Human Resources

DESCRIPTION

Review EAC process steps and common errors two-pager here.

To initiate the work permit application request via MyHR Self-Service (MyHRSS) you must have all the required electronic documents noted below completed and ready to be uploaded. Please save documents using the following naming convention: DOCUMENT NAME-LAST NAME-GIVEN NAME (in PDF format).

Updates will be posted here as they are provided by the State Department/USCIS. Once documents are uploaded via MyHR Self-Service and submitted to HR Operations, please make a document review appointment via the Appointment Scheduler to review necessary changes to EAC application package.

Dependent spouses with an EAC who are working for the WBG as short-term consultants (STC) and transition to an Extended Term Consultant (ETC) or Term Staff contract must obtain a principal G-4 visa.

Dependent spouses must have a valid EAC if applying for the change of visa from dependent to principal inside the U.S. Without a valid EAC, dependent spouses must obtain a principal G-4 visa at a U.S. Embassy abroad. 

NOTE: Dependents on EAC are required to file 1040-NR. Filing 1040 will result in delays in the renewal process.

EAC Expiration Dates:

• For spouses, the EAC is usually valid for up to three years or until the end of the staff member's contract with the Bank Group, whichever comes first.
• For children, the validity period varies based on age and full-time student status.
• If the Bank Group staff member terminates employment or moves out of the US, the validity of the work authorization ceases immediately, with no grace period, even if the EAC card shows a later expiration date.

Note: EACs are not available to dependents of U.S. Permanent Resident staff members, domestic partners or parent(s)/in-law or children of domestic partners who are not legally adopted by the staff member. 

Please do not submit a change of address in the system while your request is still with the State Department/USCIS, as it will delay the process.

Check the below links for details:

ELIGIBILITY

• For Spouses and/or children of HQ assigned World Bank Group employees
• STT/STC Dependent Eligibility
• For Spouses Already in the U.S. on Non-Immigrant Visas with Work Authorizations

ACTION

• Staff Actions
• HR Operations Actions

Once notified of process completion staff will be able to:

• Collect the EAC from HR Operations.
• Apply for or update the Social Security card if it says 'NOT VALID FOR EMPLOYMENT' at any Social Security Office.
• For any other Social Security related questions, please contact your local SSA office.
• Pay U.S. federal, state, and local - if applicable - income tax on all earnings. Proof of previous tax return is a requirement to renew EAC

Note:

• Retain copies of EAC cards, in case the original is lost or misplaced.
• If EAC was issued based on self-employment, but employment was not secured, the applicant must provide a signed letter explaining what efforts were made to secure employment to include evidence of advertisement
• Applying for a dependent EAC for the sole purpose of being issued a Social Security Number (SSN) for your child is not permitted. Please contact the local Social Security Office to apply for a SSN separately.
• The State Department and USCIS take approximately 10-12 weeks to process EAC applications (new and renewal) and send the dependent's work permit. The Bank Group has no control over the duration of the process. There is no provision for 'urgent' applications and no tracking facility.
• If you are applying for an Employment Authorization Card for the first time, please visit your nearest Social Security Administration (SSA) office as soon as you receive the Employment Authorization Card, to apply for a Social Security Number (SSN).
• The Bank Group is not able to assist G-4 staff or their dependents with income tax issues or questions, contact a tax professional with questions on filing state or federal income tax return.

ELIGIBILITY                                                                                                                 

Spouses and/or children of HQ assigned World Bank Group employees, who who hold a dependent G-4 visa, may be eligible to work in the U.S. However, before such work can begin, dependents must obtain an EAC from U.S. Citizenship & Immigration Services (USCIS). Please note that if the employer is outside the Washington metropolitan area, the work must be 100% remote/home-based work from the DMV area residence.

An individual may be eligible to apply if the:

• Principal staff member is employed by the Bank Group in the U.S. and holds a valid G-4 principal visa. Dependents with a G-4 visa of staff who are recorded as U.S. Permanent residents are not eligible for a dependent work permit.
• Dependent spouse or child aged 16-23 years of age holds a valid dependent G-4 visa.
• Principal staff member's HQ assignment is expected to last more than six months from the date the application is submitted to the State Department. 
• Short-term consultants/temporaries (STC/STTs) registered with the State Department as Full Time must have a minimum of 100unbilled days (800 hours) left in the current employment contract.
• Applicant lives in the same household as the staff member and has been recorded with State Department as a member of household. Dependent children up to age 23 who attend secondary school in the U.S. during the academic year are considered residents in the staff member's household.
• Applicant is physically in the U.S. at the time of application, as evidenced by a current I-94available at the I-94 Record of U.S. Entry website.

