Apex Social Visa Guide - How to Fill Out Your Visa Application
These instructions will guide you through the J-1 visa application process. Please follow each step carefully, ensure you complete your DS-160 form on time, and keep Apex Social updated on your progress.
Important facts about the J1 Visa:
- The J-1 visa program was established by the US Department of State and is part of a Cultural Exchange program. While on the J-1 program, you are not allowed to obtain any paid employment other than your work as Care Professional for your US Host Family. Violating the rules of the J-1 and/or Apex Social program can result in the termination of your visa and program participation.
- All J-1 visa applicants are required to complete the DS-160 application form and attend an in-person interview at a US Consulate preferably in your country of residence. To find a US Consulate you can visit: www.usembassy.gov.
Germany: Frankfurt am Main, Munich and Berlin
Austria: Vienna - Apex Social will issue a DS-2019 form and other documents that are required to bring to your visa appointment and keep you updated throughout your program.
- Before you start your application, please make sure that your passport is valid for at least 2 years from your arrival date.
- Once you complete a section of the DS-160 form, hit „Save“ at the bottom of the page. If the session times out, all of your data will be lost up to the last saving point.
- Please keep us informed about any progress or changes regarding the visa application, i.e. visa appointment, cancelations, and result of the visa interview.
If you have any questions along the way or notice changes in the application process, please contact Apex Social or send an email to customercare@apex-social.com.
We are happy to assist you!
DS-160 Application
- Application Form
- Personal Form
- Travel Information
- Previous Travel
- Address and Phone Information
- Passport Information
- US Point of Contact Information
- Family Information
- Present Work / Education
- Previous Work / Education
- Additional Work / Education
- Security and Background
- Additional Point of Contact
- SEVIS Information
- Photo Upload
- Confirm Photo
- Review Form
- Sign and Submit
- Save and Print
DS-160 Application
Starting your DS-160 Application Form
First, go to https://ceac.state.gov/genniv/, select the location where you will be applying for the J-1 visa (i.e. Berlin), and enter the code that is shown on the website. To complete this step, please click „Start an application“.
If you previously started an application, click “Retrieve Application” and enter your Application ID.
On the following screen, you will see the „Computer Fraud and Abuse Act Notices„. Read it carefully and check „I AGREE“ on the bottom left.
Your Application ID has been created, please save this ID number. Next, you need to choose one of the Security Questions and enter your answer in the fields below. Please save this information, too, you will need to enter the Application ID and answer your Security Question when you want to log back into your application later on.
Once you are done, click „Continue„.
Continuing your DS-160 Application
If you log back into your DS-160 Application before you paid the visa fee, please visit https://ceac.state.gov/genniv/, enter your email, password and the code as shown on the website. On the next page you will be asked to enter the first 5 letters of your „surname“ (last name), year of birth and your application ID.
Saving your DS-160 Application Form
Click „Save“ after answering all the questions on each page. This step is crucial, as any unsaved progress may be lost if the session expires.
Once you hit „Save“, you can click „Continue Application“ to continue filling out your DS-160 application form.
Hit „Exit Application“, if you want to work on your DS-160 form later.
Troubleshooting
Common Issues While Filling Out the DS-160 Application
„Session Timed Out“ Right After Creating Your Application
If you encounter this issue, don’t worry—it’s an easy fix. Begin by clearing your browser data or switching to a different browser. We recommend using Google Chrome. If you’re already on Chrome, go to your settings, clear your browser data, refresh the page, and create a new DS-160 application. If the system can’t find the one you started earlier, it’s perfectly fine to start a new application.
„Session Timed Out“ While Filling Out the DS-160
This is a common problem. It typically occurs when the platform experiences high traffic. To resolve it, try clearing your browser data and/or switching to another browser. Alternatively, take a break and return to the application later when traffic might be lighter. Patience is key when using this website!
