The SHARE and BEST Visa Team assist the SHARE and BEST region with processing UC Berkeley sponsored visas for employment or research.
We work closely with HR Partners, HR Generalists, departments and incoming visa holders to help them gather complete and accurate information in preparation for BIO (Berkeley International Office) and USCIS submission.
To best ensure that visa applications are processed in a timely manner prior to the appointment start date, we ask that you please submit your requests in accordance to the recommended lead times
- Submit J-1 Exchange Visitor extension requests for any scholars at least 6 weeks prior to the current Form DS-2019 end date.
- Consult BIO as soon as possible on the feasibility and timing of any request to change status to J-1 if scholars are currently working for UC Berkeley on F-1 OPT. The United States Citizenship and Immigration Services (USCIS) processing times can vary and BIO advisors can be consulted on the timing and options.
- Avoid start dates in December and on holidays and University closures.
- Proposed Rule to Eliminate Duration of Status – In preparation for these potential changes, J-1 Short-Term Scholars who are appointed for less than six months should strongly consider setting their appointment duration to six months. If the duration of status is eliminated, the process will be more complicated and longer as it would involve application with USCIS to extend an appointment to six months. It is much easier to shorten an appointment later if plans change than to extend it under the proposed rule.
- Early departures/terminations - Assign a termination task in SH to SHARE Visa Team when you are made aware of an employee's departure date or early termination of appointment. Their visa documents must be updated accordingly.
- BIO's Minimum proof of funding requirement increased and is now $2,200/month for J-1 Scholars. Please make sure your cases have this amount or more listed as their minimum proof of funding.
- H-1B cases - Please include BIO's advice/communication (not required for H-1B extension) in the SH case as attached emails. Assign the visa task to the SHARE Visa Team as soon as possible.
- We encourage all new H-1B submissions to include approval for USCIS premium processing as submissions without it can be unpredictable and run the risk of not being approved by an employee’s start date. Submit a request to BIO at least 2 months before the anticipated start date of the H-1B employee when using premium processing.
- Premium Processing fee increase: USCIS will increase the USCIS Premium Processing fee from $2805 to $2965 for employment-based cases, including H-1B, TN, and O-1, submitted to USCIS on or after March 1st, 2026. For more information, see the USCIS announcement. In preparation for the upcoming change, the H-1B Fee Payment Form and TN Fee Payment Form have been updated on the Berkeley International Office website.
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Visa Team Contacts |
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H1-B Visa Timeline
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Team/ Department |
Action |
Timeframe |
|---|---|---|
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1. Unit/Dept Consults with BIO |
Department should consult with BIO prior to submitting the SH case to make sure the employment visa will not have issues. Department should review the eligibility requirements. |
This can occur months or weeks prior to appointment being approved |
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2. Department submits ServiceHub Case |
Department submits ServiceHub Case once the appointment has been approved and appointment letter has been issued and accepted. ** Consult your HRP if you think the visa will need to be initiated before the appointment is finalized. |
1 week |
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3. SHARE and BEST (BRS) |
Completes the collection of all forms and documents from dept and hire. This can take more weeks if the new hire takes longer to respond. |
1-2 weeks |
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4. New Hire |
Provides biographical/immigration information to Visa team for processing. There may be additional follow up and collection of additional documentation from hire upon review from Visa Team. |
2-4 weeks |
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5. BIO |
If all information is complete, BIO will submit petition to USCIS for processing. |
4 weeks |
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6. USCIS |
Issues a Receipt Notice letting the future employer know that they have received the application. This is NOT an approval for the visa. |
1-2 weeks |
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7. BIO/USCIS |
BIO will receive one of the following from USCIS: A)Approval Notice. If approved, BIO will inform the hire and send them the original USCIS packet via FedEx. -OR- B) Request for evidence (RFE). In this case BIO will provide the list of required documentation to the hire/dept |
Premium Processing (if approved): 3-4 weeks Regular Processing: Can exceed 24 weeks |
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8. New Hire |
Receives Approval Notice via email and original via FedEx and schedules embassy appointment (if they are overseas or changing status). This is contingent on the new hire providing documentation requested from their U.S. embassy. |
