Bringing People to Safety and Building our South Dakota Workforce

Sponsor Checklist

Here are some important tips and information for those looking to sponsor a Ukrainian through the United 4 Ukraine program.

VETTING APPLICANTS:
  • If you don’t already have a long-standing relationship with the refugee, it is advised that you have as much information about this person as possible.
  • Before committing to sponsor a particular refugee(s), do a video call with them to at least introduce yourselves to each other.  Both sides need to feel comfortable before going forward.
  • Like screening applicants for a job or to rent your property, 2-3 references can be helpful. Freedom’s Haven (FH) has fluent Russian/Ukrainian speakers and can speak with references of potential refugees if needed or translate written references. 
  • It is advisable to get their full First and Last Name (and Middle if they have one), social media accounts, Date of Birth, cell numbers and emails.
  • We can run a more detailed Ukrainian check if you have their national passport number and/or tax payer ID.  All of this can be very helpful in assessing the character of the refugee. 
  • To understand how they might support themselves long term, ask them for a resume with a photo in any language.   If they have a resume in Ukrainian/Russian rather than in English you can contact Lee Gabel (605)-880-1278 at Freedom’s Haven (FH) who can arrange to have it translated. 
  • Remember, the sponsor is liable for all the costs of a refugee so utilize all of the above to vet out undesirable Ukrainians.   This should be a good experience for all here.
HINTS FOR FILLING OUT THE I-134A:
  • Begin by registering for an account and filing form i-134a https://www.uscis.gov/i-134a
  • Request that they take photos of their passport photo pages and email or text them to you. This will help to avoid typos when entering the name and passport data in the I-134A. 
  • Names, passport numbers, emails (yours and the refugee’s), and phone numbers must be free of typos.
  • A minimum amount of assets should be shown to support the beneficiary – which is 130% of the poverty level.   For 2024 this is as follows:
  • To achieve this financial support level you can use a combination of your own assets, assets of sponsor supporters (including other individuals, churches or other groups) as well as assets of the beneficiary/refugee.
  • Evidence should consist of any of the applicable documents listed below:
    • Statement from an officer of the bank or other financial institutions with deposits, identifying the following details regarding the account: – Date account opened; – Total amount deposited for the past year; and – Present balance. Note: In practice, simple screen shots of your bank account balance has been sufficient in our experience.
    • Statement(s) from your employer on business letterhead showing:
    • – Date and nature of employment;
    • – Salary paid; and – Whether the position is temporary or permanent
    • Copy of last U.S. federal income tax return filed (tax transcript); or
    • List containing serial numbers and denominations of bonds and name of record owner(s).
  • Understand their situation to better answer the question about why your particular beneficiaries deserve favorable consideration.
ONCE I-134A iS DEEMED SUFFICIENT:
  • The refugee will receive an email from US Citizenship and Immigration Services (USCIS) directing them to set up an online account (this is why there can be no typos in the contact information when the sponsor fills out the I-134A).
  • Here are links to two YouTube videos (in Ukrainian) that you can share with your beneficiaries that explain how to do this.
  • Ask the refugee to send clear photos or screenshots of their travel authorizations.
FLIGHT RESERVATIONS:
  • Before buying tickets, have the refugees send clear photos of their travel authorizations and ensure that all the names are correct and match the passports.
  • Ensure you use the names and other information from the passports when making the flight reservations.
  • Ask whether the refugee has ever flown commercially or internationally before. If they haven’t flown before, it may help to explain things like checking-in, layovers, getting delayed/missed connections, passport control, customs, and a connecting flight after customs.
  • The fewer transfers/layovers the better.
  • Ukraine Cell Providers such as Kyivstar, Life and Vodafone have international roaming. Encourage them to top up their accounts with an extra 200-300 Ukrainian Hryvnia (~4-6 USD) before leaving Ukraine so they can roam when needed and connect with you on their travels before and after arriving in the US.    Most airline flights internationally now have free wifi in-flight for messaging services like Whatsapp or FB messenger so it is advisable to figure out a messaging service you both can use.
  • As a backup, let them know that they may need to connect their phone to the airport’s free WiFi during layovers and arrival in order to communicate with you (and others).