Error Messages in Fields
Avoid using special characters like ä, ö, ü, ß, or symbols. For example, instead of writing „Hermann-Löhn-Straße 12,“ use „Hermann Loehn Strasse 12.“ This often resolves the issue. If you’re using browser autofill suggestions, they can also trigger errors. In such cases, clear the field and manually type the information instead of relying on autofill or copy-paste. Additionally, double-check for extra spaces at the end of your entries, as these can cause problems too.
Entering Your Name
When entering your name, avoid using special characters or symbols. We recommend entering your name exactly as it appears on the machine-readable section of your passport (the section with the two lines of text at the bottom). Be consistent and write your name this way throughout the entire visa application process.
By following these tips, you’ll be able to navigate the DS-160 process with ease!
Filling out the DS-160 Form - "Personal"
Personal Information 1:
While filling out the application form, please use ae, oe, ue or ss, instead of ä, ö, ü or ß.
- surnames = last names
- given names = all first and middle names
- Marital Status – single
- Date & Place of Birth as shown on your passport (state/ province = Bundesland)
Remember to save before you
continue to the next section!
Personal Information 2:
- National Identification Number = Personalausweisnummer
- „U.S. Social Security Number“ & „U.S. Taxpayer ID Number“
- if you have not worked or studied in the US, and have not paid taxes – you will not have a U.S. Taxpayer ID Number please click: „Does Not Apply“.
Filling out the DS-160 Form - "Travel information"
- Purpose of your trip – select „EXCHANGE VISITOR (J)“
- Specify – „Exchange Visitor (J1)“
- Arrival in the USA:
- Date of Arrival: please enter the US arrival date that you and your host family have agreed on (you can find the date in the email with the Visa Instructions that we sent you, as well as on your DS-2019 form that you have received via mail
- Arrival Flight: we will send you your flight details once your visa has been approved, you can leave this field empty
- Arrival City: please enter the hometown of your host family
- Departure from the USA:
- Date of Departure: for Visa Application purposes, please enter the date of your departure that is exactly one year after your arrival date, i.e. your arrival date is 01/01/2022, your departure date will be 01/01/2023 – you may still extend your program duration later on
- Departure Flight: please leave this field empty, we will contact you before the end of your program to book your return flight
- Departure City: please enter the hometown of your host family
- Locations you will visit in the US: please enter the host family’s hometown
- Address where you will stay in the US: please enter your host family’s home address that we have provided in the Visa Instruction email
- Person/ Entity paying for your trip : „Other Company / Organization“
Please use the following contact information:
Name of organization: Apex PROaupair
Telephone number: 8447876566
Relationship to you: Au Pair Organization
Street address (line 1): 555 N El Camino Real
Street address (line 2): Suite A-435
City: San Clemente
State: CA
Postal Code: 92672
Country: United States of America
Remember to save before you
continue to the next section!
Filling out the DS-160 Form - "Travel companion"
Please Select „No“.
Filling out the DS-160 Form - "Previous US Travel"
Q1 includes entering the US as a tourist
Please answer all questions truthfully!
- Q2 does not include an ESTA
If you answered Q1 with „Yes“, please add all of your trips to the US. Use „Add Another“ and enter any additional visit to the US.
In case you had a US Driver’s License in the past, i.e. from a previous J-1 program participation, please click „Yes“, add the Driver’s License Number if you can and select the US State your previous license was issued by.
If you answered Q2 with „Yes“, please enter the issue date and Visa Number of your last visa.
- Select „Yes“, if you are applying for a second J-1 visa
- Select „Yes“, if you still live in the same country you did when you applied for your first US visa
Example: you were a German
citizen and went to the US
Consulate in Berlin
Where to find your US Visa Number:
Filling out the DS-160 Form - "Address and Phone Information"
Mailing Address – you may want to consider a different mailing address, i.e. your parent’s home, if you wish to have your passport mailed to someone who is more likely going to be home to receive your certified mail
Remember to save before you
continue to the next section!
