Helen Cook

Extension Program & Travel

Posted by: hcook on October 2, 2008

Extension Program and Travel During Extension Year

“Thinking about extending?   Good For You!   It can make this past great year even better with more experiences, more new friends, and an even better resume for back home, etc.

EXTEND EARLY (either with your Current Family or a New Family).    Please remember that you will need to have completed all the requirements of your First Au Pair Year before an Extension will be approved.   This means that you will need to have attended at least ten (10) of the required Monthly Au Pair Meetings and have fully completed all six (6) credits (72 hours) required by the U.S. Dept. of State.  (Please note that if you extend, your new classes for the extension year must begin after your extension date.).

PLEASE REFER TO YOUR PERSONAL AU PAIR EXTRANET FOR THE MOST UP TO DATE INFORMATION REGARDING THE AU PAIR EXTENSION PROGRAM.  (Information can change at any time and the Au Pair Extranet has the most official information.)

What Au Pairs Need To Know About Extending / Travel Home, etc.  (Again .. for the  most official and valid information on the Au Pair Extension Program .. Au Pairs should always check the Au Pair Personal Extranet which would have the most up-to-date information and/or call Cultural Care directly (ask for the Extension Dept.) for questions re travel, etc.

Extension au pairs will receive a new DS-2019 Form for their extension term. Their program is extended and they are legally in the US to work as an au pair for another 6, 9 or 12 months.

They will not automatically receive a new J1 visa for their extension term. They will have to apply for it at the US Embassy in their home country. But they do not need a new J1 visa for their extension term to extend. Below please find the 4 most common questions about traveling and visas during the extension term:

If you have any questions concerning this information, please call Cultural Care Au Pair Operations at 1-800-448-5753 or email us at aupair.operations@culturalcare.com

Extension au pairs may travel to their home country during the second year
Embassy posts around the world have been informed about the second year extension program for au pair participants:

An extension au pair wishing to travel to her/his home country and to return to the United States must have her/his J-1 visa renewed while at home before attempting to resume participation in the program in the United States. An au pair who does not renew her/his J-1 visa risks not being allowed to reenter the United States to continue on the program.

Au pairs and host families should be aware that it can sometimes take six to eight weeks to obtain an appointment to renew a J-1 visa at U.S. embassies around the world. Au pairs must schedule appointments for J-1 visa renewals well in advance of their travel dates as waiting times for appointments vary greatly depending on time of year and demand at specific U.S. embassy posts. Cultural Care recommends contacting the U.S. embassy no later than six to eight weeks before traveling home. Contact information for U.S. Embassies abroad can be found at http://usembassy.state.gov/.

Cultural Care Au Pair is not able to book appointments at the U.S. embassy on the au pair’s behalf and has no ability to affect scheduling appointments at the U.S. embassy in any way.

Cultural Care Au Pair cannot guarantee the renewal of a J-1 visa. Although an au pair has been approved by the U.S. Department of State to participate in the extension program, the decision to renew the visa is at the discretion of the consular officer who interviews the au pair.

Extension Au Pairs Must Have All Necessary Documentation And Paperwork To Renew J-1 Visas

In order to renew the J-1 visa, an extension au pair must bring the proper documentation with her/him to the U.S. embassy in her/his home country.

An extension au pair wishing to renew the J-1 visa must bring her/his passport and the original copy of the DS-2019 form renewed by Cultural Care Au Pair at the time of enrollment in the second year extension program. The DS-2019 form will reflect the dates of the au pair’s second year. Cultural Care Au Pair will also provide the au pair with a letter of good standing and a copy of the U.S. Department of State cable regarding the second year extension program.

In addition, au pairs will need to complete and bring forms DS156 and DS158. Male au pairs have to complete a third form as well; form DS157. Form DS156 can be filled out online and then printed. It is available at http://evisaforms.state.gov/. Forms DS157 and DS158 are available to be downloaded and printed at http://www.visapro.com/Department-State-Forms.asp.