  • If they will need to transfer to a domestic flight after entering the US,
    • They will probably need at least a 4-hour layover at the airport where they enter the US.
    • Take time to explain the process after passport control and customs.
  • Prepare a “trip information sheet” for them to have with them as a reference and to help explain their travel to airline, airport and passport control personnel. Suggested information to include:
    • Names, passport numbers, Alien (“A”) numbers
    • Travel itinerary and booking reference
    • Address where they will be in the US
    • Sponsor phone, email and address
  • You may also want to provide airport terminal maps. Many airport websites have printable maps in PDF format.  You can either provide a link or the PDF file itself via email or text to the refugee.
RIGHT AFTER REFUGEES ARRIVE:
  • Help them print their I-94: https://i94.cbp.dhs.gov/I94/#/recent-search. This, along with their Ukrainian passport, shows their legal presence in the US while they are waiting for their Employment Authorization Document (EAD – work permit ID card. See filling out the I-765 below). This allows them to work for 90 days while waiting for their EAD. (https://www.uscis.gov/i-9-central/form-i-9-related-news/certain-afghan-and-ukrainian-parolees-are-employment-authorized-incident-to-parole)
  • Help them get a US cell phone This is probably the first thing on the first day.  It will be handy for filling out the numerous forms. Since they won’t have a SSN, they will need to get a “pre-paid” plan. Some Ukrainian phones won’t work with all providers.  You may have to visit different cell phone stores to find one that works with their phone.  If you have an old US cell phone that still works well that you can give or lend to the refugee, this may provide a work around.
  • Establish a home mailing address. Initially this will probably be the temporary place where they will be staying.  When they move, they must update their address promptly in their USCIS online account.
  • Help them fill out the I-765 (to get their EAD) with their USCIS account online, if they are of working age (14+). This is critical for them to continue working after the 90 days from when they start working.
    • Make sure they get confirmation that it’s been submitted
    • In 10 days or so, they should receive a biometrics appointment notice (login to USCIS account and check “case status” and “documents” at least every other day). The notice has the address in Sioux Falls (or Fargo if that’s closer to the refugee’s address) to go to.  The notice also says what they need to have with them at the appointment.
  • Visit the SS Administration Office to apply for Social Security numbers for all family members (will need their passports and I-94s). https://www.ssa.gov/locator/
  • Obtain medical insurance. U4U beneficiaries are usually eligible, at least initially, to use the insurance Marketplace.  https://www.usa.gov/health-insurance-marketplace The easiest way to do this can be set up through just about any insurance agent.  It’s difficult to use the online Marketplace before they receive an SSN. 
  • Visit Department of Social Services (DSS) for MEDICAID/ Refugee Medical Assistance (RMA ), Supplemental Nutrition Assistance Program (SNAP) and Temporary Assistance for Needy Families (TANF). DSS will ask about the money the refugee has on hand as well as income. It’s important to visit DSS before they start working.  This may be affected by changing federal policy for Ukrainian refugees/parolees arriving after October 1st, 2023.  We are waiting to see what happens – especially with Medicaid.  Medicaid will cover them for life-threatening emergencies until Marketplace is effective.
  • Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) (County nurse) some will qualify for kids under 5. WIC will provide a car seat if needed. 
  • Schools/Daycare
  • English Language learning. In the Watertown area, this is likely to be done through LSS.  This may incur a small fee for refugees arriving after October 1st, 2023.  Please contact Glacial Lakes Multicultural Center (GLMCC) or Lee Gabel (605)-880-1278 to find out the latest information.  There will probably be other less formal opportunities for language practice and supplemental instructions offered by volunteers. https://theeducationalequalityinstitute.org/language-courses/; https://linktr.ee/eslforukrainians
  • OPTIONAL Visit Lutheran Social Services (LSS) https://lsssd.org/ before DSS.  LSS can provide case management and will help arrange some of the other appointments like DSS and will help arrange English as a Second Language (ESL), medical stuff (TB test, vaccinations).  Some have turned down COVID shots for minors.  LSS warns that this may cause problems with parole but doesn’t force them to take the COVID shot. LSS POCs: Veronica Tsymbalist 605-731-2060 / Maryna Golovko 605-731-2062 / Alicia Roy 605-731-2011. 