Filling out the DS-160 Form - "Passport Information"
You will find all necessary information in your passport. Please be sure your passport is valid for at least 2 years by the time of your planned arrival. All passports need to be biometric – check the front of your passport for the following symbol which indicates the „biometric“ status of your document:
- Passport / Travel Document Number – If you ordered a new passport, please enter the new passport number. You can call the administrative office („Bürgeramt“) where you ordered your new passport to retrieve your passport number
- Passport Book Number – does not apply to German and Austrian citizens
Filling out the DS-160 Form - "US Point of Contact Information"
Please list your host family as your „US Point of Contact“
Organization Name: Select „Do Not Know“
Remember to save before you
continue to the next section!
Filling out the DS-160 Form - "Family Information: Relatives"
Please enter names and birthdays of your biological or adoptive parents (if you do not know one of your parents, you may select „Do Not Know“).
Should you have a close family member living in the US, please select „Yes“ and answer the following questions.
Remember to save before you
continue to the next section!
Filling out the DS-160 Form - "Present Work / Education / Training Information"
Please select your primary occupation and then enter information of your current employment, training or school
- Monthly Income – select „No“, if you do not receive a salary from your current occupation
- If you entered information of your current vocational training or school, you may answer „In training to become a DEGREE, graduating in MONTH AND YEAR.“
If you are not currently employed or enrolled in school, please choose “Not Employed” from the “Primary Occupation” dropdown menu.
Filling out the DS-160 Form - "Previous Work / Education / Training Information"
If you had any jobs in the past, select „Yes“ and fill out all fields.
Please enter the information of your previous school (elementary or middle school is not relevant).
Remember to save before you
continue to the next section!
Filling out the DS-160 Form - "Additional Work / Education / Training Information"
Filling out the DS-160 Form - "Security and Background: Part 1"
Filling out the DS-160 Form - "Security and Background: Part 2"
You should be able to answer all questions with „No“.
Filling out the DS-160 Form - "Security and Background: Part 3"
Filling out the DS-160 Form - "Security and Background: Part 4"
You should be able to answer all questions with „No“.
Filling out the DS-160 Form - "Security and Background: Part 5"
You should be able to answer all questions with „No“.
Remember to save before you continue to the next section!
Filling out the DS-160 Form - "Additional Point of Contact Information"
On this page, you are asked to enter two contacts (no relatives) who can verify your information that you have provided on the application, for example friends or neighbors. Make sure you let both contacts know that you have entered their information on your visa application (there is a chance they will be contacted by the consulate).
Remember to save before you continue to the next section!
Filling out the DS-160 Form - "SEVIS Information"
- SEVIS ID & Program Number – please go back to your visa instruction email to retrieve your personal SEVIS ID number and the Program Number
- Do you intend to study in the US? – please select „No“, as you will be part of the J-1 program and you are only required to collect 6 credits at an accredited school in your first year which does not make you a full time student
Remember to save before you continue to the next section!
Filling out the DS-160 Form - "Photo Upload"
Please make yourself familiar with the current US visa photo requirements before you get you picture taken / upload your visa photo.
For more information, please check out the following link: https://travel.state.gov/content/travel/en/us-visas/visa-information-resources/photos.html
Filling out the DS-160 Form - "Confirm Photo"
If you photo did not meet the quality requirements, you can try again or move forward by clicking „Continue without a photo“
Please remember – No matter if your photo was accepted or not, you are required to bring two printed copies of your picture to your visa appointment.
Click „Save“ and then hit the „REVIEW“ button.
Remember to save before you continue to the next section!
Reviewing your DS-160 Form
Please review all of the information you have entered on your DS-160 form. Check the spelling and make sure all dates and numbers are entered correctly.
In case you need to edit an information, click „Edit“ which leads you back to the desired section you want to update.
Remember to hit the „Save“ button, if you are satisfied with your answers and go ahead to the next section and review all information.
Remember to save before you continue to the next section!
Sign and Submit your DS-160 Form
Familiarize yourself with the „Human Trafficking Prevention“ information provided and check the box once you are done.
Preparer of Application – Please select „No“.
E-Signature – To complete your DS-160 form, you need to enter your Passport Number and the code shown on your application form (do not copy the code shown in our example).
