SHIP Operations Coordinator: Lindsay KnudsonProgram Coordinator:
Kim MadayAssistant Program Coordinator:
Ryan Redmer
J-1 Mandatory Health Insurance
Requirementsand the Student Health Insurance Plan
(SHIP)
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.o 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 officeo Implementation of 22 C.F.R. § 62.14 varies based on the individual
program sponsor.
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.
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.
How Does SHIP Manage J-1
Compliance?
Pre-Arrival & Marketing Communications
• Emails• Mailers• J-1 Scholar
Pre-arrival Packet
• Websitewww.uhs.wisc.edu/ship
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
Open Enrollment Periods
• Students: Fall, Spring & Summer Semesterso Fall: July 15-September 14o Spring: December 15-February 14o Summer: May 15-July 14
• J-1 Scholars: 31 Days after arrival into the United States
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: [email protected]
Registration Options for J-1 Scholars
• Enrollmento Must purchase 6-12 months, based on their J-1 Program
arrival/departure dates
o 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.
o Must provide copies of DS2019 and Stamped Passports for self and any J-2 dependents
o Payment by Visa, MasterCard, Discover, check, or exact cash
o In-office registration is preferred
Registration Options for J-1 Scholars
• Waiver Applicationo Enrolled in a State Group Health Plan
o UW-Madison has an agreement established with their foreign institution
o They are researching or studying abroad for the semester/year (dept. verification required)
o J-1Visa is issued by another university
o Must provide current proof of insurance
o Must provide copies of DS2019 and Stamped Passports for self and any J-2 dependents
What Insurance Qualifies for a Waiver?
• 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
Waiver Approvals
• J-1 Program participants and their dependents are required to have medical insurance coverage with the following minimum benefits [22 CFR 62.14]
o Medical benefits of at least $50,000 per accident or illnesso SHIP provides benefits up to $1,000,000
o Repatriation of remains in the amount of $7,500o SHIP provides benefits up to $1,000,000
o Expenses associated with the medical evacuation of the exchange visitor to his/her home country in the amount of $10,000
o SHIP provides benefits up to $1,000,000
o A deductible not to exceed $500 per accident or illnesso SHIP In-Network Care for International Scholars has a $0 deductible
Minimum Qualifications
• No Travel or Individual Plans• Insurance plans that exclude or limit the following benefits
will not be approved:o Maternity Coverage
o Mental Health and Nervous Disorders
o Attempted Suicide
o AIDs, HIV or other sexually transmitted infections
o Alcohol/Drug Abuse assessment and treatment
o *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.
Waiver Denials
How SHIP and IFSS Work Together
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
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
SHIP Scholar Fridays• SHIP has weekly system generated
reportso These reports are for scholars who are non-compliant or
nearing their 31 day SHIP compliance deadline• Email Communications to Scholars and
Department are sento 1st, 2nd and 3rd emails are reminder notificationso 4th notifications come AFTER scholar’s registration
deadline is missed
IFSS Compliance Checks
• IFSS must verify SHIP compliance anytime a scholar submits a document request
• Once compliance is verified, IFSS can approve:o Program Extensionso Travel Endorsementso Transferso J-2 Dependent Entry Requests
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:o 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.
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:o Direct JET Transferso Internal Work Orders (IWOs)o Interdepartmental Billing Forms (IDBs)
• Please remember to submit payment documentation to the SHIP office along with:o Copies of DS2019s and Stamped Passports for all J-1 and J-2
Dependents
Questions?• Please contact the SHIP office!
o Phone: 265-5232o Email: [email protected] Fax: 265-5668
