Extend or Amend an H-1B

The procedures for making the following changes are provided on this webpage. Use the links below to jump to the applicant and host department's instructions.

  • H-1B COE (Change of Employer) hold an H-1B at another institution but will be hired by Northwestern.
  • H-1B EOS (Extension) hold an H-1B at Northwestern but will extend employment end-date
  • H-1B Amend hold an H-1B at Northwestern but need to change details such as site of activity, job title, job description, salary, or hours worked.

Although the steps and materials required may vary slightly, the basic procedure is the same:

  1. The H-1B applicant will submit required forms and documentation to the host department. The host department will complete its own required forms and submit the entire packet to the International Office.
  2. Both applicant and host department will be complete online forms on Law Logix.
  3. The IO will handle Prevailing Wage Determination and Labor Condition Application requirements.
  4. The IO will prepare the petition and submit it to USCIS
  5. After receiving USCIS Receipt Notice, the H-1B applicant may begin/continue work at Northwestern

Please be aware that it takes a minimum of 3 months for IO to process an H-1B application after receiving a completed request. While the Receipt Notice is required for work to continue/begin at Northwestern for COE/Extension/Amend cases, the Approval Notice is required for all international travel. Please communicate with your IO advisor about any upcoming international travel plans.

Questions? Contact the International Office or departmental contact. Information about required documents is also available in the H-1B Beneficiary Checklist and the H-1B Department Checklist.

Change of Employer (COE) to Northwestern

Instructions for H-1B beneficiaries

  1. Submit the following required documentation to your host department:
    • Copy of passport biographical page
    • Current curriculum vitae (CV)
    • Copy of diploma(s)
    • Copy of transcript(s)
    • Credential evaluation, if you received your degree outside the U.S. Recommended evaluation companies include: Evaluation Service, Inc.; World Education Services (WES); Educational Credential Evaluators (ECE); One Earth Credential Evaluators
    • Copy of H-1B visa stamp
    • Copy of I-94 record
    • Copy of W2
    • Copies of all previous H-1B approval notices
    • Three most recent pay stubs from current employer (wait for your IO advisor to request these via email)
    • An employment letter from your current employer, including recent date and confirming employment start date
    • If you once held a J-1 visa: Copies of J-1 visa stamps or DS-2019 to prove J-1 status
    • If you were subject to 212(e): Copy of waiver recommendation and copy of 1-612
    • Optional: $1225 for USCIS Premium Processing that guarantees Receipt/Approval notices within 20 days. Check must be made to the Department of Homeland Security (payable by beneficiary or department).
  2. Complete the online questionnaire in Law Logix (ww8.welcomeclient.com). The International Office (IO) will send you your Law Logix login information after your sponsoring department has submitted their request to the IO.
  3. Both you and your department contact will receive emails when the IO receives a request, when the IO sends the petition to USCIS, and when IO receives the Receipt and Approval Notices.
    Please note: Your USCIS Receipt Notice is needed before you can start work at NU. If the intended employment start-date approaches and you do not have a Receipt Notice, the NU hiring department will have to delay employment.

Instructions for host departments

  1. In addition to the packet of documents submitted by the applicant (listed above), the host department is responsible for the following items:
  2. The IO and department handle the prevailing wage and Labor Conditions Application requirements. The following steps are required:
    • The IO obtains the prevailing wage determination to ensure that the University's wage offered is adequate.
    • The IO files a Labor Condition Application (LCA) with the Department of Labor.
    • The IO emails the LCA notice to the host department, which posts it at a conspicuous place for 10 business days. See posting notice instructions.
    • Within seven days of filing, the LCA is approved; the IO sends the certified LCA to the Department for signatures and return.
  3. The IO prepares H-1B petition:
    • IO reviews the paperwork and emails the Department and/or Beneficiary if any additional documents are necessary.
    • IO files the application with USCIS and provides the Department and/or Beneficiary with a UPS tracking number.
  4. The Receipt and Approval Notices are sent after the following processing times:
    • Within approximately 2-3 weeks, IO Front Desk emails the Beneficiary, Department Contact, and Payroll confirming the receipt of the Receipt Notice.The Receipt Notice is required for employment to begin at Northwestern.
    • Within approximately three to four months, IO Front Desk emails Beneficiary, Department Contact, and Payroll confirming the decision made by USCIS. The Approval Notice and and support documents will be ready for pick-up at the IO.
    • If the Beneficiary is outside of the Evanston/Chicago area, the Department contact will pick up documents and send them to the Beneficiary. The Approval Notice is required for any and all international travel.