Once you have filled out both fields, you will be able to hit the „Sign and Submit Application“ button.
Remember to save before you continue to the next section!
Save and Print your Confirmation Page
Now, you will see your personal DS-160 Confirmation Page. Please double check the information shown on the page. Continue to save and print it.
Remember, this is not a visa but you will need to print this page and bring it to your visa appointment.
You are not required to print out your entire DS-160 application form but you can certainly add it to your personal files.
In the section below, you will find further instructions regarding your paperwork and visa appointment. Please read the text carefully and prepare all needed documents.
You will see a „YOU MUST BRING“ remark listing additional documents:
- Passport
- SEVIS Registration and Payment Confirmation
- DS-2019
- You may bring additional documentation if you believe it supports your application
Please remember you applied for a J-1 Exchange Visitor (Au Pair) visa. This means you need to bring your DS-2019 form and SEVIS confirmation page (I-901). The mentioned DS-7002 form for interns and trainees does not apply to you!
Should your confirmation page display this instead of your previously uploaded photo – do not panic! Simply bring two printed photos to your visa appointment.
Visa Payment & Appointment
Now, it is time to pay your visa fees. For this part of the visa application you first need to create an account on the US Travel Docs website. Please use the link below and follow the steps in this guide to pay for your J-1 Visa and to schedule your in-person interview.
US Travel Docs: www.ustraveldocs.com/de/en/nonimmigrant-visa.
You will find instructions about how to pay all fees, please follow along step by step!
Visa Payment & Appointment
- Creating an Account
- Fill out an Application
- Application Section
- Visa Options Section
- Aditional Options
- Interview Waiver
- Manage Dependents
- Document Delivery Options
- Payment Options
- Schedule Visa Appointment
- How to Apply for an Emergency Appointment
- Contacting the US Consulate
- Visa Appointment
- After Visa Appointment
Visa Payment & Appointment
Step 1 - Creating an account
Visit the following website and click on the „Visa Login“ button. www.ustraveldocs.com/de/en/nonimmigrant-visa
Click on „Sign up now“ to start the registration process. You will be redirected to a new page.
Once you have completed the registration process and need to access your account, you can simply login by entering your credentials and the captcha text.
Note for Visa Renewal:
You will need to register and create a new account, even if you had an account on the old visa appointment platform!
Fill out the registration form. Start by verifying your email address and then move on to the fields below.
Notes:
- Check your inbox and spam folder for the email verification code
- For Visa Renewal: please use the email address you previously used on the old visa appointment platform.
Once you have created an account, you can simply use your credentials to log back into your account at any point.
During your first login, you will see the „Privacy Policy“. Please read it, check the box at the bottom and click „Continue“.
After your successful login, you will be asked to complete your profile.
Please enter your „Contact Email“ and select your „Preferred Language“ and „Country“. Then hit the „Submit“ button.
Step 2 - Fill out an application
Now, you can start filling out your application. Click on „Start New Application“.
Picking up where you left off:
If you log in and already started an application, click on „Continue Application“ to retrieve your application.
In case you need to start all over, simply click on „Close Application and Start New Application“.
US Travel Docs Support:
- Germany: www.ustraveldocs.com/de/en/contact-us
- Austria: www.ustraveldocs.com/at/en/contact-us
"Applicant Details" section:
Enter your all information as shown on passport.
Home and Mobile Phone can be the same number.
Enter your preferred mailing address
Enter your all information as shown on passport.
Review all fields and then hit „Submit“.
You will be asked to confirm the entered information. Please ensure everything is correct before clicking „OK“.
"Visa Options" section:
Visa Type:
Select „Non-Immigrant“ from the drop down.
Location:
Select your preferred location from the „Embassy/ Consulate“ drop down.
