Many of you planning to apply for H1B Visa in FY 2023 Season, you might wonder how does the H1B Registration System would look like. What are the tool screens like, what is going to be filled by employer, and what details are needed? The below article covers all the details of the UI screens and the flow of the online H1B registration system/tool.
These screens are primarily focused on the H1B employer trying to submit the registration. It does not cover the scenario if an attorney is doing the registration on behalf of the employer. If you are new to the H1B process, you should read article : H1B Registration Final Rule – Process, FAQs, Fee
Step 1 : Registration of the USCIS Account, Choosing Account type
The employer or attorney representing the employer need to create an account at https://myaccount.uscis.gov/. The setup is pretty straightforward. Towards the end after you submit your account-specific recovery questions and reset-related answers, you need to choose the account type like in below screenshot and you will be further guided based on your status of either Attorney or Employer. Check USCIS Account Creation Video
Account Type Selection Screen looks like below for FY 2023 Season
Account Type Screen before FY 2023
If the USCIS system is not open for creating H1B Registrant Account, it would look like below
Step 2 : H1B Registrations Filing/Submission Screen, Status
Once your account is setup as H1B Registrant, you will enter a dashboard screen that tells, if H1B Registration Period is open or closed. It will be stated as open during the registration period and you will see an option to file a registration, in the form of a button that says ‘File a registration’. If you are an attorney you have an option to enter the representative code, this is used, if attorney is helping you do the registrations. See below screenshot on how it looks.
If the H1B Registration period has not yet opened, it will clearly say that the H1B Registration period is closed and will have dates details on when they will open the same. As announced by USCIS H1B 2023 registration dates are from March 1, 2022, to March 18, 2022. See the below screenshot from the USCIS H1B Registrations filing system.
After the H1B Registration Period is closed, then you will see a status message saying that the H1b registration period is closed. It looks like below.
Step 3 : Section – Before you start Registration – Eligibility, Duplicates, Fee
Once you launch the form, then you will see an initial screen with introduction of H1B Registration. It basically talks about general registration process and how the whole process works as in below screenshot.
Under that, we have Before you start registration that outlines three things
- Eligibility: Who can do the H1B registration, which is basically US Employers/ persons who has EIN, and has employer employee relationship, or as an agent.
- Duplicates: It talks about how USCIS would look at duplicates, which tells submitting multiple registrations for same employee by an employer is considered duplicate and it will be invalid.
- Fee, Refund Policy: Talks about $10 fee and the refund policy, which says there is no refund. It also tells how the payment has to be done.
You need to click on Next button at the end after you review the info. Check below screenshots on how the above three sections would look like.
You can watch the below YouTube Video with the step by step video guide for the submission of Registrations process.
Step 4 : Completing Form, How to Continue Filling form
In this page/step, the system tells that the responses will be saved and how to continue where you left off and gives you DHS Privacy Notice and Paperwork reduction Act Disclosures. At the end of this page, you will see “Start” button. Once you are ready, you can click on that button to start H1B registrations. See below screenshot.
Various Sections in H1B Registration Online Tool
Once you click on the ‘Start” button, you will be taken to a page, where you need to enter details of Registrant ( Employer / H1B Sponsor ) , Beneficiary ( Employee). If you check the navigation, it looks like below with tabbed interface. First step is to enter the details of the Registrant / Employer
Step 5 : Enter Registrant or Employer / H1B Sponsor Information
You will need to enter the details of the company that is sponsoring the H1B as below:
- Legal Name of the company
- Doing Business As details
- Employer identification Number / SSN or ITIN
- Primary US Address office of the company
All are text fields, check the screenshot below
Step 6 : Fill Authorized Signatory Information
In this next page, you will need to enter the details of the authorized signatory, the person who has the authority on behalf of the company
- Given Name
- Middle Name
- Family Name
- Authorized signatory Title at the company
- Contact information – Phone number, Email Address
All are text fields as well, check the screenshot below
Step 7 : Add Beneficiary Information
This is a new section, if you notice the navigation. You can add as many beneficiaries as you can by clicking on ‘Add Beneficiary’ button. There is no limit as such. Once you have added beneficiaries, you will see the list, then you can click on Next button. See below screenshot.
Step 8 : Fill out Complete Beneficiary/ H1B Applicant Information
Once you click on add beneficiary, you will come to a page, where you will need to enter complete details of the beneficiary or the employee, who will be the H1B applicant. There are some options to check, if there is only one name in passport.