  • LSS for Refugee Cash Assistance (RCA). Due to federal policy changes, many federal benefits will likely be unavailable for refugees arriving after October 1st  Should this assistance still be available, LSS doesn’t ask about how much money the refugee has at the time of application, but they do ask about income.  Even a $16/hr wage job will probably disqualify them.  Refugees may qualify before they actually begin working. RCA requires regular check-ins with LSS and that the refugee take ESL classes. 
FIRST MONTH (OR SO) AFTER ARRIVAL:
  • Set up a bank account (will need passport & I-94 or EAD, SSN).
  • Job search
    • Assist refugee with resume and connecting with employers
    • GLMCC (Jim Shroll) can help arrange job interviews.
    • Arrange for translation of interview/orientation if needed. (Lee Gabel may be able to help if needed).
    • The I-94 & Ukrainian passport allow them to work for 90 days while waiting for their employment authorization document (EAD – work permit ID card). (https://www.uscis.gov/i-9-central/form-i-9-related-news/certain-afghan-and-ukrainian-parolees-are-employment-authorized-incident-to-parole).
    • Employer Medical Insurance: Ensure the employee understands that they have Medicaid insurance for a year from the date of arrival in the US. For this reason, they may want to decline paying for medical/dental/vision insurance through their employer while the Medicaid is available.
    • 401Ks through their employer: Given that refugees don’t know if they will be in the US at retirement age, they may need to withdraw any money they’ve invested in a 401K should they have to leave the US.  This will probably incur a stiff penalty.  It may be a better option for them to invest or save on their own.
  • TB IGRA test within 90 days of arrival (https://www.uscis.gov/humanitarian/uniting-for-ukraine/uniting-for-ukraine-vaccine-attestation). This can be arranged through the primary care provider that is assigned/chosen under MEDICAID.
  • Initial doctor, dentist, and eye appointments. DSS usually provides a list of MEDICAID insurance numbers that the provider will need in order to see them.
  • Usually, the school will know which vaccinations might be needed.
  • Transportation
    • Loaner/donated car –
      • Ukrainians can drive in SD with a valid Ukrainian license and proof of their legal presence in the US (passport and I-94).
      • Once they have an SSN, they can register a car in their name at the County Treasurer’s office. In addition to their SSN and the car’s title, they will need their passport(s) and I-94(s).  If they have their EAD card, that’s preferable (to their Ukrainian passport) since it’s a US-issued identity document.  It’s possible to register and title a care BEFORE they have a SD driver’s license.
      • They can purchase car insurance before they have an SD driver’s license, but you may need to shop around.
    • Watertown Transit. Watertown transit (and other community transit systems can help fill gaps in transportation such as the challenges of getting kids to and from school/daycare or getting to work without a car or a drivers license. Watertown transit’s number is (605) 882-5287.  You must call a day in advance for a ride. See their website for fare information. http://www.communitytransitws.com/payment-and-fares/
    • Supporting organization ride roster.
    • Car seats for kids (WIC program provides car seats)
  • SD driver’s license. South Dakota Department of Public Safety (DPS) allows translation for the written driver’s test.  In the Watertown area, you may contact Lee Gabel (605-880-1278) to arrange translation for the written test.  The DPS doesn’t permit translation for the behind-the-wheel test.  The refugee will need an Employment Authorization Card, or a Foreign Passport with a U.S. Visa/I-94 and two documents proving their residential/physical address. See https://dps.sd.gov/driver-licensing/required-documents for specifics.
WHAT HAPPENS AFTER HUMANITARIAN PAROLE ENDS (LSS SUGGESTED OPTIONS):
  • Apply for asylum by the 1-year mark of parole. Will need a lawyer to help. Can take years to adjudicate asylum claims.  In the meantime, will need to renew EAD every 2 years.  If asylum granted, can apply for Green Card and eventually citizenship.