Note:
Depending on your country of residence, you may see different locations:
- Germany – Berlin, Frankfurt or Munich
- Austria – Vienna
Visa Category:
- Frankfurt: „Frankfurt_Students_and_Exchange“
- Berlin: „BerlinStudents“
- Munich: „MunichAll Others“
- Austria: „Student and Exchange Visitors“
Visa Priority:
Please select “Regular” for Visa Priority. Appointments are given with priority or exclusively to “citizens or residents”.
Visa Class:
Please select “J-1”, then click „Next“.
"Additional Options" section:
DS-160:
Enter the DS-160 Confirmation Number – this is your DS-160 Application ID (number starts with „AA00…“).
SEVIS Information:
Please go back to your visa instruction email to find your personal SEVIS confirmation number (number starts with „N00…“).
"Interview Waiver" section:
Applying for a J-1 Exchange Visitor visa always requires an in-person interview.
In this section, you will be asked a series of questions to determine if you qualify for an interview waiver. The sequence and types of questions may vary depending on the selected Consulate location. Please answer all questions truthfully – lying on your application, may result in your visa being denied.
Question 1:
Select „No“ if you ever been refused a US visa before (this does not include ESTA).
Question 2:
Select „No“ if you are not a citizen of Cuba, Democratic People’s Republic of Korea, Iran, Iraq, Libya, Somalia, Sudan, Syria or Yemen.
Question 3:
Select „Yes“ if you are German citizen or reside in Germany.
Note:
If you indicated that you live in Austria or another country, you will be asked if you are a citizen of that country or reside in that country.
Question 4:
Select „Yes“ if you are physically present in the listed country.
Question 5:
Please read this question carefully as it may be phrased differently depending on the selected Consulate location! In this case you want to select „No“.
Question 6:
Only select „Yes“ if you have been issued a US visa before and answer the following questions. Otherwise, select „No“.
Note:
The ESTA (Electronic System for Travel Authorization) is an automated system that determines the eligibility of visitors to travel to the United States under the Visa Waiver Program (VWP). It is NOT a visa!
"Manage Dependents" section:
Since you are applying for a visa just for yourself, you can simply click „Next“ to skip this section. Do not add any other applicants / people.
"Document Delivery Options" section:
At the end of your visa appointment, the interviewer will notify you right away if your visa has been approved. If your appointment was successful, the interviewer will keep your passport (and in some cases the DS-2019 form). The US Consulate will create your visa and add it to your passport. This process may take 10-15 business day. As soon as this step has been completed, you will be notified that your passport is on its way back to you or it is ready for pick up.
In this step, you may choose your preferred delivery method. If you live close to the US Consulate, we recommend selecting „Pick Up“ and choosing one of the designated pick up stations suggested in the drop down on this page. Most applicants choose „Premium Delivery“ because they do not live near the US Consulate. Please select your preference and complete all questions depending on your pick.
Note:
You will pay extra shipping fees if you select „Premium Delivery“ (fees may vary, Apex Social will not cover shipping costs). Shipping fees can only be paid with a Credit Card (Visa or MasterCard).
If you choose „Premium Delivery“, you will be redirected to the gts Premium website. You can access this website here: www.gtspremium.com.
CGI Reference ID:
Please enter your the US Travel Docs account number and click „Continue“.
Note:
You can find this number next to your username in the upper right corner of your account on the US Travel Docs website (www.ustraveldocs.com/de/en/nonimmigrant-visa). If you’re unable to see it on your mobile phone, try accessing the site on a device with a larger screen, such as a laptop.
Next, select the city you are interviewing in and then click „Premium Delivery“ on the following screen
Then, accept the „Terms & Conditions“ and your preferred address, phone number and email. Once you have completed the form, click „Submit“.
Note:
If you know you won’t be at home in the days after your visa appointment, i.e. you will be at work or you already know that you will be in the middle of moving, we recommend asking a person you trust to accept your mail. Enter their name in the „Company or Contact Name“ line and write „z. H. [your name]“ the line below.
On the following screen double check the selected info and click „PAY“.
To complete the process, enter your Credit Card information and hit the „Place Your Order“ button. Then return to the visa appointment portal.
