Tips for When Your Workers Arrive

You’ve made it through the arduous H-2B process and finally ready for your workers to arrive! Look through this checklist to make sure you are ready for their arrival and have a grasp on steps to take to ensure they are ready to work. 

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1. Collect and Record Worker Information: 

·       Date of arrival 

·       Foreign address (for paystub mailing) 

·       Temporary U.S. address 

·       Phone number 

·       Email 

·       Messaging apps (e.g., WhatsApp, Facebook) 

2. Scan/Copy These Documents: 

·       Visa 

·       Passport 

·       I94 card (if available) 

·       Most recent I797A (for in-country transfers) 

·       Return all documents to the worker after copying 

3. Retrieve I94 Information: 

·       Use DHS website 

·       Select “View Travel History” or “Get Most RecentI94” 

4. Obtain Employment Terms: 

·       Get a signed copy of the Terms of Employment/Job Disclosure from the Foreign Recruiter, including job order in English and Spanish/Native Language 

5. Transportation Tickets: 

·       If you prepaid for transportation, keep or scan the inbound ticket 

·       If the worker paid, scan their ticket (bus/plane/charter itinerary) 

6. End of Season: 

·       Request outbound transportation ticket copy 

·       Have the worker sign a notice confirming receipt of reimbursement/subsistence 

·       Confirm the correct subsistence rate with your Client Manager 

·       Use the state’s correct withholding form 

7. Additional Steps: 

·       Reimburse for inbound transportation, lodging, subsistence, MRV/Visa fees, and border crossing fees 

·       Have workers fill out W4 and I9 forms 

·       Provide workers with office and supervisor contact information and have them date and sign whatever reimbursement they are getting 

8. Social Security Card and Driver’s License-Call your local Social Security office and DMV to let them know you’d like to set an appointment for your H-2B workers to get social security cards and Drivers Licenses. -This makes the process easier.   

·       If the worker does not have a Social Security Card, take them to the Social Security Office with: Visa, Passport, I94card/information, I797B or I797C 

·       If a driver’s license is needed, take them to the DMV with: Visa, Passport, I94 card/information, I797B or I797C 

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