  • Enroll in the Green Card lottery when window is open. (https://dvprogram.state.gov)
  • Apply for Temporary Protected Status (TPS), if the current TPS window ends later than their humanitarian parole, it’s probably smart to apply for TPS (as of this writing, TPS was recently extended to April 19, 2025 for Ukrainians). This may need the help of an immigration lawyer.  It requires a form I-821.  This can be done in conjunction with an I-765 for renewed employment authorization.

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Phone: +1 (605) 880-1278

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  • If you don’t already have a long-standing relationship with the refugee, it is advised that you have as much information about this person as possible.
  • Before committing to sponsor a particular refugee(s), do a video call with them to at least introduce yourselves to each other.  Both sides need to feel comfortable before going forward.
  • Like screening applicants for a job or to rent your property, 2-3 references can be helpful. Freedom’s Haven (FH) has fluent Russian/Ukrainian speakers and can speak with references of potential refugees if needed or translate written references. 
  • It is advisable to get their full First and Last Name (and Middle if they have one), social media accounts, Date of Birth, cell numbers and emails.
  • We can run a more detailed Ukrainian check if you have their national passport number and/or tax payer ID.  All of this can be very helpful in assessing the character of the refugee. 
  • To understand how they might support themselves long term, ask them for a resume with a photo in any language.   If they have a resume in Ukrainian/Russian rather than in English you can contact Lee Gabel (605)-880-1278 at Freedom’s Haven (FH) who can arrange to have it translated. 
  • Remember, the sponsor is liable for all the costs of a refugee so utilize all of the above to vet out undesirable Ukrainians.   This should be a good experience for all here.
  • Begin by registering for an account and filing form i-134a https://www.uscis.gov/i-134a
  • Request that they take photos of their passport photo pages and email or text them to you. This will help to avoid typos when entering the name and passport data in the I-134A. 
  • Names, passport numbers, emails (yours and the refugee’s), and phone numbers must be free of typos.
  • A minimum amount of assets should be shown to support the beneficiary – which is 130% of the poverty level.   For 2024 this is as follows:
  • To achieve this financial support level you can use a combination of your own assets, assets of sponsor supporters (including other individuals, churches or other groups) as well as assets of the beneficiary/refugee.
  • Evidence should consist of any of the applicable documents listed below:
    • Statement from an officer of the bank or other financial institutions with deposits, identifying the following details regarding the account: – Date account opened; – Total amount deposited for the past year; and – Present balance. Note: In practice, simple screen shots of your bank account balance has been sufficient in our experience.
    • Statement(s) from your employer on business letterhead showing:
    • – Date and nature of employment;
    • – Salary paid; and – Whether the position is temporary or permanent
    • Copy of last U.S. federal income tax return filed (tax transcript); or
    • List containing serial numbers and denominations of bonds and name of record owner(s).
  • Understand their situation to better answer the question about why your particular beneficiaries deserve favorable consideration.
  • The refugee will receive an email from US Citizenship and Immigration Services (USCIS) directing them to set up an online account (this is why there can be no typos in the contact information when the sponsor fills out the I-134A).
  • Here are links to two YouTube videos (in Ukrainian) that you can share with your beneficiaries that explain how to do this.
  • Ask the refugee to send clear photos or screenshots of their travel authorizations.
  • Before buying tickets, have the refugees send clear photos of their travel authorizations and ensure that all the names are correct and match the passports.
  • Ensure you use the names and other information from the passports when making the flight reservations.
  • Ask whether the refugee has ever flown commercially or internationally before. If they haven’t flown before, it may help to explain things like checking-in, layovers, getting delayed/missed connections, passport control, customs, and a connecting flight after customs.
  • The fewer transfers/layovers the better.
  • Ukraine Cell Providers such as Kyivstar, Life and Vodafone have international roaming. Encourage them to top up their accounts with an extra 200-300 Ukrainian Hryvnia (~4-6 USD) before leaving Ukraine so they can roam when needed and connect with you on their travels before and after arriving in the US.    Most airline flights internationally now have free wifi in-flight for messaging services like Whatsapp or FB messenger so it is advisable to figure out a messaging service you both can use.
  • As a backup, let them know that they may need to connect their phone to the airport’s free WiFi during layovers and arrival in order to communicate with you (and others).
