J-1 Mandatory Health Insurance Requirements and the Student Health Insurance Plan (SHIP)

1. J-1 Mandatory Health Insurance Requirementsand the Student Health Insurance Plan (SHIP) SHIP Operations Coordinator: Lindsay Knudson Program Coordinator: Kim Maday Assistant Program Coordinator: Ryan Redmer

2. J-1 Mandatory Health Insurance Requirements • Per the Department of State, all J-1 Exchange Visitors are required to carry valid health insurance for the duration of their J-1 program. • D.O.S. regulation 22 C.F.R. § 62.14 specifies this requirement • As the official program sponsor, IFSS is responsible for making sure the health insurance requirements are actively carried out • IFSS fulfills this obligation through our relationship with the SHIP office • Implementation of 22 C.F.R. § 62.14 varies based on the individual program sponsor.

3. SHIP: Who We Are, Why We’re Here • Insurance is a form of risk sharing among a group of people. • As more people sign up for the insurance policy, this risk is spread out over a larger group, resulting in possible reductions to premiums levels and expansion of covered services. • In 1993, UW-Madison developed a comprehensive and affordable health insurance policy for international students, scholars and their dependents, to ensure that large unexpected medical expenses do not hinder their educational objectives.

4. SHIP: Who We Are, Why We’re Here • Current UW-Madison policy requires that international students and J-1 scholars have adequate health insurance at all times for themselves and their dependent families. • This policy is consistent with existing the United States Citizenship & Immigration Services, a branch of the Department of Homeland Security.

5. How Does SHIP Manage J-1 Compliance?

6. Pre-Arrival & Marketing Communications • Emails • Mailers • J-1 Scholar Pre-arrival Packet • Website www.uhs.wisc.edu/ship

7. Bi-Weekly J-1 Orientations • Welcome and Intro to SHIP • Summary of Benefits Handouts • Brief overview of SHIP benefits • Information on how to register • Reminder of registration deadline • Office hours, location and contact information

8. Open Enrollment Periods • Students: Fall, Spring & Summer Semesters • Fall: July 15-September 14 • Spring: December 15-February 14 • Summer: May 15-July 14 • J-1 Scholars: 31 Days after arrival into the United States

9. We’re On Campus for Your Convenience • Team of Customer Service Representatives • 333 E. Campus Mall, 7th Floor • Open M-F 9am – 5pm • Phone: 608-265-5232 • Email: shipmail@uhs.wisc.edu

10. Registration Options for J-1 Scholars • Enrollment • Must purchase 6-12 months, based on their J-1 Program arrival/departure dates • Billing months are from the 15th of one month to the 14th of the next. Additionally, premiums are based on age and number of dependents. • Must provide copies of DS2019 and Stamped Passports for self and any J-2 dependents • Payment by Visa, MasterCard, Discover, check, or exact cash • In-office registration is preferred

11. Registration Options for J-1 Scholars • Waiver Application • Enrolled in a State Group Health Plan • UW-Madison has an agreement established with their foreign institution • They are researching or studying abroad for the semester/year (dept. verification required) • J-1Visa is issued by another university • Must provide current proof of insurance • Must provide copies of DS2019 and Stamped Passports for self and any J-2 dependents

12. What Insurance Qualifies for a Waiver?

13. Waiver Approvals • U.S. Based, Group Health Insurance Plans • WI State Group Health Plans (GHC, Unity, Dean, Physicians Plus) • Foreign Institutions that have an established agreement with UW-Madison

14. Minimum Qualifications • J-1 Program participants and their dependents are required to have medical insurance coverage with the following minimum benefits [22 CFR 62.14] • Medical benefits of at least $50,000 per accident or illness • SHIP provides benefits up to $1,000,000 • Repatriation of remains in the amount of $7,500 • SHIP provides benefits up to $1,000,000 • Expenses associated with the medical evacuation of the exchange visitor to his/her home country in the amount of $10,000 • SHIP provides benefits up to $1,000,000 • A deductible not to exceed $500 per accident or illness • SHIP In-Network Care for International Scholars has a $0 deductible

15. Waiver Denials • No Travel or Individual Plans • Insurance plans that exclude or limit the following benefits will not be approved: • Maternity Coverage • Mental Health and Nervous Disorders • Attempted Suicide • AIDs, HIV or other sexually transmitted infections • Alcohol/Drug Abuse assessment and treatment • *Note: If a scholar’s plan meets the minimum requirements, but is not listed on the current Waiver application, the plan must be submitted for review and may still be denied. Please contact the SHIP office for how to establish a waiver agreement. Review time can take up to 8 weeks.

16. How SHIP and IFSS Work Together

17. J-1 Pre-Arrival and Orientation • Scholars are accepted to the program and sent a pre-arrival packet of information • The SHIP portion of this packet includes registration deadlines, billing cycles and how to contact our office with questions • Once scholars arrive to the U.S. they are required to attend a J-1 Program Orientation

18. IFSS J-1 Program Notifications to SHIP • New arrival emails containing DS-2019 for scholar and any J-2 dependents • Program extension emails containing extended DS-2019 for scholar and any J-2 dependents • Program Amendments and Terminations emails

19. SHIP Scholar Fridays • SHIP has weekly system generated reports • These reports are for scholars who are non-compliant or nearing their 31 day SHIP compliance deadline • Email Communications to Scholars and Department are sent • 1st, 2ndand 3rd emails are reminder notifications • 4th notifications come AFTER scholar’s registration deadline is missed

20. IFSS Compliance Checks • IFSS must verify SHIP compliance anytime a scholar submits a document request • Once compliance is verified, IFSS can approve: • Program Extensions • Travel Endorsements • Transfers • J-2 Dependent Entry Requests

21. Non-Compliant J-1 Scholars • If a scholar is non-compliant, meaning they missed their 31 day registration deadline, or have left the United States without paying their full SHIP balance: • Scholar will have to reconcile with the SHIP office by either purchasing SHIP or waiving SHIP and also pay a $100 SHIP administrative late fee • If scholar does not comply, IFSS will make a determination as to whether or not a termination of the scholar’s program is necessary.

22. How You and SHIP Can Work Together • If your department would like to offer your J-1 scholar financial assistance with their health insurance premiums, you can do this in one of three ways: • Direct JET Transfers • Internal Work Orders (IWOs) • Interdepartmental Billing Forms (IDBs) • Please remember to submit payment documentation to the SHIP office along with: • Copies of DS2019s and Stamped Passports for all J-1 and J-2 Dependents

23. Questions? • Please contact the SHIP office! • Phone: 265-5232 • Email: shipmail@uhs.wisc.edu • Fax: 265-5668