Travel for a Foreign National for Training in the U.S.

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Here is a checklist of steps to take to properly report the project-funded travel of a foreign national for training events based in U.S.

  • Start process at least 90 days prior to the program start date
  • Get passport picture page of foreign trainee
  • Gather information from foreign trainee in order to.
    • Complete Form 10A
      • It has 4 Parts: Trainee, Trainee for visa, Program, Funding info
  • Send Form and passport picture page to the person that handles your budget (If M.E. manages your budget then to Jane: Fax number: 540-231-1402, E-mail: cbrannan@vt.edu)
    • The budget manager will then enter the information into TraiNET and begin the J1 process.
    • Once completed, your trainee will receive form DS 2019 (Washington issues and send to Host Country mission). Your trainee will also be contacted by USAID to complete the visa process.
      • The DS-2019 is a multi-purpose document issued by the U.S. Department of State certifying that your admission into a program has been accepted and that you have demonstrated sufficient financial resources to stay in the U.S. (More information about the DS-2019 here: exchanges.state.gov/‌jexchanges/‌j-1_visas/‌ds-2019.html)
  • Forward form DS 2019 to your budget manager to monitor J1 trainee’s status.
    • Around this point, your budget manager will also be getting HAC insurance for your trainee
  • When trainee physically ARRIVES in the US for training, notify your budget manager so he or she can enter the date into the system, or the funding could get canceled.
  • When the program ends and the trainee leaves, notify your budget manager within three days.