There is a non-refundable fee of USD131 to apply for the second J-1 visa. The fee is paid directly to the embassy and the au pair is responsible for covering this cost.

It is the au pair’s responsibility to inquire with the U.S .Embassy in their home country to see if other forms are needed. It may be necessary for the au pair to bring a copy of her/his host family application, school diplomas or bank statements.

Cultural Care will not be responsible for any costs incurred by a visa denial or visa delay, and host families could be subject to breaks in childcare due to the renewal process.

Travel Advisory For Second Year Extension Au Pairs And Host Families

International travel to countries other than an extension au pair’s home country is limited unless the extension au pair completes the J-1 visa renewal process in her/his home country first. If an au pair fails to complete the J-1 visa renewal process before traveling internationally to a country other than her/his home country, she/he will most likely be denied reentry to the United States. An exception for this requirement exists for Canada, Mexico and adjacent islands. Please see the section below on travel to those countries.

Au pairs traveling to their home countries at the end of their first year may experience difficulty in returning to the United States. The airlines carefully review visas and visa expiration dates for U.S. bound passengers, and airline officials will not take any risks as they may be penalized with substantial fines if they allow someone to fly to the U.S. who does not have a proper visa. Consequently, even if the visa dates in the au pairs’ passport are still valid, airlines are likely to deny boarding to anyone whose visa is close to expiring. To address this, Cultural Care Au Pair advises all extension au pairs returning home within 30 days of the end of their first year to complete the J-1 visa renewal process before attempting to return to the au pair program in the United States.

Travel to Canada, Mexico, and the Caribbean in the Second Year

Travel to Canada, Mexico or the Caribbean (except Cuba) for fewer than thirty days is allowed, even with an expired J-1 visa in your passport. This is known as “visa revalidation.” The following conditions must apply in order for you to travel to these countries:

You must have an unexpired I-94 card indicating your J-1 status in your passport when you enter the U.S. Do not surrender the I-94 card when you leave the U.S. If you do, you will not be eligible for visa revalidation.

You must have your DS-2019 form with your extension program dates.

You must have a passport valid at least six months into the future on the day you return to the U.S.

You should contact the Cultural Care Operations Department for a copy of the visa revalidation regulation.

You can travel only to one of the destinations named above and for fewer than thirty days. For example, you cannot use automatic revalidation to enter Canada, depart to another country, return to Canada, and then return to the U.S. within 30 days.

You cannot apply to renew your J-1 visa while in Canada, Mexico, or the Caribbean. If you apply for the J-1 visa during your visit to one of these destinations, you must wait for it to be issued before you return. If your visa application is denied by the American consulate, you are not allowed to use automatic revalidation to return to the U.S. You will be required to travel to your country of citizenship to apply for a new visa.

You must have a J-1 visa (expired or valid) in your passport. If you lost your passport during your first year and had it replaced, you will not have the J-1 visa in that new passport and therefore cannot take advantage of travel to Canada, Mexico or the Caribbean.

If you are a citizen of Syria, Iran, Iraq, Sudan, North Korea, Cuba, or Libya you are not eligible for visa revalidation. If you are a national of one of the above countries, you must always have a valid visa in your passport to enter the United States.

You may be required to have a tourist visa to enter a foreign country. The visa you have for the United States does not automatically grant entry into these countries. We recommend that you check with the consulate of the country you are visiting before you travel. Below are the commonly requested Canadian and Mexican consulate websites: http://www.cic.gc.ca/english/visit/index.asp or http://www.sre.gob.mx/boston/ (click on visas/tourist visa and information will be in English)

The decision to allow an au pair back into the U.S. is at the discretion of the immigration officer at the port of entry. Cultural Care cannot guarantee reentry into the United States and will not be responsible for any costs incurred due to reentry problems

Finding An Aetna Doctor

Posted by: hcook on October 2, 2008

Finding An Aetna Doctor …

Au Pairs (and Host Families) need to find a Doctor who accepts Aetna Health Insurance.