Addressing dependents

If this application includes an extension, the H-1B beneficiary will have to file the I-539 form to extend his/her dependents status. This I-539 should be included in this H-1B extension filing. If there is no request to extend the beneficiary's end date, then an I-539 may not be necessary.

H-1B Extension

Instructions for H-1B beneficiaries

  1. Your host department must submit your forms and documents (listed below) along with its own documents as a complete package to the IO.
    • Copy of passport biographical page
    • Current curriculum vitae (CV)
    • Copy of diploma(s)
    • Copy of transcript(s)
    • Copies of all previous H-1B approval notices
    • Three most recent pay stubs from Northwestern (wait for your IO advisor to request these via email)
    • Copy of visa stamp
    • Copy of I-94 record
    • If you once held a J-1 visa: Copies of J-1 visa stamps or DS-2019 to prove J-1 status
    • If you were subject to 212(e): Copy of waiver recommendation and copy of 1-612
    • Optional: $1225 for USCIS Premium Processing that guarantees Receipt/Approval notices within 20 days. Check must be made to the Department of Homeland Security (payable by beneficiary or department).
  2. Complete the online questionnaire in Law Logix (ww8.welcomeclient.com). The International Office (IO) will send you your Law Logix login information after your sponsoring department has submitted their request to the IO. You can also log on to Law Logix for updates on the progress of the case and for remaining in contact with the International Office in case further information or documentation is needed.
  3. Both you and your department contact will receive emails when the IO receives a request, when the IO sends the petition to USCIS, and when IO receives the Receipt and Approval Notices.
    Please note: USCIS Receipt Notice is needed before you can continue work at NU. If your intended employment start-date approaches and you do not have an Approval Notice, portability provisions allow you to continue at NU based on the Receipt Notice.

Instructions for host departments

  1. In addition to the packet of documents submitted by the applicant (listed above), the host department is responsible for the following items:
  2. The IO and department handle the prevailing wage and Labor Conditions Application requirements. The following steps are required:
    • The IO obtains the prevailing wage determination to ensure that the University's wage offered is adequate.
    • The IO files a Labor Condition Application (LCA) with the Department of Labor.
    • The IO emails the LCA notice to the host department, which posts it at a conspicuous place for 10 business days. See posting notice instructions.
    • Within seven days of filing, the LCA is approved; the IO sends the certified LCA to the Department for signatures and return.
  3. The IO prepares H-1B petition:
    • IO reviews the paperwork and emails the Department and/or Beneficiary if any additional documents are necessary.
    • IO files the application with USCIS and provides the Department and/or Beneficiary with a FedEx tracking number.
  4. The Receipt and Approval Notices are sent after the following processing times:
    • Within approximately 2-3 weeks, IO Front Desk emails the Beneficiary, Department Contact, and Payroll confirming the receipt of the Receipt Notice.The Receipt Notice is required for employment to begin at Northwestern.
    • Within approximately three to four months, IO Front Desk emails Beneficiary, Department Contact, and Payroll confirming the decision made by USCIS. The Approval Notice and and support documents will be ready for pick-up at the IO.
    • If the Beneficiary is outside of the Evanston/Chicago area, the Department contact will pick up documents and send them to the Beneficiary. The Approval Notice is required for any and all international travel.

Addressing dependents

The H-1B beneficiary will have to file the I-539 form to extend his/her dependents' status. This I-539, including the following documents, should be included in this H-1B extension filing.