  • If they will need to transfer to a domestic flight after entering the US,
    • They will probably need at least a 4-hour layover at the airport where they enter the US.
    • Take time to explain the process after passport control and customs.
  • Prepare a “trip information sheet” for them to have with them as a reference and to help explain their travel to airline, airport and passport control personnel. Suggested information to include:
    • Names, passport numbers, Alien (“A”) numbers
    • Travel itinerary and booking reference
    • Address where they will be in the US
    • Sponsor phone, email and address
  • You may also want to provide airport terminal maps. Many airport websites have printable maps in PDF format.  You can either provide a link or the PDF file itself via email or text to the refugee.
  • Help them print their I-94: https://i94.cbp.dhs.gov/I94/#/recent-search. This, along with their Ukrainian passport, shows their legal presence in the US while they are waiting for their Employment Authorization Document (EAD – work permit ID card. See filling out the I-765 below). This allows them to work for 90 days while waiting for their EAD. (https://www.uscis.gov/i-9-central/form-i-9-related-news/certain-afghan-and-ukrainian-parolees-are-employment-authorized-incident-to-parole)
  • Help them get a US cell phone This is probably the first thing on the first day.  It will be handy for filling out the numerous forms. Since they won’t have a SSN, they will need to get a “pre-paid” plan. Some Ukrainian phones won’t work with all providers.  You may have to visit different cell phone stores to find one that works with their phone.  If you have an old US cell phone that still works well that you can give or lend to the refugee, this may provide a work around.
  • Establish a home mailing address. Initially this will probably be the temporary place where they will be staying.  When they move, they must update their address promptly in their USCIS online account.
  • Help them fill out the I-765 (to get their EAD) with their USCIS account online, if they are of working age (14+). This is critical for them to continue working after the 90 days from when they start working.
    • Make sure they get confirmation that it’s been submitted
    • In 10 days or so, they should receive a biometrics appointment notice (login to USCIS account and check “case status” and “documents” at least every other day). The notice has the address in Sioux Falls (or Fargo if that’s closer to the refugee’s address) to go to.  The notice also says what they need to have with them at the appointment.
  • Visit the SS Administration Office to apply for Social Security numbers for all family members (will need their passports and I-94s). https://www.ssa.gov/locator/
  • Obtain medical insurance. U4U beneficiaries are usually eligible, at least initially, to use the insurance Marketplace.  https://www.usa.gov/health-insurance-marketplace The easiest way to do this can be set up through just about any insurance agent.  It’s difficult to use the online Marketplace before they receive an SSN. 
  • Visit Department of Social Services (DSS) for MEDICAID/ Refugee Medical Assistance (RMA ), Supplemental Nutrition Assistance Program (SNAP) and Temporary Assistance for Needy Families (TANF). DSS will ask about the money the refugee has on hand as well as income. It’s important to visit DSS before they start working.  This may be affected by changing federal policy for Ukrainian refugees/parolees arriving after October 1st, 2023.  We are waiting to see what happens – especially with Medicaid.  Medicaid will cover them for life-threatening emergencies until Marketplace is effective.
  • Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) (County nurse) some will qualify for kids under 5. WIC will provide a car seat if needed. 
  • Schools/Daycare
  • English Language learning. In the Watertown area, this is likely to be done through LSS.  This may incur a small fee for refugees arriving after October 1st, 2023.  Please contact Glacial Lakes Multicultural Center (GLMCC) or Lee Gabel (605)-880-1278 to find out the latest information.  There will probably be other less formal opportunities for language practice and supplemental instructions offered by volunteers. https://theeducationalequalityinstitute.org/language-courses/; https://linktr.ee/eslforukrainians
  • OPTIONAL Visit Lutheran Social Services (LSS) https://lsssd.org/ before DSS.  LSS can provide case management and will help arrange some of the other appointments like DSS and will help arrange English as a Second Language (ESL), medical stuff (TB test, vaccinations).  Some have turned down COVID shots for minors.  LSS warns that this may cause problems with parole but doesn’t force them to take the COVID shot. LSS POCs: Veronica Tsymbalist 605-731-2060 / Maryna Golovko 605-731-2062 / Alicia Roy 605-731-2011. 
