2011 participant orientation pp

7/31/2019 2011 Participant Orientation PP

http://slidepdf.com/reader/full/2011-participant-orientation-pp 1/39

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Welcome to Spirit’sOnline Orientationfor the Jobs America Program



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As a Jobs America participant, you will have the opportunity to experienceAmerican culture and practice English by living and working with Americans andother international students. We hope you have a wonderful experience!

The following online orientation will answer the most commonly asked questionsabout the program. We also strongly recommend that you attend both your pre-

departure orientation provided by your sending office and the orientation providedby Spirit after arrival in the US. We would be happy to meet you and answer allyour questions in person!

For specific questions before your arrival to the US, please contact your sendingoffice in your home country.

WELCOME



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Spirit Policies



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Accept or Decline Your Premium Program Job Offer

If you are a Premium Program participant, you have the choice to accept or decline yourSpirit job offer before arrival.

Accepting Your Premium Program Job Offer means you commit to:

The terms of the position as stated on the job offer. Working at your designated employer for the ENTIRE program period.

The housing terms, including any deposits due before or upon arrival. Contacting your employer AT LEAST TWO WEEKS before the program start

date to confirm your arrival plans.

SPIRIT POLICIESPremium Program: Accepting a Job Offer

Spirit MUST receive your SIGNED acceptance or decline of the job

offer by the deadline listed on your job offer. If Spirit doesnot receive your signed acceptance by the deadline date, we willassume that you have rejected the job offer, and the offer will becancelled.



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SPIRIT POLICIESPremium Program: Declining a Job Offer

If you choose to decline your initial Spirit Job Offer, you should do soby the date listed at the top of the Spirit Job Offer.

One FREE replacement offer is available if you:1) Applied as an Easy Placement applicant

OR

2) Requested at least three employer preferences which you were qualified for, but were not hired.

- To qualify for the free replacement job offer, signed decline of the initial job offer MUST be received within one week of posting the job offer in the Agent Support Center along with an emailed request for replacement from your sending office.

Replacement job offers are NOT available if you:

1) Received a job offer from one of your requested employersOR

2) Accepted a position at a Job Fair and later declined the formal job offer.



If you are not eligible for a replacement job offer or choose todecline your replacement job offer, you may either find your own jobor cancel the program (cancellation fees will apply).

Find Your Own Job-If you decline your Premium Program Job Offer and wish to remain in the

program, you may use Spirit’s list of Independent Program employers andhousing leads to find employment and housing opportunities.

-Independent discount will NOT apply.

SPIRIT POLICIESPremium Program: Declining a Job Offer (Continued)

If you are unable to provide a Job Offer that meets Spirit’s vettingrequirements 6 weeks before the program start date, you will beCANCELLED from the program and subject to cancellation fees.



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List of Potential Employers If you are an Independent or Freestyle participant, you have access to Spirit’sonline Job Board in the Participant Login section of Spirit’s website. Theseemployers often require special qualifications and do not usually pre-arrangehousing, so you must be willing to identify your own housing after arrival.

Written Job Offer Required

All participants must submit their written job offer to Spirit to be vetted andapproved BEFORE starting work. Please give the job offer to your sendingoffice before departure or email to [email protected] after arrival inthe US.

Freestyle Participants: Things to Remember

• If you do not identify employment before arrival, you must contact Spiritimmediately upon arrival in the US to provide a temporary address andcontact information until you find employment.

• You MUST check-in with Spirit at least once per week until you secureemployment and housing. Failure to communicate with Spirit during thisperiod will result in program cancellation.

SPIRIT POLICIESIndependent & Freestyle Programs

mailto:[email protected]




Letter from U.S. STATE DEPARTMENT

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SPIRIT POLICIES



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Premium Participants

Premium Program participants MUST complete their entire program period at their Spirit-designated employer. Premium Program participants are not allowed to change jobs afterarrival in the US.

Independent and Freestyle Participants

Independent and Freestyle Program participants are allowed to change jobs after arrival inthe US, as long as you contact Spirit for approval first. It is recommended that you provideat least one week (preferably two weeks) notice to your employer.

SEVIS Update

Inform Spirit of any housing or employment changes through our online SEVIS Update located in the Participant Login section at www.spiritexchange.com. Spirit must receiveyour SEVIS Update within one week of moving locations.

SPIRIT POLICIESChanging Jobs

Failure to notify Spirit of ANY employment or housing changeswithin one week of the change will result in program cancellation.

http://www.spiritexchange.com/




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Pre-Departure



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Review Your Job Offer & Housing OptionsMake sure you understand the terms! If you do not understand them, ask your sendingoffice to help clarify.

