Human Resources

Summary

This checklist summarizes the steps involved in renewing a G5 visa outside the U.S.

Note:

G5 visas cannot be renewed inside the U.S. However, a G5 domestic employee whose G5 visa expires while s/he is in the U.S. is not required to leave the U.S. as long as:

• the I-94 has not expired.
• s/he remains employed by an active World Bank Group staff member who is on a G4 visa. See Request Extension of I-94.

A G5 visa is a non-immigrant visa.

Step

Action

Action by Staff

01

Submit the following through myHR Self-Service:

• A copy of the G5 visa holder’s passport bio-page
• A confirmation of the embassy/consulate you would like the fax to be sent to and the date on which you would like it to be sent. Allow five business days from the date of submission of request.
• Signed Form F00042 Code of Conduct Regarding Employment of G5 Employees
• A copy of the valid, signed G5 contract in English – Form F00115 Contract for G5 Domestic Employees (English), F00115 G5 Employment Contract (English) Coversheet, and Form F03233 Addendum to the G5 Employment Contract (English version).
• Include a copy of the identical non-English contract if you have executed one. This includes French, Spanish, and Tagalog versions, as well as the Contract Addendum in French, Spanish, and Tagalog.

Action by HR

02

Send an e-fax, copying the staff member, on behalf of the G5 visa holder to the embassy/consulate, requesting a new G5 visa.

Action by Staff

03

Check the U.S. State Department website for the embassy/consulate procedures specific to where the G5 visa holder will renew his/her visa and for approximate visa wait times.

Attention:

These procedures change constantly and are not monitored by HR. For example, some embassies require appointments.

04

Have your G5 domestic employee submit the following when s/he visits the embassy/consulate to apply for the new G5 visa:

• Recent photograph according to the State Department's guidelines for visa renewals. Some consulates require two or more photographs.
• Passport valid for at least two years beyond date of submission to the U.S. Consulate
• The original signed, valid G5 contract
• Copy of the e-fax sent by HR Operations to the U.S. consulate/embassy on behalf of the G5 visa holder
• A letter from you certifying that the G5 visa holder is currently employed by you and is in good standing
• Form DS-160
• An Employment Verification Letter verifying your employment with the Bank Group
• Notarized copies of your passport information page, G4 visa, and I-94
• Any documentation related to employment prior to the renewal including W2 forms, copies of U.S. income tax returns, pay records, or time sheets

Note:

The G5 visa holder should visit the U.S. embassy/consulate as quickly as possible at the start of his/her time abroad.

05

Complete and retain USCIS Form I-9.

Attention:

Do not file the form with U.S. Citizenship and Immigration Services (USCIS). You must retain the form either for three years after the date of hire or for one year after employment is terminated, whichever is later. The form must be available for inspection by authorized U.S. government officials such as the Department of Homeland Security and the Department of Labor.