IMPORTANT:
- The gts Premium company only accepts Credit Card (Visa or MasterCard) payments!
- If you need to change your shipping info, please contact gts Premium via email at support@gtspremium.com.
Back in the visa appointment portal, click on „Continue Application“, click select „Premium Delivery“ again and then hit the „Next“ button.
"Payment Options" section:
Once you have selected your preferred shipping, you will be asked to pay the visa fee.
Note:
Please visit the following link to check for the most recent currency conversions: www.ustraveldocs.com/de/en/step-3
Payment Type:
You may choose to pay the visa fee with a Credit/Debit Card or wire transfer (Online Banking using your personal bank account).
Note:
Depending on your payment type, it may take up to three business days for your payment to be processed. Please be patient!
For Credit/Debit Card Payments, please hit the „Click Here to pay“ button and enter your information. Remember: MasterCard and Visa are the only card types accepted by the Consulate.
For Online Banking, please hit the „Click Here for BOA Deposit Slip“ button and enter the Consulate’s bank info as displayed on your screen. Important: Make sure to enter the „Purpose of Travel“ number in the „Verwendungszweck“ of your wire transfer.
Note:
This number is unique and helps the Consulate link your payment to your account. Entering the number incorrectly may result in the need to make a second visa payment.
Keep in mind that payment processing may take up to three business days, depending on your payment method. Please be patient!
Step 3 - Schedule the Visa Appointment
Instead of waiting for a payment confirmation notification, check your account regularly to see if you can already book an appointment. Once you paid, you should see „Schedule Appointment“ in the menu section of your dashboard.
If the Consulate processed your payment, you will be able to select a date and time from the calendar.
IMPORTANT!
Please keep in mind that visa processing times and shipping may take up to 10-15 business days which means: Do not select a visa appointment too close to your scheduled arrival date!
Consulates publish appointments very differently. Therefore, you may not be able to select dates online yet or you may only see later dates that are very close to or after your desired arrival date. Please be patient, in our experience, the consulates regularly provide new appointments. Please check the calendar several times a day to secure your desired date.
If you are in a time crunch and your arrival date is approaching quickly, you have the option to switch to another US Consulate or request an Emergency Appointment.
Notes:
- Days with available slots are highlighted in green, and the corresponding times are shown below the calendar.
- Available visa appointments are typically scheduled in the morning, starting as early as 7:00 AM, with the latest slots around 1:00 PM
- Consulates are closed on weekend, as well as national and US Holidays
- Germany: de.usembassy.gov/holiday-calendar
- Austria: at.usembassy.gov/events/list
If you see „No Slots Available,“ there’s no need to worry. This message typically indicates that the Consulate is still processing your payment. Processing usually takes 1-3 business days. If it exceeds the standard processing time, please contact the Consulate directly for assistance.
Visa Appointment Confirmation:
Once your visa appointment is scheduled, save your Appointment Confirmation and bring a printed copy with you to the appointment. The Appointment Confirmation will be automatically sent to your email and can also be accessed through the US Travel Docs portal by clicking on „Appointment Confirmation.“
IMPORTANT!
Access to the U.S. Consulate on the day of your visa appointment is granted only with a printed Appointment Confirmation.
If you see „No Slots Available,“ there’s no need to worry. This message typically indicates that the Consulate is still processing your payment. Processing usually takes 1-3 business days. If it exceeds the standard processing time, please contact the Consulate directly for assistance.
How to apply for an Emergency Appointment:
Quick facts:
- You need to schedule a regular appointment first before you see the option „Emergency Request“ on your account
- An Emergency Appointment can be requested 60 days prior to the desired departure
- The Emergency Appointment is automatically requested at the consulate that you selected in the DS-160 application or where your regular appointment currently exists
- You will need to show proof of urgency – please attach your DS-2019 form and the SEVIS Payment Confirmation page to your request
- You can request an Emergency Appointment up to five times; a regular visa appointment can be rescheduled twice before you need to pay the visa fee again
What you need to do:
Step 1:
In you US Travel Docs dashboard, select „Emergency Request“.