Research Your Employer’s Location Review your employer’s website and the community website listed on your job offer.

Communicate Your Travel PlansSubmit your flight arrival information to Spirit via the online form located in the ParticipantSupport Center on Spirit’s website. Email or call your employer at least two weeks inadvance with detailed travel plans!

Ensure That You Have Enough MoneyYou should have at least $1000 available to you upon arrival in the US to support yourselfuntil you receive your first paycheck. Review your travel instructions and housing depositamount to ensure that you bring enough money to cover your “settling-in” costs.

PRE-DEPARTUREChecklist



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Types of Jobs

Spirit participants are generally placed in entry-level, seasonal jobs, such ashousekeeping or kitchen work. Some positions are assigned based on Englishskills and participant preference, but you must be prepared to consider aposition in any industry across the United States.

Job Offer

If you are a Premium Program participant, you will receive one job offer from aSpirit employer with a list of positions currently available. Most employers willassign a specific position to you after your arrival, when they can bestdetermine your skills and where you will fit in with their needs. However, even ifa specific position is assigned to you before arrival, the position is subject tochange based on your performance and the employer’s business needs.

Payroll Deductions

In some cases, housing and/or meals may be deducted directly from yourpaycheck, depending on your employer. Review your job offer carefully to fullyunderstand the terms of the offer. If there are payroll deductions, ask for awritten document signed by you and your employer detailing the terms of thedeductions.

PRE-DEPARTUREWhat to Expect From Your Employer



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Types of Housing

Premium program participants will have an affordable housing option listed on their job offer, whichis near the employer or close to public transportation. Housing options often cost 40% or less ofyour average monthly earnings and are shared with other international students or employees.Housing may be in motel rooms, apartments, or on-site at the work place.

Job Only Job Offer

If you accepted a Premium Program – Job Only job offer, you are responsible for securing your own

housing. You should research housing options and reserve at least a short-term housing option,such as a hostel or a motel room, BEFORE arrival in the US. After arrival in the US, you willgenerally be able to secure long-term housing by investigating housing options through the localnewspaper and online postings at www.craigslist.org.

Reserve Your Housing

You are responsible for paying housing deposits/fees directly to your landlord or housing manager.Before arrival, carefully read the requirements of your housing arrangements listed on your job offer.In order to reserve housing, deposits are often required before or upon arrival. Failure to follow theinstructions on your job offer with regards to housing confirmations or deposits required before orupon arrival may result in loss of housing.

For any clarification on how to secure housing, ask your employer or sending office before youarrive to the US.

PRE-DEPARTUREPremium Program: Housing Options

http://www.craigslist.org/





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It is VERY IMPORTANT to begin communicating with youremployer as soon as you sign and accept your job offer!

Send your employer your travel plans and your expected arrival date andtime.

It is usually best to contact your employer at the email address listed onpage one of your job offer. If you do not receive a response within oneweek, please call your employer.

Ask your employer any questions you have about your job, housing,weather, uniform, etc, that were not explained in your job offer.

Make sure that you also communicate your travel plans to your sending office andsubmit them to Spirit via the online Participant Support Center!

PRE-DEPARTURECommunicate with Employer



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Using your job offer as a guide, make a budget to ensure that youwill have enough money upon arrival in the US.

PRE ARRIVAL FEES

Housing/Administrative Fees Due Before Arrival $____________

POST ARRIVAL FEES & EXPENSES

Housing Deposit Due Upon Arrival $____________

First Month’s Rent Due Upon Arrival $____________

Other fees Due Upon Arrival (uniform, key deposit, etc.) $____________

Ground Transportation Costs from Orientation to Employer (bus/train ticket) $____________

Money to cover initial expenditures until first paycheck (at least $300) $____________

TOTAL AMOUNT NEEDED UPON ARRIVAL IN US $____________ This amount should be easily available to you in cash, traveler’s checks or credit card.

PRE-DEPARTUREBudget



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Don’t Forget to Pack:

Swimsuit / sunglasses / sunscreen / towel (summer)

Warm coat / gloves/ hat / scarf / snow boots / warm shoes (winter)

Prescription medications

Basic hygiene items (soap, deodorant, etc.) Camera

Money belt (for keeping important documents and money safe!)

