BIO DocuSign IOF Guide

General Process Overview

  1. The Form Initiator selects the relevant DocuSign IOF fee type from the BIO Recharge Fee webpage and enters their own name and email, the Form Approver’s name and email, and the name of the international scholar/employee. At this stage, click “Begin Signing.” Once the Form Initiator completes all of their required fields and any relevant optional fields, the Form Initiator clicks “Finish.”

  2. When the Form Initiator clicks “Finish”:

    1. The Form Initiator receives an email confirmation, and
    2. The Form Approver receives an email prompting them to complete their section of the IOF (entering/confirming/approving the chartstring information).

  3. Once the Form Approver completes their section, signs, and clicks “Finish,” both the Form Initiator and Form Approver receive an email notification with a link to the completed and approved DocuSign IOF which can be downloaded as a PDF. The PDF of the approved DocuSign IOF should be uploaded to ISD by the individual who will submit the case to BIO with other case documentation as instructed in the relevant checklist (for example J-1 checklist, or H-1B checklist). 

  1. When the case has been processed, BIO staff will complete the final “BIO Internal Use” signature section of the DocuSign IOF to mark the IOF as complete and ready to be charged to the department. The Form Initiator and Form Approver will receive a final email notification that the DocuSign IOF has been fully completed.


Step-by-Step Instructions and Screenshots

  1. Click into the relevant IOF type from the BIO Recharge Fee webpage  Note: you will repeat this process for each IOF if multiple IOFs are required (e.g. (1) J-1 New/Initial IOF and (2) J-1 Expedite IOF for cases needing to be expedited).

  2. On the PowerForm Signer Information page, the Form Initiator enters the following information:

    1. Your name and email as the Form Initiator
      The Form Initiator is someone familiar with the case, who knows who the appropriate Form Approver for the case should be, and who will either submit the case in ISD or will pass the completed IOF and other materials on to the individual who will submit the case in ISD.

    2. The name and email of the Form Approver
      The Form Approver is the individual responsible for confirming and approving the chartstring that the IOF should be charged to (e.g. fund manager, research administrator)

    3. The name (name only) of the International Scholar/Employee.
      Note:
      do not alter the (placeholder) email field for the International Scholar/Employee - leave it as the pre-filled bio_iof@berkeley.edu. We’re collecting the international scholar/employee’s name in this field only for DocuSign form identification purposes; the international scholar/employee will not be emailed in the course of this DocuSign IOF process.

    4. Then click “Begin Signing”

  1. The Form Initiator fills out the indicated fields (red = required, gray = optional (leave blank if not applicable)).
    You may either fill in the Chart of Accounts information (which will subsequently be reviewed, edited if necessary, and approved by the Form Approver), or leave that section blank for the Form Approver to complete. Once you complete your fields, click "Finish." At that time, the Form Approver will automatically receive a notification email with a link to complete their sections of this IOF.

  2. The Form Initiator receives an email confirmation that they have completed their section of the IOF and that the IOF has been routed to the Form Approver.


  3. The Form Approver receives an email to notify them to complete the IOF.The Form Approver should click the “Review Document” button to begin.

  4. The Form Approver fills in the Chart of Accounts (COA) fields (red = required, gray = optional - leave blank if not applicable), signs, and clicks “Finish.”

  5. The Form Approver and Form Initiator both receive emails with a link to the approved IOF PDF (Click the “Review Document” button in the email to view and download it).  At this stage, the IOF is ready to be uploaded as a PDF to ISD by the individual who will submit the case to BIO along with other case materials as instructed in the ISD Department GuideSample Email to Form Initiator:


    Sample Email to Form Approver:

  1. BIO staff will sign the “Berkeley International Office Internal Use” section of the IOF once the case has been processed to mark the IOF as ready to be charged to the department. The Form Initiator and Form Approver will receive a final email notification once this has been done.



Frequently Asked Questions

  1. I need to cancel/void or correct an IOF that I started or already approved – what should I do?

    1. If both the Form Initiator and Form Approver have already completed their parts of the IOF:
      The Form Initiator should create a new IOF, if applicable, and email
      jscholar@berkeley.edu (J scholar cases) or h1b@berkeley.edu (employment-based cases) to request that the initial one be voided. Include in your email (1) the IOF type (e.g. J-1 New/Initial, H-1B Academic…), (2) the international scholar name/employee name, and (3) the DocuSign Envelope ID of the correct IOF (the one you want to keep) and/or incorrect IOF (the one you want to void), if known. Only BIO has the ability to cancel/void IOFs once they've been signed.

    2. If only the Form Initiator has completed their part of the IOF and Form Approver has not yet approved:
      1. If the Form Approver is able and willing, they can edit/correct many fields of the IOF, and they can void an IOF by accessing the DocuSign IOF envelope, clicking the "Other Actions" button at the top right, and selecting "Decline to Sign."
      2. Alternatively, you can use the instructions outlined in part A above.

  2. What is the optional notes/comments/attachment section for?
    This section is optional and can be used for a variety of purposes if needed.  For example:

    • For the Form Initiator to provide any necessary information or documentation to the Form Approver

    • For the Form Initiator and/or Form Approver to provide any special notes or instructions to BIO (for example, if the charge should be split between two accounts, note the details of the split and the second chartstring in the notes/comments section.