Step 2:
Click on the „Create“ button.
Step 3:
Select „Students or exchange visitors“ from the „Reason for Emergency“ drop down and enter you tentative arrival date.
Step 4:
Describe the reason why your are requesting an Emergency Appointment in the „Brief Explanation of Emergency“ field and attach your DS-2019 Form and SEVIS Payment Confirmation and click „Submit“.
Example message:
To whom it may concern,
I’m kindly requesting an Emergency Appointment at the US Consulate in [city]. I have applied for a J-1 visa and my scheduled US arrival date is [date of planned program start Month, Day Year]. My current visa appointment is [Month, Day Year].
I am a trained [job title] and my host family is in dire need for my support in taking care of their child with [special needs].
Attached you can find my SEVIS payment confirmation, my DS-2019 and a copy of my passport. Please let me know if you need any other documentation to approve my request for an Emergency Appointment.
Thank you so much in advance for taking time to review my case. I am looking forward to hearing from you soon.
Kind regards,
[full name]
Step 5:
Once you have submitted your Emergency Request, the US Consulate will process the information and respond to you via email. If your request has been approved, you will receive an email alerting you to schedule your expedited appointment online. You will need to cancel the old appointment first, before scheduling your new date.
Should the US Consulate deny your request for an expedited appointment, you will be notified of the denial by email and you should keep your existing appointment.
Note:
The email confirming or denying your request will come from do-not-reply@ustraveldocs.com. Some email applications have rules which filter unknown senders into a spam or junk mail folder. If you haven’t received your email notification, please look for the message in your junk and spam email folders or check the „Messages“section in your US Travel Docs account.
Contacting the US Consulate
Technical Issues:
If you are experiencing any technical difficulties while trying to start or retrieve your visa application form, trying to fill out your DS-160 form, trying to schedule your visa appointment on the website or trying to complete the payment process – you may contact the US Consulate support hotline.
Before you call the support, please try the following steps:
- Clear your internet browser data, cookies and cache
- Switch your browser – Example: If you are using Mozilla Firefox, switch to Google Chrome and try to work on your visa application again
- Use a different device – The US Consulates recommend using the a laptop or PC to complete the application process (mobile devices may cause more technical issues – and frustration)
Check the following websites to find the contact of your US Consulate:
- Germany: de.usembassy.gov/contact
- Austria: at.usembassy.gov/contact-us
Please understand that the call centers of the US Consulates cannot schedule a regular or Emergency Appointment for you, but agents are able to assist you if questions arise.
Providing Feedback:
You can contact the US Consulate by submitting a message through your US Trave;l Docs account. Make sure you add all questions and information to the „Comment“ field before submitting your feedback / issue. The US Consulate will respond to you within 1-3 business, depending on their current workload (Note: the consulates usually process requests chronologically). By contacting the US Consulate this way, it might take a bit longer to receive a response but you will get a better result because the consulate staff has access to your application and permission to contact other departments (compared to the agents on the support hotline).
Example: If you have been waiting for your payment confirmation number, you may want to submit a feedback instead of calling the hotline.
Step 1:
In you US Travel Docs dashboard, select „Feedback/Request“.
Step 2:
Click on the „Open a New Case“ button.
Step 3:
Fill out the feedback form, ensuring your message is as clear as possible. You may write in either English or German.
Note:
The feedback form is not intended for requesting regular or emergency appointments. However, you can use it to request assistance with technical issues or other topics related to visa applications.
Step 4:
Attach relevant supporting files, such as visa documents or screenshots.
The Visa Appointment
The US Consulate requires all J-1 visa applicants to appear in person for an interview in order to assess the applicant’s eligibility for the particular visa type. On the scheduled date and time of your interview appointment, go to the US Consulate with your needed documents. Depending on where the consulate is located, you should arrive well in advance of your scheduled interview time, but no earlier than 15 minutes bfore your scheduled appointment. You will need to go through security checks at the US Consulate, please make yourself familiar with the list of prohibited items (i.e. backpacks, mobile devices, etc.).