Au Pairs are able to find a doctor or hospital in a specific area by visiting the “Aetna” website (Below).   Au Pairs might be able to find a doctor in the specific area who speaks the Au Pair’s “native language”.   Aetna website is:

          www.aetna.com/docfind

Enter your zip code and make sure you select ‘Aetna Standard Plans’ and ‘Open Choice PPO Plan’ as your health plan type.  You can also call the Chickering Claims Administrators at 1-800-783-7447 for a complete list of participating providers.

The Aetna network does NOT apply to dental coverage. The deductible will still apply to those au pairs with limited coverage under the extended insurance.

It is HIGHLY RECOMMENDED that the Host Family and Au Pair work together to find an Aetna Network doctor upon the arrival of the Au Pair.    This is very important because – it is very stressful to try to locate a doctor at the time of illness, etc. and especially on a weekend.  BE PREPARED!

Driving In Pennsylvania

Posted by: hcook on October 2, 2008

 You may or may not be required to drive with your family during your Au Pair year.  Below are three sections describing “Driving in Pennsylvania”

BASIC RULES FOR DRIVING AS AN AU PAIR:

If you are required to drive:

• You need to obtain a NJ state license within two months of residing in NJ. Instructions for this are under “Au-Pair to do list” on the top of this page.
• Driving is a privilege and can be taken away if abused, please follow the family’s instructions, also to be discussed during our two week orientation
• Drinking alcohol and driving is against the law and can lead to serious consequences.
• Off duty you will be responsible for damages up to $500 per accident, but on duty the family is responsible
• Any moving violation tickets you receive on or off duty are your responsibility: parking tickets, speeding tickets, running a red light, reckless driving, accident tickets, etc.
• Tickets received because of missing paperwork or for maintenance of the car is the family’s responsibility
• Any rules the family sets for the car such as curfew, mileage, gas payment, etc. is to be followed.
• HAPPY SAFE DRIVING!!!

IS AN AU PAIR “REQUIRED” BY PENNSYLVANIA TO HAVE A DRIVER’S LICENSE?

According to the Pennsylvania Driver’s Manual, Pennsylvania Law does permit Au Pair to drive with a valid Home Country License and a valid International License for up to one year.   HOWEVER, several Au Pairs have received tickets for not having a Pennsylvania license.  Fortunately, all the tickets have been dismissed (so far) but only after spending a good deal of time at a hearing, etc. 

Please review “Obtaining a Pennsylvania Driver’s License” and “Choosing Not To Have A Pennsylvania Driver’s License Below for details.

1.    HOW TO OBTAIN  A “PENNSYLVANIA DRIVER’S LICENSE”

Reasons to obtain a Pennsylvania Driver’s License would be:

a)     The Host Family “might” be able to have cheaper car insurance

b)     Should an Au Pair decide to extend for 6, 9 or 12 months - Pennsylvania DOES REQUIRE A PENNSYLVANIA DRIVER’S LICENSE IN THE EXTENSION YEAR - and so it might be easier for to complete the extension if the Au Pair already has a Pennsylvania Driver’s License.

c)    Should the Au Pair “transition” to another family outside Pennsylvania - that “new state” may be one of the states that do require a “state license” from the beginning and, if the Au Pair does not have a valid “state (Pennsylvania) license”, there could be problems with transitioning to that area.

d)     Overall, the Host Family (and Au Pair) will feel confident that the Au Pair has passed the Pennsylvania Driver’s License requirements just as any other resident would do.

Pennsylvania allows SIXTY (60) DAYS from arrival into the USA to obtain a Driver’s License.   Be aware that some “Penn Dot” Driver’s Centers allow only THIRTY (30) DAYS to obtain the license (it varies from location to location), so, if you a obtaining a Pennsylvania Driver’s License, you should begin the process immediately - as soon as you receive your Social Security Number within the first month.   Also remember that it takes time to make the appropriate appointment for the driving test!

