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End of Employment

The hiring unit must notify ISSS when an H-1B employee’s employment with the university ends, either before or on the H-1B end date, regardless of which party terminates employment. In most cases, ISSS will request withdrawal of the Labor Condition Application (LCA) and H-1B petition to relieve the hiring unit of its H-1B employment obligations. Withdrawal of the LCA and H-1B petition incurs a $250–$300 cost invoiced directly to the department-specific speed type given to ISSS upon submission of the H-1B Request.

H-1B Employee Overview

Discretionary 60-Day Grace Period

United States Citizenship and Immigration Services (USCIS) regulations allow for a discretionary 60-day maximum grace period when an H-1B employee ends their employment with the university. For more information, see H-1B Time Limits & Grace Periods page.

Non-Employee Reimbursement (NR) Process

The way to pay the equivalent of an airline ticket for a terminated employee’s reasonable transportation costs to their home country is via the Non-Employee Reimbursement process:

1

Step 1

Ask a University-approved travel agent for a quote for a flight on a date closest to the last day of the employee’s pay period.

2

Step 2

Enter a payment request using the Non-Employee Reimbursement (NR) form available from the Procurement Service Center website. Include in the comments:

The payment is based on an estimate
There are no actual receipts
An explanation of the federal compliance requirement is attached (see point below)

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Step 3

Attach the following:

A quotation of the cost of the airline ticket from a university-approved travel agent
A copy of the USCIS Petition Approval Notice for the H-1B or O-1 petition in question
A printout of Form I-94 from U.S. Customs and Border Protection’s I-94 website showing the period for which the employee was admitted to the U.S. in H-1B or O-1 status
A copy of the termination documentation from the hiring unit
The link to this webpage

Approval Chain

The NR form must be approved by the school/department Administrator or the Director of Finance and Administration. The Deputy Controller or the Controller will be asked to review and approve the request before it can be sent to PSC.

If the request is approved, a payment check will be sent to the payee’s address listed in the NR form.