Group Appointments

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Overview

Examples of groups include, but are not limited to, professional trainees and tour groups. Groups must have a minimum of five members otherwise applicants should apply individually.

Please note that it’s mandatory to upload the list of group members and invitation letter from the US with your request. Please submit the full name and date of birth of each applicant. Should you fail to provide a full list of group members, your group request will not be considered. Thank you for cooperation.

How to Apply

Step 1

A designated group coordinator uses the online appointment system to click on Group Scheduling Request to request a group appointment. It is not possible to submit a request through the call center agent. Once the request is submitted, wait for a response from the Embassy which will come via email.

Please do NOT add any group members / dependents before you have received an email saying your group request has received approval from the Embassy or Consulate. You will add the group members / dependents only after you have received the email confirmation.

Step 2

If the Embassy approves the request, the group leader will receive an email inviting him or her to return to his or her profile to schedule appointments for each member of the group. A call center agent cannot schedule group appointments, but they are able to assist with questions. Should the Embassy deny the request for a group appointment, a notification will also be sent by email. In this case, each group member must schedule an individual appointment.

Note: The email confirming or denying your request comes from no-reply@ustraveldocs.com. Some email applications have rules which filter unknown senders into a spam or junk mail folder. If you have not received your email notification, please look for the message in your junk and spam email folders.

Step 3

Each group member must pay the visa application fee.In the case of making a bulk fee payment, you will receive only one receipt number per transaction and will use this receipt number for each valid MRV fee paid.

                            Visa Types and U.S. Dollar Application Fee Amounts - Sorted by Visa Type
Visa Type Description Fee Amount Select Quantity
B Business/Tourist $160
C-1 Transit $160
C-1/D Transit and Airline Crew $160
D Ship Crew $160
E Treaty Trader/Investor, Australian Professional Specialty, Long-Term Investor CNMI $205
F Student (academic) $160
H Temporary/Seasonal Workers and Employment, Trainees $190
I Journalist and Media $160
J Exchange Visitor $160
K Fiancé or Spouse of U.S. Citizen $265
L Intracompany Transferees $190
M Student (vocational) $160
O Persons with Extraordinary Ability $190
P Athletes. Artists & Entertainers $190
Q International Cultural Exchange $190
R Religious Worker $190
T Victim of Human Trafficking $160
TN/TD NAFTA Professionals $160
Note: If the group payment is more than UAH 15000, the Group Coordinator is required to present to the bank teller a notarized official permit/consent/authority letters for members of the group. If an applicant is under the age of 16, a notarized official permit/consent/authority letter has to be signed by the parent or legal guardian.
Step 4

Each group member must complete the Nonimmigrant Visa Electronic Application (DS-160) form and print the confirmation page.

Step 5

The group coordinator returns to his or her profile at the online appointment system and clicks on the Schedule Group Appointment button to begin scheduling the group's appointments. He or she should have at hand three pieces of information about each group member:

  • The group member's passport with the applicants full name, passport number, date of birth, passport expiration date and other important data located on the passport's biographical page
  • The group member's visa application fee receipt number. Click here for help locating this number.
  • The 10-digit barcode number from the group member's DS-160 confirmation page
Step 6

The group coordinator selects the approved group appointment request corresponding to the correct group, as in the example below:

MPFC - Appointments Remaining: 6

If the group coordinator frequently schedules group appointments, it is important to select the correct group request.

Step 7

Each group member is added as a "Dependent" to the group coordinator's profile. The group coordinator can choose to be a member of the group or not.

Step 8

The group goes to the U.S. Embassy on the date and time of their visa interviews. Each member must have a printed copy of the appointment letter, DS-160 confirmation page, one photograph taken within the last six months, a current passport and all old passports, and the original visa fee payment receipt. Applications without all of these items will not be accepted.

Note: If you have additional questions on group scheduling, please visit  Tutorial for Scheduling Group Appointments for more detailed instructions.

