|This checklist summarizes the steps to request or renew an Employment Authorization Card (EAC). The EAC is required for all paid jobsin the U.S., including international organizations, embassies, and non-profit organization.|
The Department of State (State Department) mandates that individuals holding G-4 visas must attach the appropriate tax documents, including verification of filing the federal 1040NR or 1040NR-EZ with the U.S. Internal Revenue Service (IRS), to work permit renewal requests. In the past, work permits were erroneously issued with the submission of tax form 1040.
As of May 7, 2020, verification of filing federal 1040NR or 1040NR-EZ is a copy of the IRS Federal Tax Transcript for the year(s) covering the most recent EAC and not the filed 1040NR or 1040NR-EZ. To obtain a free federal tax transcript, visit the IRS Tax Portal here: https://www.irs.gov/individuals/get-transcript. You will be required to create an account with the IRS online. Copies of Federal tax returns are no longer accepted.
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.
State (DC, VA, MD) tax return requirements remain the same, EAC renewal applications must submit state tax returns as filed. State tax filings must be signed in blue ink when submitted for EAC renewals.
HR Operations Visa team will be ensuring that all work permit renewal requests are accompanied by IRS Tax Transcripts for federal tax filings and signed State income tax returns, for the period covering the term of the current or most recent work permit.
Requests submitted without the proper tax forms are being denied by the State Department.
Work permit requests are subject to frequent changes. To ensure you are aware of the current requirements, check the State Department visa website before submitting any forms for visa- related transactions.
Spouses or children of World Bank Group G4 employees, who hold a dependent G4 visa, may be eligible to work in the U.S. However, before such work can begin, the spouse or child must obtain an EAC from the USCIS.
An individual may apply if the:
Note: EACs are not available to domestic partners or children of domestic partners who are not legally adopted by the staff member
FOR SPOUSES ON H1B VISAS OR OTHER NON-IMMIGRANT VISAS WITH U.S. WORK AUTHORIZATION
With the exception of dependent A type visa holders, U.S. immigration regulations require that any individual entitled to a G4 visa, such as a non-immigrant spouse of a Bank Group staff member holding a G4 visa, must be issued a G4 visa.
In practice, this means that a spouse currently working in the U.S. on an H1B visa or other non- immigrant visas with work authorization must stop working immediately on appointment of the staff member until a valid work permit is obtained under the G4 dependent visa, and must not work for the duration of time it takes to change status to a dependent G4 visa and subsequently obtain work authorization. This process can take several months.
Therefore, prior to accepting an offer from the Bank Group, the incoming staff member should plan carefully with the spouse/same-sex domestic partner’s U.S. employer to accommodate the spouse's mandatory unpaid leave of absence.
|Step 1||Staff to:|
Verify whether the dependent G4 visa holder has a Personal Identification (PID) number by checking your visa profile in myHR Self-Service. If you do not have access to this system, email HROperations.
|1.2||Initiate the 'Work Permit Request' in myHR Self-Service after collecting the documents below. Once initiated you will receive a case number via email.|
Include the following in the file:
If employed, submit 1 copy of the original offer letter from your spouse/dependent's prospective employer. The letter must contain all of the following:
If self-employed or not currently employed, submit:
1 copy of a letter containing all of the following information. Use this sample letter as a template.
1 copy of the advertisement that will be used to announce services
1 copy of the proof of previous employment document
The U.S. Department of State and USCIS require employer drafted and self- employment letters referenced above to contain all of the requested information. EAC applications will be returned if any of the requested information is missing. Ensure you submit a signed version of your employment letter. If applicants wish to seek employment from an organization or company, they must provide a job offer letter. Self-employment letters stating the applicant wishes to seek employment at an organization or company will be returned. Ensure that you submit a signed version of your employment or self-employment letter.
|1.4||Resume: All applicants must submit 1 copy of the resume. Prior work experience must be relevant to the work that will be performed, and applicants must show completion of education/training requirements related to intended work such as degree, diploma, and training certificates.|
Complete (type-written) and print 1 original copy signed in blue ink of the Bank Group version of USCIS Form I-566. Do not change the pre-populated mailing address.
Note: Do not use the form from the USCIS website. If you hold an open appointment, use your mandatory retirement date as the expected end date of duty.
|1.6||Complete (type-written), print, and sign in blue ink, 1 original copy of USCIS Form I-765. Please ensure that the barcode at the bottom of the pages is printed. Note: Do not use the form from the USCIS website. Do not add any other information to the questions that are pre-filled.|
Obtain 1 copy each of the following for the applicant (G4 dependent) and you (G4 principal):
Note: The G4 visa and the passport of both the staff and the applicant must be valid for a minimum of 18 -20 weeks at the time the application is being submitted to the State Department.
If the I-94 was issued on or after May 1, 2013, navigate to the I-94 website to print it
Submit 2 color passport photos of the applicant in accordance with the U.S State Department guidelines, taken within the last 6 months and not previously used (should be different from the passport/visa picture with uniform white background and no shadows cast). Write the name of the applicant and 'World Bank Group' on the back of each photograph. For work permit renewals, the alien registration number should also be included on the back of each photograph. The alien registration number is the USCIS# on the current employment authorization card.
Note: Vending machine photos are not acceptable
For dependent children who are full-time students submit 2 copies of the original letter from the school registrar. The letter should:
Note: All dependent children aged 21-23 must be full time students in the U.S. and college or university transcript and enrollment letter must be included with the application
|1.10||Obtain a minor work permit (child labor certificate) from the Department of Labor if the applicant is under 17 years of age in Maryland and provide job offer letter. See the Maryland Department of Labor’s Employment of Minors website for details.|
For EAC renewal, also include:
Note: If Federal tax-transcript(s) is/are not available the State Department will not accept tax forms in lieu of transcripts.
In the absence of the Federal tax transcript please note that IRS has advised the State Department that mailing Form 4506-T will work to obtain a Federal Tax- Transcript. However, there is a backlog of correspondence (due to the COVID-19 pandemic) which will cause a delay in receiving the Federal Tax-Transcript.
Note: A G4 dependent visa holder is a non-resident for U.S. income tax purposes and files a Form 1040NR, and not Form 1040 or a 1040A, regardless of how long the G4 dependent has been physically present in the U.S. If taxes are filed electronically, the signature of the applicant is required on the relevant tax form.
|1.12||Email entire application to HR Operations by replying to the case received when the “Work Permit Request” was initiated|
|1.13||Schedule an appointment with HR Operations via https://myhrscheduler.worldbank.org/HrWalkin/listAppointments, (select Work Permit Document Review at HQ) to have your file reviewed prior to submission.|
|1.14||Once the application is reviewed and completed, HR will send you additional documents (Cover letter, Form I-566 page 7 signed and stamped), and the instructions to mail the application to the WBG mail room.|
|Step 2||HR Sends:|
|2.1||The staff member's completed application package, to the State Department.|
|2.2||An email to the staff member, once the EAC is received from the State Department, with a scanned copy of the EAC.|
Note: The State Department takes approximately 18 weeks to process the request 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.
Employment authorization is job-specific. For spouses and domestic partners, the EAC is normally valid for 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. If the Bank Group staff member terminates employment, work authorization ceases immediately, with no grace period, even if the EAC card shows a later expiration date.
|Step 3||Staff to:|
Collect the EAC from HR Operations.
Note: Retain copies of EAC cards, in case the original is lost or misplaced.
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: The Bank Group will not assist G4 staff or their dependents with tax issues or questions.
Last Updated: Feb 26, 2021