellows/Faculty) only - Approved appointment letters (interim appointments acceptable for faculty titles)
- Academic Positions only - Actual Wage Questionnaire
- Dental School only - letter from Dean's Office (Dr. George) approving the request
- Staff Positions only - Copy of Offer Letter
Prospective H-1B Employee
This form is straightforward from the department perspective. You'll need to go into it, click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION" and then put in the email address of the employee.
The e-form will require them to upload certain documents such as:
- Diploma of the highest degree
- Credential evaluation if the diploma is from a non-U.S. school (a list of credential evaluation providing companies can be found at http://www.naces.org/members.htm)
- Transcripts or degree verification letters (if no transcript is issued for degree)
- Passport, valid for at least a year
- U.S. visa/immigration status history documents
- Receipt or approval notices of any pending immigration petitions
- Waiver of 212e, if subject to the 2-year home residency requirements (J-1 visa holders only)
- EAD/s and I-20s, if on F-1 OPT/STEM
- Current and previous DS-2019s for J-1 exchange visitors
- Dependent's documents, if you'll be filing for H-4 status for your dependents
Prospective H-1B employees should check the H-1B Prospective Employee Document Checklist PDF to learn more about the required documentation to obtain H-1B visa status.
This form is straightforward. You will put in the supervisor's contact information, and then login instructions will be emailed to the supervisor. The supervisor will need to electronically attest to various provisions to ensure compliance with H-1B regulations.
Some of the J-1 Scholar Request e-forms will require you to complete and upload PDF forms. Please see below to learn about the uploads for each e-form.
- J-1 Start Date and Request Submission Timeline
- Sunapsis - Submitting J-1 Scholar Initial Requests
- Sunapsis - Submitting J-1 Extension/Amendment Requests
- Visual - J-1 Scholar Initial Request Process
- Visual - J-1 Transfer-in Request Process (for scholars in the U.S. in J-1 status, transferring to UMB)
Use this e-form group for individuals coming from overseas as well as those transferring their J-1 scholar status to UMB.
J-1 Applicant Information
This form is straightforward from the department perspective. You'll need to go into it, click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION" and then put in the email address of the scholar.
This e-form contains a link to the J-1 Applicant Document Checklist for Sunapsis which may help the applicant in preparing to complete this e-form.
You will get a confirmation email when the applicant has submitted their form.
J-1 Program Information
- Approved appointment letter
- Dental School only - letter from Dr. George approving the request
- If scholar will be a UMB employee - the Deemed Export Control form signed by Janet Simons in the Office of Research and Development is required
- If scholar will not be a UMB employee - the Visiting Scientist Agreement signed by Janet Simons in the Office of Research and Development is required
- If your department assesses fees to the scholar - the completed Participation Fees Chart is required
J-1 English Language Proficiency
The J-1 Applicant Information e-form will collect information from the scholar about what documentation they may have or exemptions that apply to them related to English language proficiency. If the scholar is not exempt from the requirement and cannot independently document proficiency, they will indicate on their e-form their request for a English proficiency interview.
If they need to be interviewed, the interviewer must be trained by OIS, and then should complete the interview and fill the English Proficiency Interview Form.
Departmental J-1 Compliance Certification
This form is straightforward. You will put in the supervisor's contact information, and then login instructions will be emailed to the supervisor. The supervisor will need to certify their understanding of how they help UMB comply with J-1 regulations.
You will receive an email when the supervisor has submitted the form.
Use this e-form group to extend a current J-1 in your department, or submit changes to their program (i.e. site of activity, change in title, change in funding, etc.)
J-1 Scholar Extension/Amendment - Send to J-1 Scholar
As this form indicates, this e-form needs to be routed to the scholar. You'll need to go into it, click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION" and then put in the email address of the scholar.
If the scholar needs to demonstrating funding or additional funding to support themselves during the extension period, they will upload it here.
You will receive an email when the scholar has submitted the form.
J-1 Scholar Extension/Amendment Departmental Request
- Appointment renewal letter
- Dental School only - letter from Dr. George approving the request
- If scholar is a UMB employee - the Deemed Export Control form signed by Janet Simons in the Office of Research and Development is required
- If scholar is not a UMB employee - the Visiting Scientist Agreement Extension signed by Janet Simons in the Office of Research and Development is required
The J-1 Student Intern category is used to allow students from overseas who have not yet earned a bachelor's degree to come to the United States and participate in an internship that fulfills an educational objective for their current degree program.
- Sunapsis - Submitting J-1 Student Intern Requests (step-by-step instructions with screenshots)
- Visual - J-1 Student Intern Request Process
J-1 Student Intern Information
This form is straightforward from the department perspective. Simply visit the form, and then click on "GIVE THE CLIENT ACCESS TO COMPLETE THIS SECTION". From there, you'll enter the student's email address, which generates an email to them with instructions for completing the e-form.
J-1 Student Intern Department Request
- Copy of Offer or Invitation letter (SOM, approved appointment required for stays over two months)
- If Student Intern will be on UMB payroll - Deemed Export Control Form
- If Student Intern will NOT be on UMB payroll - Visiting Scientist Agreement
J-1 English Language Proficiency
The J-1 Student Intern Information e-form will collect information from the Student Intern about what documentation they may have or exemptions that apply to them related to English language proficiency. If the student is not exempt from the requirement and cannot independently document proficiency, they will indicate on their e-form their request for a English proficiency interview.
If they need to be interviewed, the interviewer must be trained by OIS and then should complete the interview and fill the English Proficiency Interview Form.
J-1 Student Intern Training Plan
A training plan must be created for J-1 Student Interns. On this e-form, the Department Contact enters the name and email of the Supervisor, and the Supervisor will then get an email prompting them to complete the Training Plan form. We provide the J-1 Student Intern Training Plan Drafting Tool to assist them in drafting their responses, as the form will only allow them to submit their answers, instead of save and come back.
Employees with Mexican or Canadian citizenship may be eligible for a TN work visa. Our office will need to review the TN Employee Request e-forms to advise further.
- Sunapsis - Submitting TN Employee Requests (step-by-step instructions with screenshots)
TN Employee Department Request
- Detailed job description
- CV/Resume of the (Prospective) Employee
- Approved Appointment Letter or Offer Letter
TN Employee Questionnaire
OIS needs to collect a small amount of information from the employee. Click on the TN Employee Questionnaire, click on "GIVE THE CLIENT ACCESS TO COMPELTE THIS SECTION" and put in the (prospective) employee's email address.
There are various events that need to be reported to our office. This section of optional e-forms lets you select the type of update you need to provide to our office.
Employee Resignation & Termination
Use this form to alert our office of an employee who has resigned or received a termination letter. For H-1B employees being terminated, you can download the H-1B Separation Letter Template from the e-form, and will need to upload the fully signed letter. You may also use this form to report the departure of a visiting J-1 scholar.
H-1B Amendment Questionnaire
Is there an H-1B employee in your department who is changing titles or position? Complete this form to give our office all of the information we need to determine whether or not we need to file an amendment petition with USCIS.
J-1 Incident Report & Incident Update
Use this form to report any incident involving a J-1 Scholar; use the update form if there are additional details to an already reported event. Examples include a serious illness or injury, litigation, sexually-related incidents, foreign government involvement, etc.
F-1 STEM OPT I-983 Submission
Use this form to update our office when your department supports an F-1 student for their STEM extension. This form will help you connect them with resources that will be helpful to them when they apply for STEM OPT, and allows our office to schedule an alert for when the H-1B process would need to be started for the employee.