2-4 weeks (Potentially longer depending on visa embassy wait times) |
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9. New Hire |
Attends U.S. embassy appointment. Embassy reviews visa application, if approved issues visa stamp in passport. Once visa is approved, New Hire schedules travel and secures housing. ** If additional security check is required, then turnaround times are not predictable. |
2-12 weeks |
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10. SHARE and BEST (BRS) |
Up to 10 days prior to arrival, BRS will send the employee a DocuSign to complete. H-1B holders can only enter the U.S. up to 10 days prior to their start date. |
1-2 weeks |
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11. New Hire |
Completes their DocuSign, I-9 and schedules onboarding session. I-9 cannot be completed until after they arrive in the U.S. |
1-2 weeks |
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12. SHARE and BEST (BRS) |
Submits template to UCPath for generation of Employee ID. |
1 week |
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13. UCPath |
Approves template and generates Employee ID |
1 week |
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14. SHARE and BEST (BRS) |
Sends welcome email to new employee. |
1 week |
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15. New Hire |
Can begin working on appointment start date or after. |
1 week |
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Total Est, Time |
This time frame varies significantly based on all potential delays such as embassy appointment availability or regular vs. premium processing. |
22 weeks -41 weeks |
J-1 Visa Timeline
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Team/ Department |
Action |
Timeframe |
|---|---|---|
|
1.Unit/Dept Consults with BIO |
This can occur months or weeks prior to appointment being approved. |
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2. Department submits ServiceHub Case |
Department submits ServiceHub Case once the affiliate or employment appointment has been approved and appointment letter has been issued. ** Consult your HRG if you think the visa will need to be initiated before the appointment is finalized. |
I week |
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3. SHARE and BEST (BRS) |
Completes the collection of preliminary forms and documents from dept and hire. This can take more weeks if the new hire takes longer to respond. |
1-2 weeks |
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4. New Hire or Affliate |
Provides biographical/immigration information to Visa team for processing. There may be additional follow up and collection of additional documentation from hire or affiliate upon review from Visa Team. |
2-4 weeks |
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5. BIO |
Receives DS-2019 via DocuSign email with instructions and schedules embassy appointment and pays SEVIS fee, if applicable for transfers. This is contingent on the new hire providing documentation requested from their U.S. embassy. |
Expedited: 5 business days Regular Processing: 10 business days |
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6. New Hire |
Receives DS-2019 via DocuSign email with instructions and schedules embassy appointment and pays SEVIS fee, if applicable for transfers. This is contingent on the new hire providing documentation requested from their U.S. embassy. |
2-4 weeks (depending on the season and how busy the consulates are) |
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7. New Hire |
Attends U.S. embassy appointment Attends U.S. embassy appointment. Embassy reviews visa application, if approved issues visa stamp in passport. If additional security check is required, then turnaround times are not predictable. |
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8. New Hire |
Schedules travel andsecures housing. Scholar can arrive in the U.S. up to 30 days before their start date. After arriving in the U.S., Scholar completes BIO online arrival confirmation form |
This is dependent on Scholar’s start date |
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9. SHARE and BEST (BRS) |
Up to 10 days prior to arrival, BRS will send the employee a DocuSign to complete. Scholars can only begin their appointment on their DS-2019 start date. |
1-2 weeks |
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10. New Hire |
Completes their DocuSign, I-9, if applicable and schedules onboarding session. I-9 cannot be completed until after they arrive in the U.S. VS/VSRs are not required to complete an I-9 as any reimbursements issued to them will be through disbursements |
1-2 weeks |
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11. SHARE and BEST (BRS) |
Submits template to UCPath for generation of Employee ID or Affiliate ID. |
1-2 weeks |
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12. UCPath |
Approves template and generates Employee ID or Affiliate ID |
1 week |
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13. SHARE and BEST (BRS) |
Sends welcome email to new employee or affiliate. |
1 week |
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14. New Hire |
Can begin working on appointment start date or after. |
1 week |
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Total Est, Time |
This time frame varies significantly based on all potential delays such as embassy appointment availability or regular vs. expedite processing. |
15 weeks -34 weeks |