  • Completed form I-539
  • Copy of dependent(s) visa stamp page
  • Copy of dependent(s) passport biographical page
  • Copy of dependent(s) previous H-4 approval notice(s)
  • Printout of dependent(s) I-94
  • $290 fee check made payable to The Department of Homeland Security (payable by your or your department)
  • Copy of marriage certificate for spouse and/or birth certificate(s) for children. Include both original and English translation.

Amended H-1B

If the only change will be an increase/decrease in salary, please contact your assigned IO Advisor so that we can evaluate if an H-1B Amendment is necessary.

If your position will change (e.g. new job title, new job description, new site of activity, promotion, transfer to another NU department, different hours per week), you are required to submit H-1B Amendment paperwork -- and have the USCIS Receipt Notice -- before the change takes place.

Instructions for H-1B beneficiaries

  1. Your host department must submit your forms and documents (listed below) along with its own documents as a complete package to the IO.
    • Copy of passport biographical page
    • Current curriculum vitae (CV)
    • Copy of diploma(s)
    • Copy of transcript(s)
    • Three most recent pay stubs from Northwestern (wait for your IO advisor to request these via email)
    • Copies of all H-1B Approval Notices
    • Copy of visa stamp
    • Copy of I-94 record
    • If you once held a J-1 visa: Copies of J-1 visa stamps or DS-2019 to prove J-1 status
    • If you were subject to 212(e): Copy of waiver recommendation and copy of 1-612
    • Optional: $1225 for USCIS Premium Processing that guarantees Receipt/Approval notices within 20 days. Check must be made to the Department of Homeland Security (payable by beneficiary or department).
  2. Complete the online questionnaire in Law Logix (ww8.welcomeclient.com). The International Office (IO) will send you your Law Logix login information after your sponsoring department has submitted their request to the IO. You can also log on to Law Logix for updates on the progress of the case and for remaining in contact with the International Office in case further information or documentation is needed.
  3. Both you and your department contact will receive emails when the IO receives a request, when the IO sends the petition to USCIS, and when IO receives the Receipt Notice and Approval Notices. The USCIS Receipt Notice is needed before the change proposed in the petition can take place.

Addressing dependents

If this application includes an extension, the H-1B beneficiary will have to file the I-539 form to extend his/her dependents status. This I-539 should be included in this H-1B extension filing. If there is no request to extend the beneficiary's end date, then an I-539 may not be necessary.

Instructions for host departments

In addition to the packet of documents submitted by the applicant (listed above), the host department is responsible for the following items:

  1. The IO and department handle the prevailing wage and Labor Conditions Application requirements. The following steps are required:
    • The IO obtains the prevailing wage determination to ensure that the University's wage offered is adequate.
    • The IO files a Labor Condition Application (LCA) with the Department of Labor.
    • The IO emails the LCA notice to the host department, which posts it at a conspicuous place for 10 business days. See posting notice instructions.
    • Within seven days of filing, the LCA is approved; the IO sends the certified LCA to the Department for signatures and return.
  2. The IO prepares H-1B petition:
    • IO reviews the paperwork and emails the Department and/or Beneficiary if any additional documents are necessary.
    • IO files the application with USCIS and provides the Department and/or Beneficiary with a FedEx tracking number.
  3. The Receipt and Approval Notices are sent after the following processing times:
    • Within approximately 2-3 weeks, IO Front Desk emails the Beneficiary, Department Contact, and Payroll confirming the receipt of the Receipt Notice.The Receipt Notice is required for employment to begin at Northwestern.
    • Within approximately three to four months, IO Front Desk emails Beneficiary, Department Contact, and Payroll confirming the decision made by USCIS. The Approval Notice and and support documents will be ready for pick-up at the IO.
    • If the Beneficiary is outside of the Evanston/Chicago area, the Department contact will pick up documents and send them to the Beneficiary. The Approval Notice is required for any and all international travel.