International calling card

Important Documents + one copy of each kept separately

PRE-DEPARTURERecommended Packing List

Visit your employment community’s website (listed on job offer) to learn more about the

area’s climate, elevation and area attractions. Any personal items that you forget can

often be replaced after arrival by visiting a local discount department store near your

employer.



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Carry These Documents With You on the Plane:

Passport with J-1 visa

DS-2019

Job offer with orientation assignment information and travelinstructions

Letter from Spirit to the Social Security Administration(provided by Sending Agent)

One copy of the above documents kept separately fromoriginals

I94 Card(white card received after arrival in the US – KEEP WITH PASSPORT)

PRE-DEPARTUREImportant Documents



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Arrival

ARRIVAL



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Arrival Orientation in the USA

If you selected one of the Spirit orientation dates as your program startdate, you may participate in Spirit’s orientation in Chicago. If you didnot select a start date that falls on a Spirit orientation date, you optedout of the orientation in Chicago.

Confirm Your Attendance at Arrival Orientation

You MUST confirm your attendance at the orientation session with thesending office in your home country as least two weeks before arrival.You should plan to arrive to the orientation site no later than 18:00 onyour assigned orientation arrival date.

Orientation topics include:

Working and traveling in the USA J-1 Work/Travel program status Social Security application Validating Your Program Medical Insurance, taxes, etc. Money and safety issues and much more!

ARRIVALOrientation in the USA

ARRIVAL



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Arrival Day Arrivals (dinner on your own with provided cash allowance) Overnight accommodations included

Next Morning

Orientation Session (breakfast included) Complete Social Security application

Same Afternoon Travel to your employer using Spirit’s recommended travel instructions

listed on job offer

ARRIVALOrientation Schedule

ARRIVAL



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Orientation Documents Will Be Sent to Your Employer

If you do not attend the orientation in Chicago, your orientation materialsincluding medical insurance and tax filing information will be sent to you at youremployer’s address. Please ask your employer for this packet upon arrival.

AccommodationsYou are responsible for your own overnight accommodations and travelplanning if you opt out of the Spirit orientation in Chicago.

Social Security Number

Participants not attending the orientation should consult their job offers forinstructions on where to apply for a Social Security number.

ARRIVALCan’t Attend Orientation?

ARRIVAL



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Remember These Tips Before Traveling to Your Employer:

Review the information on traveling to your employer in your job offer.

Communicate any changes to your travel plans to your employer. Youremployer expects you to arrive within one or two days of your program startdate.

You will be at risk of losing your job and your program status if you do not arriveto your employer as scheduled. Spirit cannot guarantee placement at anotheremployer in this case.

Spirit encourages you to purchase your ground transportation tickets beforearrival in the US. Many buses and trains offer advanced purchase discounts.

For more information on ground transportation options, go to:www.greyhound.com or www.amtrak.com

ARRIVALTraveling to Your Employer

ARRIVAL

http://www.greyhound.com/

http://www.amtrak.com/

http://www.amtrak.com/

http://www.greyhound.com/



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Apply for Social Security Number (SSN) at Arrival Orientation in US

If you attend the Spirit orientation in Chicago, Spirit staff will assist you inapplying for a Social Security Number (SSN). If you do not attend orientation,review your job offer for instructions on applying for a SSN.

In order to obtain a SSN, you must submit the following documents(+ one photocopy) in person at a Social Security Administration office:

SS5 Form (Social Security Number Application Form) Valid passport with J-1 visa

I94 card issued upon entry to the United States (small white card completed oninternational flight)

DS-2019 form

Job Offer

Letter from Spirit to the Social Security Administration (provided to you by yoursending office)

Make a copy of all documents

Keep them in a safe place, separate from the originals.

ARRIVALSocial Security Information

ARRIVAL



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Not Attending Your Arrival Orientation?If you do not attend the orientation in Chicago, consult your job offer for specificinstructions on where and how to apply for a SSN.

Locate the closest officewww.ssa.gov

After applying for your Social Security Number: You are legal to begin working and receiving payment.

You should receive a receipt of application from the Social Securityofficer, which you can show to your employer as proof of application.

Validate your program shortly after arrival to your employer to ensurefaster Social Security Number processing.

ARRIVALSocial Security Information (continued)

ARRIVAL

http://www.ssa.gov/

http://www.ssa.gov/



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Check Your Application Status

After at least two weeks, you may call the Social Security office directlyat 1-800-772-1213 (a free call) to check the status of your application.If Social Security confirms that your number has been processed, youmay go to any Social Security office with appropriate identification toreceive your number verbally. Social Security Numbers are notreleased over the phone.

