H-1B Application Process

Instructions for Department

As the office designated to handle visa issues for the UMN, ISSS works with department representatives to prepare employment-based visa petitions. The department is our primary point of contact, and is responsible for facilitating the application process with the prospective employee. 

This process can be used for both new and continuing H-1B, E-3, and TN applications applications:

  1. Consult ISSS or refer to the Visa Options for Employment Eligibility chart to determine the appropriate visa status.
  2. Read the ISSS website, especially the H-1B Processing Times, which includes an explanation that Premium Processing may be required at any time. See additional information if transferring H-1B status from another employer.
  3. Collect the following information from the employee (this will be required for step #5):
    • Complete passport name
    • Gender
    • Email address
    • Phone number and address
    • Date of birth
    • Country of citizenship
    • Current immigration status and expiration date
    • Proposed start date and proposed job title with the University of Minnesota
    • Employee’s travel plans
    • If spouse/children are in the U.S. and need dependent status, provide passport name, relation, and gender of dependent(s)
    • If the individual currently or previously held J visa status, determine whether they are subject to the two-year home residence requirement (see Students, Scholars, or Student-Interns). Please include any relevant comments in the "Notes/Comments" section in step #5.
  4. If the prospective employee does not yet have a PeopleSoft ID, an ID must be created. See instructions: Creating PeopleSoft IDs for Non-Immigrant Visa Holders.
  5. Complete the INSZoom* Employee Intake Information questionnaire. This must be completed by the department.
    • Complete both the “Principal Applicant’s Information” and “Department Information” pages.
    • Include any other notes that you believe would be helpful for ISSS to know.
    • After entering notes/comments (if applicable), select the “Click Here to Submit” button. If you don’t, ISSS will not be notified of your submission.
  6. ISSS will assign a case type and will send separate “Starter Kit” emails to the department and the employee. The case type determines which documents are required and what to do upon approval of the application. Please contact ISSS if you do not receive a starter kit email within 2-3 days.
  7. The department and the employee complete their respective questionnaires and submit them online to ISSS.
    • The system allows 30 days for completion of the questionnaires. Contact us if you need additional time.
    • To keep a copy of a completed questionnaire, print it before hitting the submit button.
  8. The department and employee provide all documents to ISSS, as instructed in the starter kit email.
  9. After all documents have been received, ISSS begins preparing the H-1B petition. This is the point at which ISSS processing (part 2) begins. If documentation is missing or questions arise, ISSS will email the department and/or the employee.
  10. ISSS prepares the application after receiving the completed questionnaires and required documents. If documentation is missing or questions arise, ISSS will email the Department Administrative Contact and/or the employee.
  11. While preparing the application, a Labor Condition Application must be filed. At this point, the ISSS Administrative Fee is charged to the department.
  12. ISSS emails the department and the employee when the application is sent to USCIS.
  13. ISSS emails the department and the employee when the USCIS receipt arrives. ISSS will provide the receipt number for tracking case status online with USCIS.
  14. ISSS notifies the department and employee when the I-797 Approval Notice arrives by mail.
  15. If the employee is not in the United States, they must apply for a visa.
  16. The employee must present the I-797 Approval Notice to payroll to complete a Form I-9.
Last updated: March 18, 2022