Based on these experiences, Cultural Care recommends that an Au Pair does obtain a Pennsylvania Driver’s License.   Again, this is totally up to the Host Family and Au Pair - but it is recommended.

Previously, we said that an Au Pair should only get a PA Driver’s License if:

a)     the Host Family’s insurance company required it

b)     the Au Pair planned to extend and drive in the second year.

However, as explained above, lately there have been several incidents in which police officers were not aware that an International Permit was legal for driving in the US.  Thus, to avoid such problems, we are now encouraging all au pairs to go through the process of getting a social security card and driver’s license.

You must start the process right away because Pennsylvania will not allow you to get a driver’s license unless you are going to be in the U.S. for at least ten (10) months.

Follow these steps to obtain your Driver’s License in the state of PA.  After reviewing these steps, click on the PA DMV link.  This will give you the most up-to-date information directly from the DMV.

1.  Apply for your Social Security Number.   You will need the Social Security number to get your Pennsylvania Driver’s License.   Either follow the directions on my website for Social Security or visit the Social Security website.    You should wait at least TEN (10) DAYS after your arrival into the U.S. to apply for a Social Security number as it will take SEVIS (Immigration) that amount of time to update your immigration information into their system.   During that “wait time”,  you should be:

 a)     Practicing driving with your host parents (if you already have both your home country license and your international license).

b)     Studying the Pennsylvania Driver’s Manual Handbook (located on my website)

c)      Practice the written test at this site

d)     Read the cartoons and take the mini-quizzes at this site.

 2.  Get a Medical Physical Completed.   Print out this DL-180 Form and see a doctor to confirm that you are in good health.    Visit the “Find An Aetna Doctor” link on my website for instructions on how to find a doctor (or ask your host parents). 

 3.   Open a Bank Account.   (At most banks, you would not need a Social Security Number - just ask for a non-interest bearing account) .. It is easier if you have a Social Security Number.   Ask the Bank to send you an official piece of mail quickly to your home so that you can verify your residency when you go for the Driver’s License.

4.  Visit a Driver’s License Center (Penn Dot Location) (    )with the following items and apply for a driving permit.

• Passport
• I-94 Card
• Visa
• Social Security Card (or letter from Social Security Administration that the Agency did not make a decision yet or a SSA rejection letter)
• Written verification showing of employment (even though you are not “employed” - this letter would be available printed from your Host Family’s personal extranet “family” account. This letter is from Cultural Care and verifies that you are part of the Cultural Care Au Pair Program.
• DS-2019 Form
• Two (2) Proofs of Residency. One proof is to bring the person with you with whom you reside (a host parent) along with their Driver’s License or Photo ID to the Driver’s License Center. The other needs to be “official mail” (bank statement, magazine, etc.) that has your name and address on it. The address must match that of the person with whom you reside.

 5.   Schedule Your Driver’s License Exam.    This test will be an actual driving test in a car.   Call 1-800-423-5542 to schedule.   Scheduling is usually done several (SEVERAL!!) weeks in advance so it is important to start the process early!!  Someone will have to bring you to the driver’s license testing location for the driving exam and you will use that car during the exam.

2.   IF YOU CHOOOSE NOT TO OBTAIN A PENNSYLVANIA DRIVER’S LICENSE.

      Who Needs A Pennsylvania Driver’s License?

Foreign License Holders:   Pennsylvania honors a valid foreign driver’s license with an international driving permit for a period of up to one (1) year.   If the foreign license and/or international driving permit expires before one (1) year, the individual must apply for a Pennsylvania learner’s permit to continue to drive in this state.   All holders of foreign licenses must apply for a Pennsylvania learner’s permit if they wish to obtain a Pennsylvania driver’s license.   Reciprocity agreements exist with the countries of France and Germany allowing for the transfer of a valid non-commercial driver’s license without road or knowledge testing.   Vision Testing will be administered.  (Transfer of a driver’s license from France or Germany cannot be completed the same day)  (I would NOT recommend that a French or German Au Pair “give up” his/her home country license - it may not come back - but rather just get a Pennsylvania Driver’s License.)