Be Patient!

Please remember that it can take anywhere from 2 – 12 weeks for youto receive your Social Security card in the mail.

The SSN Process is Government Regulated

The Social Security application process is government-regulated.Therefore, Spirit cannot assist you in speeding up the processing time.Makes inquiries about the status of your number directly to the SocialSecurity Administration.

ARRIVALSocial Security Information (continued)

ARRIVAL



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Validate Your Program!Within two weeks of arrival at your employer, validate your program with Spiritby completing the SEVIS Update form located in the Participant Login sectionof our website at www.spiritexchange.com.

We recommend that you complete this form immediately upon arrival at youremployer, as any delay in program validation could delay the processing ofyour Social Security application.

ARRIVALValidating Your Program

Failure to report to your employer and validate your programwithin 7 days of your program start date will result inPROGRAM CANCELLATION.

ARRIVAL





To complete your Monthly Check-in,login to the Participant Support Center

on Spirit’s website.

You will receive email reminders tocomplete your Monthly Check-in, so besure to check your email at least once a

week for this and other importantcommunications from Spirit!

ARRIVALMonthly Check-in

During your program, you are required to check inwith Spirit each month

ARRIVAL



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Additional Fees Should Be Expected

You should expect some additional fees before and upon arrival in the US. Housing depositand rental fees, meals, international airfare, travel to and from your employer and airporttransfers to the orientation site are not included in the program. Spirit recommends that youhave at least $1000 available upon arrival to cover initial “settling in” costs.

Changing Money

Change any home country currency into US dollars at the airport at your city of entry into

the US. This can be done at most international airports. Many small cities and rural areasdo not offer international currency exchange services.

Keeping Money Safe

DO NOT carry large amounts of currency with you in one location. Keep part of the moneyin a separate and safe place.

Checking Accounts

Spirit recommends that you open a checking account at a bank near your workplace whereyou can deposit your checks and keep money safe. ATM’s are available all over the UnitedStates and are the easiest way to obtain cash quickly from a checking account.

ARRIVALMoney Matters

ARRIVAL



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Social Security & Medicare Taxes

As a J-1 Work/Travel participant, you are not required to pay Social Security orMedicare taxes. If your employer takes these taxes from your paycheck, pleasenotify your employer immediately. You may have to pay US Federal and StateTaxes, which could account for up to 30% of your paycheck.

Tax Refunds

You may be entitled to a refund of the taxes that are taken out of yourpaycheck. In order to receive a refund, you will need to file Federal and Statetax returns no later than April 15th in order to receive any refund due for taxespaid through December 31st of the previous year.

Tax Services

Tax services exist that will assist you in filing your tax returns for a nominal fee.

More information on such services is available in the Participant Login sectionof Spirit’s website.

ARRIVALTaxes and Tax Refunds

ARRIVAL



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Coverage Details: Medical insurance is provided during your program period through Aetna Student Health.

Coverage includes illness, accident and liability insurance, and surpasses currentDepartment of State requirements for the J-1 Work/Travel program.

Insurance Website: Information on the medical insurance, your medical insurance ID card, personal policynumber and coverage details will be given to you at your orientation in the US. You can alsoobtain information about your insurance coverage or find a doctor atwww.aetna.com/docfind/custom/studenthealth/index.html. Spirit’s general policy number is299953-16-103.

Exclusions:Exclusions include, but are not limited to, pre-existing conditions and self-inflicted injuries,including alcohol-related injuries. Each participant is responsible for being aware of allexclusions to the policy by reading the insurance materials provided.

24-Hour Assistance: Aetna’s 24-hour emergency contact number in the USA is 1-866-525-1956 (toll free fromwithin the US). You can call this number to receive a referral to a doctor in your area. If youhave an emergency, go to the nearest hospital emergency room and call Aetna as soon as

possible after your arrival there. Note: A $250 deductible will apply if you visit the emergency room (waived if admitted).

30 Day Grace Period Insurance:If you plan to travel after the program is complete, you should make sure that you havemedical insurance during your 30 day grace period. This can be purchased after arrivalthrough Spirit.

ARRIVALMedical Insurance

ARRIVAL

http://www.aetna.com/docfind/custom/studenthealth/index.html

http://www.aetna.com/docfind/custom/studenthealth/index.html



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Employer’s Phone Normally, you will not be allowed to use your employer’s phone tomake personal or long distance calls.