Important Points to Remember
  • Once the group request has been approved, the group has a limited time to complete steps one through six. Typically, it is a timeframe of seven days, but the group coordinator should refer to the confirmation received by email. In case the request expires, the group coordinator must start over and submit a new request.
  • The group coordinator should perform steps 1, 2, 3 and 5 for group members. Each applicant must complete his or her own Form DS-160.
  • If a group member has already scheduled an appointment, he or she is no longer eligible to be a group member. He or she must attend the visa interview alone.
  • If the group's applicants are applying under an approved I-797 petition, such as H2A, H2B, or H3 visa applicants, in step one the group coordinator must upload a legible copy of the approved I-797 as part of the request.

Applications of Children Groups Traveling under Permission from the Ministry of Social Policy of Ukraine and/or the Regional Administration

Plan Ahead: Sponsoring organizations must submit group appointment requests a minimum of three weeks before planned travel dates. Failure to do so could result in delays of the visas. 

Step 1Securing Government Approvals

Sponsoring organizations should secure the approvals from the relevant Government of Ukraine officials (generally the Ministry of Social Policy and/or the Regional Administration) prior to making group appointment requests.

Step 2: Requesting A Group Appointment

Making a Request: sponsoring organizations should submit group appointment requests through online appointment system (click on “group scheduling request”).  

Upload the following Supporting Documents for a group request:  

  • Permission to travel, issued by the local Ministry of Social Policy of Ukraine or the Regional Administration.
  • A letter of invitation from a U.S.-based organization and their contact information.
  • Names and e-mail addresses in a Word format document of all host families, along with the names of the children they intend to host (only for orphan groups).
  • Notarized permission from the orphanage director authorizing the designated chaperone to accompany the children to the U.S.(only for orphan groups).
  • List of DS-160 barcodes (please see the sample ). A recent photo also must be uploaded in each applicant’s DS-160; Any DS-160 submitted without a photo will not be accepted.
  • Police certificate for chaperones and accompanying persons.

The above documents should be scanned into the group appointment request in a printable format.  Photos of documents will not be accepted.

Step 3: Scheduling an Appointment

Appointments will take place five business days after request:  After we have received all the necessary documentation, we will schedule an appointment and notify the group of the day and time.  Generally, the appointment will not be scheduled earlier than five business days after the request has been submitted.  The group coordinator must then schedule the each group member in the online appointment system. 

Failure to Use Allocated Appointment Slots: If a group fails to use the reserved appointment slots three business days prior to the scheduled interview date, the appointment slots will be given to someone else.  Failure to appear for a scheduled appointment or failure to appear on time may result in significant delays in processing.

Step 4: The Visa Interview

Each visa application is subject to a review by an adjudicating officer, who must apply U.S. immigration law in determining whether an applicant is qualified for the visa for which he/she has applied.  Children under 14 years old do not need to appear at the Consular Section in person unless specifically instructed to do so.  Do not purchase tickets before the visa is issued.

During the visa interview, applicants or their representatives must present:

  • A valid international passport. Passports should have at least two facing pages available where a visa will be placed. NOTE: visas cannot be placed on the Special Notes pages.
  • A DS-160 with uploaded photos.
  • The original permission to travel issued by the local Ministry of Social Policy of Ukraine/Regional Administration.
  • A letter of invitation from a U.S.-based organization and their contact information.
  • Names, addresses, phone numbers, and e-mail addresses of all host families, along with the names of children hosted in a Word format document (only for orphan groups).
  • The original notarized permission of the orphanage director authorizing the chaperone to accompany the children to the U.S. (only for orphan groups).
  • Police certificate for chaperones and accompanying persons.

Present these documents together in the order listed.  The Consular Section must be informed of any changes – including host family information - immediately and prior to the visa interview.  Failure to do so may result in delays or visa cancellations. 

Step 5: Confirmation of Return

Within two weeks of the group`s return from the U.S., the group's representative must appear at the Consular Section with passports containing entry/exit stamps of all group members (regardless of whether or not they traveled) and the list of all group members.