According to the Geneva Convention, visitors are permitted to drive in the USA for up to 1 year with the following 4 documents: an international driver’s license, a home country license, a J-1 visa and a DS-2019 form.

Thus, you are ok to drive in Pennsylvania during your first Au Pair year - if you have a valid home country license and a valid international driving license!

All Au Pairs should be sure to have the following documents with them when they are driving:

• International Driver’s Permit. An International Driver’s Permit and a Driver’s License from your home country are required to drive in Pennsylvania. To drive in the United States, you must obtain an international driver’s permit (IDP) from your home country before coming to the U.S. The IDP verifies that you hold a valid license in your home country. The IDP serves as a translation of your driver’s license into ten (10) languages. It is your foreign driver’s license (translated by the IDP) that allows you to drive in the United States. Contact the automobile association or driving authorities in your home country to get an international driving permit. The United States does NOT issue international driver’s permits to foreign visitors.

• Home Country Driver’s License

• Copy of J-1 Visa

• Copy of DS-2019 Form

• Copy of PA Driver’s Manual - Page 3

If you are stopped by a police officer and he asked to see your license, you should show him the first four documents.  The police officer may not be clear on the law - always be polite!  I suggest you make copies of all the documents and keep them in your glove compartment.

If the police officer tells you that you should have a Pennsylvania license, he is WRONG. You need to explain that you are NOT a resident. You are not a resident alien. You do not earn wages (you earn a stipend). You do not pay taxes. You do not pay rent (you are given room and board in exchange for childcare). You do not get any of the benefits that residents get. You are here on a J1 visitor visa for 1 year and that according to the Geneva Convention and Pennsylvania Motor Vehicle regulations; you do NOT need to have a Pennsylvania license.

Au Pair Health Insurance

Posted by: hcook on October 1, 2008

All Au Pairs Have Health Care Coverage … Details …

in an emergency:   always GET THE AU PAIR TO DOCTOR OR HOSPITAL!

If it is an emergency, your insurance will cover it so go to the nearest emergency room!!  (See information below re new rules for “Emergency Room Visits” – there will be a charge but your health and well-being is most important!)   Although it says Erika on your card, it is actually Aetna insurance. The proper assistance company (see below) should be notified prior to surgery or hospitalization of an au pair or as soon as possible after a serious injury, illness, or accident occurs.  If you have a non-emergency question, call 1-800-783-7447.   Please see “Links” for a Claim Form to be used.

What to Do in the Event of a Serious Accident or Illness

Cultural Care Au Pair and the ERIKA Travel Insurance Company partner with two assistance companies for serious situations.

Inter Partner Assistance:

·                     Based in Munich, Germany (24 hour emergency assistance team

for German and Austrian au pairs)

·                     Toll free from the U.S. 800-847-3948

·                     Email: medizin@inter-partner.de

Europ Assistance:

·                     Based in Stockholm (24 hour emergency assistance team

for all other nationalities)

·                     Toll free from the U.S. 800-871-9211

·                     Email: assistance@europ-assistance.se

INSURANCE CARDS / PROCEDURES:

·         Always remember to bring your Insurance Card when you visit a doctor or hospital. 

·         You “MAY” be asked to pay the doctor’s visit when you are at the office.  IF this happens, you must save all receipts, complete a “Claim Form” (your Host Family and your LCC have this form), and send the form to Erika so you can be reimbursed for your money.

·         When you file your claim:

                        *PLEASE ENCLOSE A COPY OF YOUR INSURANCE CARD

                        *PLEASE BE SURE TO COPY THE FRONT AND BACK OF THE CARD

PLEASE REMEMBER THAT “ERIKA/CHICKERING” (NOT Cultural Care) makes the FINAL determination about insurance coverage.  