During the interview, you will be asked to hand over your visa documents and passport. Additionally, the consular officer will ask you series of question to determine whether or not you are eligible to receive a J-1 visa. Once the consular officer has all needed information, you will be informed if your visa application has been approved or not. As part of the interview process, your digital fingerprint scans will be collected as well.
What is important during the interview?
- Have all your documents – Double and triple check before you go to the appointment!
- Answer questions directly and with confidence
- Reassure your ties to your country of residence – It is important that you underline your intentions of coming back home after your program has ended – No need to talk about your potential extension plans while you are at the US Consulate!
Note:
If you are a citizen of another country currently residing in Germany or Austria with an appropriate residence permit or visa, please bring all relevant documentation to the visa appointment.
- What is the reason for your travel to the United States?
- What is the duration of your stay in the United States?
- Where will you be staying in the United States?
- How many children will you be taking care of?
- What tasks will you have working with your host family?
- What are the professions of your host parents?
- Do you have any relatives / friends in the United States?
- Have you been to the United States before?
- What have you been doing in country of residence?
- What are your plans after the visa expires?
- Who is going to cover your expenses during the travel?
- Do you have any other plans in the United States apart from the work/study/tourism?
Failure to Appear for Interview
If you cannot appear at your scheduled interview, please cancel and reschedule your appointment as soon as possible. Additionally, you are required to inform your Apex Social team about any changes.
Backpack Storage Options Near US Consulates in Germany
When visiting the U.S. Consulate for your visa appointment, certain items are strictly prohibited and cannot be brought onto the premises. Bringing any of these items will result in denial of entry, and the consulate does not provide storage facilities. Therefore, it’s crucial to leave these items at home or make alternative arrangements for their storage before your appointment. The prohibited items include: electronic devices, sharp objects, weapons or explosive materials, tobacco products, sealed envelopes or packages, liquids and food, pets, bags and large umbrellas. For more info visit: de.usembassy.gov/security-notice-prohibited-items.
If you are traveling alone and using public transportation to attend your visa appointment, you may need a place to store your backpack. Here are some options that have been used by others for backpack storage near the U.S. Consulates:
US Consulate Berlin
- Apartment-Hotel-Dahlem – Address: Clayallee 150-152, 14195 Berlin
US Consulate Frankfurt
- Imbiss und Kiosk am USA Konsulat - Address: Gießener Str. 58a, 60435 Frankfurt am Main
US Consulate Munich
- Getränkemarkt - Address: Schönfeldstraße 26, 80539 München
NOTE:
We recommend contacting the place in advance to confirm availability.
What happens after the Visa Appointment?
After you have left the US Consulate, please send a message to your Apex Social Team right away. Once your visa has been approved, we will start all further travel arrangements such as booking your flight to the USA and finalizing your travel insurance. We will send your travel itinerary and insurance documents to you via email. Please note that it might take a few days, please be patient and use the time to complete all required documents in your Apex Social profile.
If you have not completed your Apex Social Online Training, please go to the Apex Social Community Portal and complete both courses. Remember, your deadline to complete the Online Training is 2 weeks prior to your departure!
If you still need to attend an Apex Social Academy Day, please make sure you are signed up and attend one of the events before your arrival date.
You are curious about your visa status?
Please visit the following website to check on the status: ceac.state.gov/CEACStatTracker/Status.aspx
Passport and Visa Arrival
Once the US Consulate has processed your visa application, you will be notified via email. If you have selected „Pick Up“, you will receive instructions to pick up your documents. If you selected „Premium Delivery“, your documents will be shipped to you. The tracking information will be sent to you via email as well.
As soon as you have your passport, please check the information on your visa (spelling, date of birth, etc.). Make sure all of the information is accurate! Please upload a photo of your visa to your myapex profile and inform your Apex Social Team.
Note: If you see any mistakes on your visa, please contact the US Consulate directly by using the „Provide Feedback“ option in your visa application.