Additional Eligibility Criteria for Dependent Children

• Dependent children between the age of 21 and 23 must be full-time students in the United States or be recorded with WBG HR as mentally or physically handicapped. The validity of the EAC stops on the 23rd birthday or the termination of full-time academic study, regardless of date printed on EAC.
• Full-time students must provide evidence of continued full-time student status each academic year to remain eligible for a dependent EAC.
• Students at colleges or universities outside of the United States are not eligible for U.S. employment authorization cards.

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STT/STC Dependent Eligibility

Dependent spouses and children of short-term consultants (STC) may be eligible for an EAC to work in the U.S. If issued, an EAC will only be valid until the end of the current STC contract or until the principal STC exhausts all available days resulting in PID deregistration. The STC must meet the following requirements to request a G-4 dependent EAC for a spouse or child. 

• Completed PID registration with U.S. State Department as full-time STC. (see STC Compliance)
• Have at least 6 months remaining on current G-4 visa, passport, and ST employment contract.
• Have at least 100 unbilled days remaining on ST contract at time of submission of EAC application to the U.S. State Department.

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For Spouses Already in the U.S. on Non-Immigrant Visas with Work Authorizations

• WWith the exception of dependent A type visa holders (A-1/A-2), U.S. immigration regulations require that any individual entitled to a G-4 visa, such as a non-immigrant spouse of a Bank Group staff member holding a G-4 visa, must also be issued a G-4 visa.
• In practice, this means that a spouse currently working in the U.S. on an H1-B/E-1/F-1-OPT visa or other non- immigrant visas with work authorization must stop working immediately upon appointment of the WBG staff member until a valid G-4 dependent EAC is approved by USCIS, and must not work in the U.S. for the duration of time it takes to change status to a dependent G-4 visa and subsequently obtain a dependent G-4 work authorization. This process can take several months.
• Prior to accepting an offer from the World Bank Group, incoming staff members should plan carefully with the spouse’s U.S. employer to accommodate the spouse's potential mandatory unpaid leave of absence.

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3(a)

• High quality colored PDF copy of the passport bio pages with full name, picture, nationality, date of birth, and passport number. Use the 'photo' setting available on most photocopy machines. Passports must be valid for 6 months from date of application.
• Colored PDF copy of the latest G-4 visa. Visa must be valid for 6 months from date of application is being submitted to the State Department.
• PDF Copy of the latest I-94 available at the I-94 Record of U.S. Entry website.

Employment Offer Letter, Verification of Current Employment, or Self Employment Letter

• If currently employed: submit 1 digital copy of employment verification letter for dependent’s current employer - in the case of a renewal, submit an offer of continued employment 
• If Self-Employed or not currently employed: 1 digital copy of a letter containing all the following information. Use this sample letter as a template. Ensure letter is signed by applicant
• Consultative fees for service
• Prospective clients (DO NOT mention names of companies and organizations. Keep the list generic such as NGOs, Private Sector, Schools, etc.)
• The source of advertising the services (digital copy of draft advertisement must be attached to letter)
  
• If job offer is pending: submit 1 digital copy of the original offer letter from the prospective employer. The letter must contain all of the following:
• The organization's offer of employment
• Job title and duties
• The number of hours per week expected to work
• A statement of qualifications for the job and the reason
• The salary the organization intends to pay
• Duties (attach a copy of your job description)

3(g)

• Applicant’s a full-time student status
• list the courses taken
• list the credit hours carried
• expected graduation date or timeframe
• dated in the current academic term
• signature of school official with title and contact information

State and Federal Income Tax Records (For EAC renewals), include applicant's federal and state tax records for each year covered by the previous EAC. If tax returns are not available because no federal taxes were paid, the applicant must submit 1 copy of a signed and dated letter explaining the absence of tax returns.

If you have filed taxes previously using Form 1040 instead of 1040NR or 1040NR-EZ, the applicant will need to file amended tax returns in order to obtain the correct federal IRS Tax Transcript. In scenarios where amended tax returns are filed State Department has advised us that the applicant must submit the account transcript that reflects the amended tax processed/filed transaction(s) for that concerned year

• All the pages of the U.S. Federal income Tax Return Transcripts are required. To obtain free tax return transcripts please visit https://www.irs.gov/individuals/get-transcript. You will be required to create an account with the IRS online.
• 1 digital copy each of the applicant’s State income tax returns. Sign copies of tax forms in all locations requesting applicants’ signature in blue or black ink to certify original signatures.

Once the application has been reviewed and designated as a complete EAC package, HR will process the request and submit it to the State Department electronically.

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HR Operations Actions

• Submission of the staff member’s completed application digital package to the State Department’s eGov system.
• Receipt of transfer from State Department to USCIS and issuance of USCIS LIN Number for tracking final processing
• Receipt of final EAC card from USCIS, with a scanned copy of the EAC
• Placement into HR Doculockers for staff member collection

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