THERE ARE TWO TYPES OF AU PAIR INSURANCE:

         “BASIC” AND “EXTENDED”

Basic Insurance

All au pairs are covered under Erika Travel Insurance.   Before departure, each au pair receives a policy booklet, a few claim forms and an ID card with their Cultural Care Au Pair reference number. The policy number on the au pair’s ID card will indicate what type of insurance the au pair carries. For current policy information, a full description of coverage and exclusions and claim forms, you can visit the Erika Insurance website.

http://www.erikainsurance.com/index_eng.asp.

Below are the primary features of the basic insurance as of April 2007. Prices and coverage subject to change.

• $95 deductible for non-Aetna providers and $65 deductible for Aetna providers

• Medical expenses covered up to $50,000

• Home repatriation up to $7,500

• Please note there is no dental coverage with basic insurance

For information on your insurance call The Chickering Group at 1-800-783-7447.

Extended Insurance

Extended Insurance is an optional insurance plan offered through Erika Travel Insurance for all au pair participants. Each au pair who purchases this plan is given 12 months of comprehensive coverage, from the date s/he arrives to the U.S. until her/his last legal date of work. Au pairs are also able to purchase this insurance plan before they depart for the U.S. and up to one month after their arrival to the U.S. If the insurance is purchased after arrival to the U.S., coverage begins on the date Cultural Care Au Pair receives payment for the insurance plan. The price when buying the extended insurance in the USA: $465. Below are the primary features of the extended insurance:

• $65 deductible for non-Aetna providers and $35 deductible for Aetna providers

• Unlimited medical coverage

• Coverage for baggage or property loss

• Coverage for delays and program interruption

• Coverage for legal costs

• Dental expenses covered up to $200

New ER Deductibles  –  Effective January 2008:

Effective January 1, 2008, Erika Insurance increased the deductible for out-patient emergency room visits. The new deductibles are $150 for Basic Insurance holders and $50 for Extended Insurance holders. These deductibles are in addition to the standard deductibles of $65 (basic policy) and $35 (extended policy) for in network visits or $95 for out of network visits. For example, an au pair with Basic Insurance who visits an Aetna hospital emergency room will pay a $215 deductible: $65 for the standard deductible plus the $150 emergency room deductible.  

This emergency room deductible applies to all au pairs who arrived to the U.S. or started their extension program after January 1, 2008. All au pairs who arrived or started their extension program prior to January 1, 2008 are not subject to these additional deductibles.

Additional Month Insurance

We highly recommend to all au pairs remaining in the U.S. during their 13th month that they purchase the 13th month insurance. An au pair who does not purchase the 13th month insurance may not be insured for losses incurred during the 13th month. To purchase this insurance, an au pair should send in a check or a money order for $95 to the Cultural Care Au Pair Operations department, including a note with their name stating that the check is for the 13th month.

Extension Year Insurance

All extension au pairs have basic insurance coverage. For an additional cost, au pairs can purchase optional extended coverage. This coverage needs to be purchased before the extension year starts. The price when buying the extended insurance in the USA is (subject to change):

·       12 month extension $425

·       9 month extension $319

·       6 month extension $212.50

To purchase this insurance, an au pair should call the Operations department at 1-800-448-5753 with debit or credit card information, or send in a check or a money order made payable to Cultural Care Au Pair to:

Cultural Care Au Pair

Attn: Operations

One Education Street

Cambridge, MA 02141

Sports Supplement

*$75  (could increase at any time).  Sports Insurance can be purchased in your home country or in the United States.

*In case of an accident, contact Erika IMMEDIATELY and FILE A CLAIM FORM. Only YOU can fill out the form (nobody else). !!! Keep all RECEIPTS, BILLS, and MEDICAL/POLICE/INSURANCE REPORTS.

Claim forms are listed on webpage “Links” area.  You can also download the forms from the Erika website erikainsurance.com.

If you need to be reimbursed for a medical expense or for baggage or property claims (extended insurance holders only) the claim form needs to be filled out completely and sent to Chickering.  In addition to the claim form, you must send all receipts, itemized bills, police reports and any other information related to the claim, as well as a copy of the insurance card.  

Claims will not be processed without the above documents.