- Legal Name of the H1B applicant – First, Middle and Family Name
- Gender of the applicant
- Option to select, if the applicant is eligible for US Masters H1B Quota
- Date of Birth
- Country of Birth
- Country of Citizenship
- Passport Number ( There is option to check, if there is no passport number too )
Once you enter all the info, you need to click on ‘Save Entry’ button, it looks like below screenshots.
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Step 9 : Add more Beneficiary/ H1B Applicants
After you complete adding one applicant info, you will come back to previous screen, where you have an option to add additional Applicants, by repeating the process described in Step 7 and Step 8 . You can add as many applicants as you can and submit them as a batch. You need to click on ‘Add another beneficiary’ button to add more applicants. You also have the option to delete or edit an existing entry. It shows how many entries are there in the entire list as well. You can submit multiple batches as well. Payment will be done by batch. See below on how it looks after you add few applicants.
Step 10 : Review Registration – System
In this step, you will get an option to have the system review the registration. The System will check for completeness only and not the accuracy…so, if you have missed any fields or anything, it will alert. But, it will not validate, if the data you filled is correct or not. It looks like below. You need to click button ‘Review registration’
Step 11: Review summary– Total Fee, Alerts info
In this step, after the system reviews the registrations, it will show, if any errors or missing info. If no missing info or errors, it will show a green tick stating that ‘We found no alerts or warnings in your registration’. Also, on this page, the system will show the total amount of fee you are supposed to pay for the registrations and it talks about Refund policy. Once you find everything is good to go, you go to the next step by clicking on Next button. See below screenshot on how it looks
Step 12 : Summary – Review H1B Registrant’s, Applicants’ Info
Once you have completed filling everything without any errors, there is one final review page that shows the summary of the entire information that you filled in so far. You get a chance to review the employer info, applicants info and then go to next step. See below screenshot.
Step 13 : Authorized Signatory’s Statement
In this page, the authorized signatory should agree telling that they can read English and they have reviewed everything. It is one of those compliance questions. See below screenshot on how it looks.
Step 14 : Authorized Signatory’s Signature under Penalty of Perjury
In this page, the authorized signatory is signing by typing the name under penalty of perjury. Basically, the employer is signing telling that they will file H1B petition, if the registration is selected in the registration. This is one way to make sure that employers do not back out after they get anyone selected in the H1B registration process. Employers will be liable and USCIS can go behind them, if they fail to file the H1B petition. USCIS has not given any details on what they will do, if an employer fails to submit a petition. But, if you are signing it under ‘Penalty of Perjury’, which means, if you violate it, you can be fined, or imprisoned for up to 5 years, or both..
Step 15 : Pay and Submit H1B Registration
This is the last step, where the system will tell how much needs to be paid and it will re-direct to Pay.gov website for payment of the registration fee online. You can use credit card, or US Bank account info and submit the payment. Once the payment is done, then it will redirect back for you to see the confirmation. Pay.gov is pretty standard solution to pay the federal agencies. See below the Pay and Submit Screen.
Step 16 : Payment on Pay.gov website
Below is how it looks on the Pay.gov website telling that you are paying for the H1B Registration. You need to select the payment method of your choice by selecting the radio button.
After that you will get a summary of the payment details and how much you are paying. You need to click on Continue, where you are checking a box telling that you are authorizing the payment. See below on how it looks
Step 17 : H1B Registration Submission Successful Confirmation
Once the payment is processed, you will be redirected and you will see a confirmation screen like below. It also tells that there is a registration number assigned to each of the entries, but it will be used only for registration and cannot be used to track the case using case status. This is similar to the temporary number in the H1B Visa Lottery situations in the past, usually we see this on a H1B Lottery Reject Notice. You also will get an option to Go to your submitted cases. For that you need to click on button ‘Go to my cases’.
Step 18 : Review Submitted H1B Registrations, CSV Export, Delete
You can go back to the submitted registrations to review their status. You have an option to export them to CSV file and check them again. If you feel there are duplicates, you can delete the registrations as well. See below on how it looks on the screen.
Step 19 : H1B Registrations Status – Selected, Submitted, Denied (Duplicate), Not selected.
If the H1B registration was selected in lottery, then the status will change to selected. If it was a duplicate, it will show as denied. If not, it will still show as submitted. All of them are show as in below status.
If the H1B Registration was not selected, which is towards the end of the H1B cap for that fiscal year, then USCIS will update the status for the remaining submitted ones to Not Selected. It looks like below.
Phew ! That’s a lot of screenshots 🙂 What do you think of the new H1B registration System flow ? Your thoughts ? Add your thoughts as comments.
You can read USCIS Webinar Slides on H1B Registration Tool that have all the above covered as well.