As a summer J-1 season wraps up, sponsors face a narrow window to catch remaining issues and prepare participants for a smooth departure. An end-of-summer checklist, distinct from a mid-season review, focuses specifically on closing out the season correctly. Here’s what belongs on it.

This article is written for J-1 visa holders who had a W-2 job (not a 1099/contract role) and worked more than 3 months in the U.S. If that’s not you, some of this may not apply.

The direct answer: as summer wraps up, confirm departing participants have a working way to receive their W-2 after leaving, do a final spot-check of payroll accuracy across your host employers, and capture lessons from this season while they’re still fresh for next year’s onboarding.

The most time-sensitive item: confirming W-2 delivery for departing participants

This window closes the moment participants leave — once someone’s back home and their U.S. phone number or address stops working, reaching them becomes much harder. Confirming reliable contact information before departure, not after, is the single most urgent item on an end-of-summer checklist.

A final payroll spot-check across your host employers

Rather than a full audit, a representative sample across different host employers catches systemic issues — like a specific employer’s payroll consistently mishandling FICA — before the season fully closes and the opportunity to correct anything for this cohort disappears.

Capturing this season’s lessons while they’re still fresh

Whatever came up this season — a recurring question, a payroll issue at a specific host employer, a communication gap — write it down now rather than trying to recall it months later when planning next season’s onboarding.

A simple end-of-summer checklist for sponsors

• Confirm departing participants’ contact information for W-2 delivery is current
• Spot-check payroll accuracy across a representative sample of host employers
• Document recurring questions or issues from this season
• Note any host employer that needs a follow-up conversation before next season

One more communication with participants before they scatter

A brief final reminder — you’ll get a W-2 in January, you’ll likely need to file, here’s where to go for help — reinforces what was covered at orientation right as participants are dispersing and less likely to be paying close attention to program-related emails.

Following up with any host employer where an issue was found

If your spot-check or mid-season review surfaced an issue with a specific host employer, close the loop with them before the season fully wraps, rather than letting it carry forward unresolved into next year’s planning.

Turning this season’s findings into next season’s onboarding improvements

The value of documenting issues now is realized when you actually use that documentation to adjust next season’s process — a recurring question this year should translate into a clearer orientation point next year, not just a note that gets forgotten.

Deciding what to do with unused or partially outdated orientation materials

If your end-of-summer review reveals that some orientation materials went unused or felt outdated even mid-season, don’t wait until next year’s planning cycle to note this — flag it now, while you remember specifically what felt off, rather than relying on a vague sense that “something could be better” months later.

A brief thank-you and feedback request to departing participants

As part of your final communication, a short request for honest feedback about how tax-related communication went this season can surface issues from the participant side that your own internal checklist might miss entirely — participants often notice friction points that never made it back to sponsor staff directly.

Archiving this season’s specific materials, not just your general notes

Keep a copy of exactly what orientation materials, checklists, and communications you used this season, not just a summary. Having the actual documents on hand makes next year’s revision process far more concrete than working from memory of what was covered.

Why this final push matters even though the busiest part of the season has passed

It’s tempting to consider the season “done” once participants stop actively working, but the tasks on this checklist are exactly what determines whether the eventual filing season goes smoothly for everyone involved.

A resource worth sharing as participants depart

Whatever your specific question, the fastest way to a real number for your J-1 visa taxes is running your W-2 through the calculator rather than guessing.

This is general information, not personalized tax advice. Your exact situation depends on your visa history and paperwork — use the calculator for a number based on your own details, and consult a qualified tax preparer for anything beyond a standard return.

Key takeaways

• Confirm departing participants’ contact information before the window closes
• A representative payroll spot-check catches systemic issues before the season fully ends
• Document this season’s lessons now, while they’re still fresh, for next year’s onboarding
• A brief final reminder to participants reinforces what orientation covered months earlier