  • LSS for Refugee Cash Assistance (RCA). Due to federal policy changes, many federal benefits will likely be unavailable for refugees arriving after October 1st  Should this assistance still be available, LSS doesn’t ask about how much money the refugee has at the time of application, but they do ask about income.  Even a $16/hr wage job will probably disqualify them.  Refugees may qualify before they actually begin working. RCA requires regular check-ins with LSS and that the refugee take ESL classes. 
  • Set up a bank account (will need passport & I-94 or EAD, SSN).
  • Job search
    • Assist refugee with resume and connecting with employers
    • GLMCC (Jim Shroll) can help arrange job interviews.
    • Arrange for translation of interview/orientation if needed. (Lee Gabel may be able to help if needed).
    • The I-94 & Ukrainian passport allow them to work for 90 days while waiting for their employment authorization document (EAD – work permit ID card). (https://www.uscis.gov/i-9-central/form-i-9-related-news/certain-afghan-and-ukrainian-parolees-are-employment-authorized-incident-to-parole).
    • Employer Medical Insurance: Ensure the employee understands that they have Medicaid insurance for a year from the date of arrival in the US. For this reason, they may want to decline paying for medical/dental/vision insurance through their employer while the Medicaid is available.
    • 401Ks through their employer: Given that refugees don’t know if they will be in the US at retirement age, they may need to withdraw any money they’ve invested in a 401K should they have to leave the US.  This will probably incur a stiff penalty.  It may be a better option for them to invest or save on their own.
  • TB IGRA test within 90 days of arrival (https://www.uscis.gov/humanitarian/uniting-for-ukraine/uniting-for-ukraine-vaccine-attestation). This can be arranged through the primary care provider that is assigned/chosen under MEDICAID.
  • Initial doctor, dentist, and eye appointments. DSS usually provides a list of MEDICAID insurance numbers that the provider will need in order to see them.
  • Usually, the school will know which vaccinations might be needed.
  • Transportation
    • Loaner/donated car –
      • Ukrainians can drive in SD with a valid Ukrainian license and proof of their legal presence in the US (passport and I-94).
      • Once they have an SSN, they can register a car in their name at the County Treasurer’s office. In addition to their SSN and the car’s title, they will need their passport(s) and I-94(s).  If they have their EAD card, that’s preferable (to their Ukrainian passport) since it’s a US-issued identity document.  It’s possible to register and title a care BEFORE they have a SD driver’s license.
      • They can purchase car insurance before they have an SD driver’s license, but you may need to shop around.
    • Watertown Transit. Watertown transit (and other community transit systems can help fill gaps in transportation such as the challenges of getting kids to and from school/daycare or getting to work without a car or a drivers license. Watertown transit’s number is (605) 882-5287.  You must call a day in advance for a ride. See their website for fare information. http://www.communitytransitws.com/payment-and-fares/
    • Supporting organization ride roster.
    • Car seats for kids (WIC program provides car seats)
  • SD driver’s license. South Dakota Department of Public Safety (DPS) allows translation for the written driver’s test.  In the Watertown area, you may contact Lee Gabel (605-880-1278) to arrange translation for the written test.  The DPS doesn’t permit translation for the behind-the-wheel test.  The refugee will need an Employment Authorization Card, or a Foreign Passport with a U.S. Visa/I-94 and two documents proving their residential/physical address. See https://dps.sd.gov/driver-licensing/required-documents for specifics.
  • Apply for asylum by the 1-year mark of parole. Will need a lawyer to help. Can take years to adjudicate asylum claims.  In the meantime, will need to renew EAD every 2 years.  If asylum granted, can apply for Green Card and eventually citizenship.
  • Enroll in the Green Card lottery when window is open. (https://dvprogram.state.gov)
  • Apply for Temporary Protected Status (TPS), if the current TPS window ends later than their humanitarian parole, it’s probably smart to apply for TPS (as of this writing, TPS was recently extended to April 19, 2025 for Ukrainians). This may need the help of an immigration lawyer.  It requires a form I-821.  This can be done in conjunction with an I-765 for renewed employment authorization.