Human Resources

DESCRIPTION

This checklist outlines the eligibility criteria and the steps to request a G-5 Visa for a prospective employee residing outside the U.S.

Visa Sponsor Eligibility

• HQ based staff (term, open, ETT/ETC) on G4 visa with at least 1 year remaining on current HQ assignment or contract are eligible to sponsor a G-5 visa for a prospective employee
• Short-term consultants/short-term temporaries (STCs/STTs) are not eligible to sponsor a prospective employee on a G-5 visa.
• The prospective G-5 employee must meet the following requirements:
  • Not a U.S. citizen and/or U.S. Permanent Resident.
  • At least 18 years of age.
  • Not related to the staff member by blood, adoption, or marriage – this includes family members of the staff members’ spouse.
  • Expected to work exclusively for the sponsoring family and not shared with any other family.
• The U.S. State Department does not support the transfer of G-5s from one employer to another or organization inside the U.S. All G-5 visas, new hires or transfer to new employers, must be requested at a US Embassy outside the U.S.

G-5 Payroll Provider Requirement

• All employers of G-5 employees are required to secure the services of a payroll provider to be compliant with the U.S. State Department’s current G-5 employment regulations.
• Payroll providers will certify biweekly timecards, securely pay employee directly, collect and pay all necessary federal and state employment taxes, and complete all required end of year state and federal tax filings on behalf of the G-5 employee.
• In order to schedule in-person registration interviews, G4 employers must present evidence they have secured the services of one of the following World Bank Group approved G-5 payroll providers:
  • Homework Solutions
  • GTM Payroll Services
• G-5 Payroll Provider Comparison Chart
• G-5 Payroll Provider FAQs
• G-5 Payroll Provider Presentation – September 2017

Note: Due to consistent backlogs and extended reviews of G-5 worker pre-notification applications by the U.S. State Department, the current processing time may be as much as 10 weeks before HR Operations is able to issue an eFax for the G-5 visa. HR Operations does not have an expedited review option as each application is reviewed independently. Do not make travel arrangements for your G-5 until pre-approval is granted to avoid travel delays.

ATTENTION: Please be advised that G-5 employees from the Philippines require additional steps.  Refer to the Hiring G-5 Employee from the Philippines checklist. 

Step

Action

Action by Staff

01

Staff choose a prospective employee who is experienced and has significant ties to the home country such as family, property, and savings.

Common reasons for denials of G-5 visas:

• lack of experience as a household employee. Example: maid, nanny, cook, childcare, adult medical care provider.
• inability to convince the U.S. Consulate that s/he will return to their home country

02

Staff and prospective employee complete the 'Contract for G-5 Employees' form in English and in one of the provided languages if English is not the primary language:

• Employment Contract for G-5 Employee with WBG Addendum and Coversheet (English) (F00115, F00115 Coversheet, F03233)
• Employment Contract for G-5 Employee with WBG Addendum (Spanish) (F000116, F200030)
• Employment Contract for G-5 Employee with WBG Addendum (French) (F000117, F200031)
• Employment Contract for G-5 Employee with WBG Addendum (Tagalog) (F200032, F200029)

Original employment contracts for prospective G-5 employees from the Philippines must include the following statement in the free form space on page 6: The EMPLOYER will be responsible for the repatriation of remains and other personal belongings to the Philippines, in the event that the EMPLOYEE passes away during the contract.

Note: Use these contract templates provided above because they contain language required by the Bank Group and the U.S. State Department.

G4 employers must default the hourly wage to the highest wage for location of residence. The Bank Group does not track hourly wage requirements, but wage updates can be found here:

Wage updates:

• District of Columbia, Virginia,
• Maryland
  • Montgomery County
  • Prince George's County (matches Maryland state minimum wages as of 2021)

Note:

• Additional information on minimum wages provided by payroll providers GTM and Homework Solutions.
• Pay by check or electronic fund transfer to a bank account in the G-5 employee's name only. Cash payments must not be made. Keep accurate records of all financial transactions and other transactions and issues relating to employment.

03

Submit the request through MyHR Self-Service and upload the required supporting documents:

• Completed, printed, and signed F00042 Code of Conduct Regarding Employment of G-5 Employees form
• A copy of the valid, signed G-5 contract in English – Contract for G-5 Employees (F00115, F00115 Coversheet, F03233).

Include a copy of the identical non-English contract if you have executed one. This includes French (F000117, F200031), Spanish (F000116, F200030), and Tagalog (F200032, F200029) versions.

• Copy of G-5 employee's passport (bio page)
• Pre-notification form

04

HR to process and send the:

• pre-notification form and the G-5 contract to the U.S. State Department, stating that the prospective employee will be applying for a G-5 visa 
• G-5 visa request through eFax to the U.S. Consulate where the prospective G-5 employee resides with a copy to the staff member once pre-notification has been approved by State Department.

ATTENTION: Please be advised that G-5 employees from the Philippines require additional steps.  Refer to the Hiring G-5 Employee from the Philippines checklist.

05

Staff to send these documents to the prospective G-5 employee, who in turn will carry them to the U.S. Consulate:

• Copy of the G-5 visa eFax request from the Bank Group to the U.S. Consulate
• Copy statement from the staff member to the U.S. Consulate expressing the intention to hire the prospective G-5 employee. The statement should include:
  • nature of the work the prospective G-5 employee will perform.
  • signature of the staff member.
• Original signed contract between the staff member and prospective G-5 employee. The contract should be signed by both parties.
• Copy of the staff member's:
  • passport information page
  • G4 visa
  • Most recent I-94 Record of Entry to US
• Form DS-160 Department of State Nonimmigrant Visa Application confirmation page.

Note: The U.S State Department and U.S. Citizenship and Immigration Services (USCIS) have strict photo guidelines for visa applications.

06

Staff must check the U.S. Embassy website for the embassy/consulate procedures specific to where the prospective employee will apply for the G-5 visa.

Note: The procedures change constantly and are not monitored by HR Operations.  Most embassies require appointments for G-5 interviews. HR Operations is not able to assist in any way in making appointments on behalf of individuals

07

Prospective G-5 employee attends the interview with the U.S. Consulate, who will decide whether to issue G-5 visa.

Note: The Bank Group has no influence over the decision of the U.S. Consulate.

If the G-5 visa is granted, staff to inform HR Operations within 30 days of G-5 employee arrival in the U.S. Refer to Report Arrival of G-5 and Attend Mandatory Orientation Seminar.

Note: Staff must apply for a Social Security Number for themselves as an employer and separately for your employee at your local Social Security Administration office.  Details on applying for Social Security Numbers are online here.