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.

Change of Employer (COE) to Northwestern University

Instructions for H-1B beneficiary

  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 hiring department).
  2. Complete the online questionnaire in Law Logix (ww8.welcomeclient.com). The International Office (IO) will send you your LawLogix login information after your sponsoring department has submitted a complete 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:
    • H-1B Department Authorization Form
    • Offer letter, including the H-1B's start/end dates, annual salary, and job title
    • H-1B Itinerary Letter (See example)
    • Official University position confirmation, which must cover dates of requested H-1B
      • For faculty: faculty appointment letter;
      • For staff positions: HR offer confirmation letter and HR job description;
      • For research staff: research staff appointment;
      • For postdoctoral fellowships: postdoctoral research appointment.
    • Separate checks for $325 and $500 processing fees, made payable to The Department of Homeland Security (must be paid by the department) H-1B Check Request
    • 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 hiring department).
  2. The IO and department manage the Prevailing Wage Determination (PWD) and Labor Condition Application (LCA) requirements. The following steps are required:
    • The IO obtains a PWD to ensure that the university's offered wage is adequate.
    • The IO files an 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 for submission to USCIS:
    • 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 two to three weeks, IO front desk emails 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 supporting documents may then be retrieved form the IO.
    • If Beneficiary is outside of Evanston/Chicago area, the Department Contact is responsible for retrieving the Approval Notice and supporting documents from the IO and shipping them to the Beneficiary. The Approval Notice is required for international travel.

Dependents and Form I-539

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 hiring department).
  2. Complete the online questionnaire in Law Logix (ww8.welcomeclient.com). The IO will send you your LawLogix login information after your sponsoring department has submitted their request to the IO. You can also log on to LawLogix for updates on the progress of the case and for remaining in contact with the IO 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: Your USCIS Receipt Notice is needed before you continue working at NU. If your current H-1B end-date passes 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:
    • H-1B Department Authorization Form
    • Offer letter, including the H-1B's start/end dates, annual salary, and job title
    • H-1B Itinerary Letter (See example)
    • Official University position confirmation, which must cover dates of requested H-1B
      • For faculty: faculty appointment letter;
      • For staff positions: HR offer confirmation letter and HR job description;
      • For research staff: research staff appointment;
      • For postdoctoral fellowships: postdoctoral research appointment.
    • $325 Processing fee check made payable to The Department of Homeland Security (must be paid by the department)
  2. The IO and department manage the Prevailing Wage Determination (PWD) and Labor Condition Application (LCA) requirements. The following steps are required:
    • The IO obtains a PWD to ensure that the university's offered wage is adequate.
    • The IO files an 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 for submission to USCIS:
    • 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 two to three weeks, IO front desk emails 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 supporting documents may then be retrieved form the IO.
    • If Beneficiary is outside of Evanston/Chicago area, the Department Contact is responsible for retrieving the Approval Notice and supporting documents from the IO and shipping them to the Beneficiary. The Approval Notice is required for international travel.

Dependents and Form I-539

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 receive a USCIS Receipt Notice before any change occurs.

Instructions for H-1B beneficiary

  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 hiring department).
  2. Complete the online questionnaire in Law Logix (ww8.welcomeclient.com). The IO will send you your LawLogix login information after your sponsoring department has submitted their request to the IO. You can also log on to LawLogix for updates on the progress of the case and for remaining in contact with the IO 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.

Dependents and Form I-539

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:

  • H-1B Department Authorization Form
  • Offer letter, including the H-1B's start/end dates, annual salary, and job title
  • H-1B Itinerary Letter (See example)
  • Official University position confirmation, which must cover dates of requested H-1B
    • For faculty: faculty appointment letter;
    • For staff positions: HR offer confirmation letter and HR job description;
    • For research staff: research staff appointment;
    • For postdoctoral fellowships: postdoctoral research appointment.
  • $325 Processing fee check made payable to The Department of Homeland Security (must be paid by the department)
  1. The IO and department manage the Prevailing Wage Determination (PWD) and Labor Condition Application (LCA) requirements. The following steps are required:
    • The IO obtains a PWD to ensure that the university's offered wage is adequate.
    • The IO files an 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 for submission to USCIS:
    • 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 two to three weeks, IO front desk emails 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 supporting documents may then be retrieved form the IO.
    • If Beneficiary is outside of Evanston/Chicago area, the Department Contact is responsible for retrieving the Approval Notice and supporting documents from the IO and shipping them to the Beneficiary. The Approval Notice is required for international travel.