Human Resources

Summary

ATTENTION:

As of May 2020, EAC renewal applications require verification of filing federal 1040NR or 1040NR-EZ in the form of a IRS Federal Tax Transcript for the year(s) covering the most recently issued EAC.

• To obtain the 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 filed 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. Filing or records of filing a 1040NR or 1040NR-EZ, is not acceptable for purposes of an EAC renewal. 
• HR Operations will review and ensure 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 prior to submitting the full package to the US State Department.  Requests submitted without the proper tax forms will be returned by the State Department to HR
• State (DC, VA, MD) tax return requirements remain the same, EAC renewal applicants must submit state tax returns as filed. State tax filings must be signed in blue ink when submitted for EAC renewals.

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.  Work permit requirements are subject to frequent changes as mandated by the State Department/USCIS.  Updates will be posted here as they are provided by the State Department/USCIS.

Note: EACs are not available to domestic partners or children of domestic partners who are not legally adopted by the staff member.

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. 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.

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.

Eligibility

Spouses and/or children of HQ assigned World Bank Group employees, who hold a dependent G-4 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.  Please note that if the employer is outside the Washington metropolitan area then the work has to 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 100 unbilled 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-94 available at the I-94 Record of U.S. Entry website.

• 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.

For Spouses on Non-Immigrant Visas with U.S. Work Authorization

• With 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 visa or other non- immigrant visas with work authorization must stop working immediately on 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.

2(a)

USCIS Form I-566: 1 original copy, signed in blue ink, of the Bank Group version of USCIS Form I-566.  Complete electronically and print for signature prior to submitting hard copy version.  Do not change any of the pre-filled information.  Note: Do not use the form from the USCIS website.

1. If you hold an open appointment, use your mandatory retirement date as the expected end date of duty
2. If you hold a term appointment, use your end of current term or HQ assignment date as the expected end of duty date

1. High quality colored 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.
2. Colored 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.
3. 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

1. If currently employed: submit 1 copy of employment verification letter for dependent’s current employer - in the case of a renewal, submit an offer of continued employment
2. If Self-Employed or not currently employed: 1 copy of a letter containing all the following information.  Use this sample letter as a template.  Ensure letter is signed by applicant

• Description of intent to work in a particular field
• Qualifications for working that particular field
• Proof of employment in intended field (attach proof of previous employment)
• Title and anticipated duties as self-employed
• Consultative fees for service
• Number of hours per week expected to work
• 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 (copy of draft advertisement must be attached to letter)
• Proof of previous employment in that field will be required. Any document over the period of the applicant's career like an offer letter/employment verification letter/payslip/ employment exit letter etc issued by the company can be submitted. If there is no such document available to submit, then a signed to whom it may concern letter from the applicant explaining the same is required.

3. If job offer is pending: submit 1 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)

Note: 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.

2(g)

Full-time student dependent children: submit 2 copies of the original official school letters from the school registrar on school letterhead containing and certifying the following:

i.    Applicant’s a full-time student status

ii.    list the courses taken

iii.    list the credit hours carried

iv.    expected graduation date or timeframe

v.    dated in the current academic term

vi.    signature of school official with title and contact information

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.

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, the applicant must submit 1 copy of a signed and dated letter explaining the absence of tax returns.

i. 1 Copy of U.S. Federal income tax transcripts certifying filing of the 1040NR tax documents. A G-4 dependent visa holder is a non-resident for U.S. income tax purposes. To obtain free tax transcripts please visit https://www.irs.gov/individuals/get-transcript.  You will be required to create an account with the IRS online 

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.

ii. 1 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.

Note:  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.

HR Operations Actions

HR confirms the following to the staff member by email:

• Delivery of the staff member's completed application package to the State Department.
• 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.

Note: The State Department and USCIS take approximately 8-10 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.

Once notified of process completion staff will be able to

• Collect the EAC from HR Operations.

            Note: Retain copies of EAC cards, in case the original is lost or misplaced.

• Apply for or update the Social Security card if card says 'NOT VALID FOR EMPLOYMENT' at any Social Security Office.

Note: If you are applying for an Employment Authorization Card for the first time and checked Yes to Question 14 in the I-765 (Do you want the SSA to issue you a Social Security Card?), the Social Security Administration (SSA) will process your Social Security Card application automatically. The approved Social Security Card will be mailed to WB HR Operations within four weeks of the approval of the EAC.HR Operations will notify you when your card is ready for pick- up. Do not apply separately with the SSA.

• For any other Social Security related questions, please contact a local SSA office. The 1300 D St SW, Washington, D.C. is recommended due to their familiarity with G4 visa.
• 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