Calling Cards

It is recommended that you purchase a telephone calling card to makelocal and international calls from the United States. Pre-paid phonecards can be purchased upon arrival at most youth hostels, currencyexchanges, grocery stores, and post offices throughout the US.

Payphones

Local calls from a payphone in the US generally cost 50 cents.

Numbers that begin with 1-800, 1-888, 1-877 or 1-866 are FREE callsand can be made from most payphones at no charge.

ARRIVALTelephone Use

ARRIVAL



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Weekly Hours:

Premium Program participants should expect to work an average of 30 hoursper week paid at or slightly above minimum wage. Your hours may vary weekto week, but should average out to about 30 hours per week over the course ofthe program. Hours should not fall below 20 hours per week.

Tipped Positions:Participants placed in tipped positions should expect a lower hourly wage thanother workers, as it is normal in the US for tipped workers to make most of their

salary from tips.

Work Start Date:It may take up to two weeks before you start working after your arrival at youremployer.

Wages:

Wages are usually paid once a week or once every two weeks. You will need tomake sure you bring enough money with you to cover expenses for the firstmonth.

ARRIVALWork Hours & Wages

ARRIVAL



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Getting to Work:

In most cases, you can walk, bike or travel by public transportationfrom your housing to your job. Generally, your work location will bewithin a 30 minute walk or bike ride to work. Travel via publictransportation, when available, can take up to one hour each way.

Driving:

Some participants are placed in positions where driving is a jobrequirement or is necessary to get to and from work. Special autoinsurance is required if you plan to rent, buy or borrow a car to useduring your program. You can obtain information about purchasing thisextra insurance by contacting most insurance agents in the US.

ARRIVALTraveling to Work

ARRIVAL



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Remember the Following!

You must abide by all national, state, and local laws at all times and must abide by therules set forth by Spirit, its cooperating employers and housing facilities.

Consumption of alcoholic beverages is illegal for those under 21 years of age. If you areover 21 years old, it is illegal to purchase alcohol for those under 21 years.

DO NOT drink and drive and do not ride in a vehicle with a driver who has been drinking.Previous Spirit participants have lost their lives as a result of drunk drivers.

Open containers of alcohol are not allowed in vehicles, even if the driver is not drinking.

You must have a valid international or US state driver’s license to drive a motor vehicle.Some states do not accept international driver’s licenses.

Shoplifting: Don’t try it – you will be arrested.

ARRIVALRules to Follow

ARRIVAL



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Safety First!Traveling and spending time in the US is fun and exciting, but youmust make sure that safety always comes first!

Seat BeltsWear your seat belt when riding in a car – even in the back seat! Itcould save your life.

Walking At NightDo not walk alone at night, especially in big cities or large towns. It isalways safer to walk with a friend or group.

ValuablesMake sure that you keep your valuables in a safe place.

CashDo not carry a large amount of cash with you at one time. Open achecking account to keep your money safe.

ARRIVALSafety Issues

ARRIVAL



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The Spirit staff is available to support you! If you need assistance while on the program, the Spirit Office is here to help.

Contact us for assistance with any problems you have – big or small.

You can call Spirit toll free at 1-800-390-0978. Our office is open Monday – Friday, 9am – 5pm Central Time. Or, email us at [email protected].

If you have an after-hours emergency that cannot wait until the next businessday, dial “399” when you reach our answering machine. You will then beconnected to our 24 hour answering service. Please only use this option in areal EMERGENCY!

Spirit Office Contact Information:

[email protected] www.spiritexchange.com 1-800-390-09781-708-763-89401-708-763-8949 (fax)

ARRIVALSupport in the USA









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Post-Program

POST-PROGRAM



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30 Day Grace PeriodIf you wish to travel in the US after your program ends, your J-1 Work/Travelprogram offers a 30-day “grace period” after your program end date to travel inthe US. You may not work during this grace period.

Return Home in Time for ClassesYou are required to return to your home country in time for classes or by thedate required by the US Embassy in your home country, even if it is before the

end of the 30-day grace period.

Limit your Travels to within the US You will not be able to re-enter the US if you visit Mexico or Canada during the30 day grace period.

Medical Insurance During Your Travel PeriodMedical insurance coverage during this 30 day grace period is not included in

the normal program, unless you requested it on your application. If you decidethat you would like grace period insurance coverage after arrival in the US,contact the Spirit office.

POST-PROGRAMTraveling: 30-Day Grace Period



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Congratulations!

You completed Spirit’s online orientation.

Please make sure to pick up your orientation packet

(including important medical insurance information) either at your

orientation site or after arrival at your employer.