💻 US ADMINISTRATIVE STEPS 📰
This article is a practical guide for V.I.E participants and new expatriates. Moving to the United States comes with a long list of administrative steps that can feel overwhelming at first. This guide gathers everything I learned during my own arrival — the technical and practical parts of building a life here. Think of it as the “how‑to” version of my Settling in the US chapter.
- 1. Finding the Job & Starting the Process
- 2. The Sponsor & J-1 Visa
- 3. US Administrative: SSN and Driver's License
- 4. Renting an Apartment
- 5. Buying a Vehicle
- 6. Banking & Payments & Budget
- BONUS — How I Stayed Organized Through the US Paperwork Maze
1. Finding the Job & Starting the Process
Before anything else, the journey to the US begins with finding the right opportunity. There are many ways to work in the United States, but my path was through the V.I.E program with Business France.
The V.I.E (Volontariat International en Entreprise) is a professional expatriation program available in 122 countries as of 2025, open to French and European citizens aged 18 to 28. You can browse offers directly on the Business France website, but in my case, applying directly on company job portals is what led to interviews.
Just like any traditional recruitment process, you go through several interviews — HR, managers, future colleagues. Once selected, the Business France process begins: administrative documents, forms, onboarding meetings, and preparation sessions with other V.I.E participants. Everything is well‑guided, but it requires organization and patience.
Here are some of the steps I completed during the contract creation phase:
- Contact the sponsor (usually chosen by the host company): FACC (French‑American Chamber of Commerce).
- Provide criminal record certificate
- Sign the Engagement Letter: contract between you, Business France and the host company
- Attend V.I.E onboarding meetings: general conditions and specific US
- Medical appointment in France: mandatory, within 10 days before departure
- Deliver insurance documents: as a V.I.E, your health insurance is included in your contract: APRIL International.
I thought it was a lot at the time, but it was only the beginning…
2. The Sponsor & J-1 Visa
The sponsor is the organization that guides you through the visa process and supports your embassy application. My steps with them included:
- Completing the sponsor application
- Sending missing documents
- Watching mandatory training videos
- Reviewing the DS‑7002 (Training Plan)
- Issuing the DS‑2019
- Attending a short phone interview
- Preparing for the embassy interview
Everything is explained in the documents provided by the sponsor, but be prepared: this is the moment you realize how motivated you truly are. It takes dedication to fill out every form correctly, double‑check every detail, and keep track of all deadlines.
For a V.I.E, the visa is almost always a J‑1 Exchange Visitor Visa and for the consulate appointment in Paris, you must bring:
- DS‑7002 and DS‑2019 forms issued by your sponsor
- SEVIS I‑901 registration
- MRV fee payment
- Proof of insurance
- A recent passport‑style photo
- A valid passport for the entire stay
At the embassy, they asked me about the purpose of my stay, my sponsor, and my future address in the US. I had printed every document — and it was absolutely worth it. The interview is in English, but it’s short and straightforward, no need to worry.
At the end of the appointment, if your request is approved, they give you a paper marked “APPROVED” with the next steps. You leave your passport at the embassy so they can place the visa inside and send it back to your home address.
And then comes the moment you’ve been waiting for: the envelope arrives, you open your passport, and there it is — your visa, finally printed on one of the pages. It feels incredible, it’s a win. You now have all the administrative documents you need to leave for the US. Everything starts to feel real — closer, tangible, and exciting.
3. US Administrative: SSN and Driver's License
When you arrive in the US, there are a few things you must do immediately at the airport.
- Get your admission stamp on your passport
- Complete your I‑94 Record of Admission online
- Register with the French Consulate in case of emergencies
These steps take only a few minutes but are extremely important for the rest of your stay. Always keep digital and printed copies of your DS‑2019, visa, passport, and I‑94 in a safe place.
One of the first administrative steps after arriving in the US is applying for your Social Security Number (SSN). This number is essential for almost everything: getting paid, opening certain accounts, filing taxes, and completing many official procedures.
To apply, you must visit your local Social Security Administration (SSA) office in person with the following documents: passport, visa, DS‑2019, I‑94, proof of address. The process is straightforward: you fill out a short form, hand over your documents, and wait for verification. The appointment itself takes only a few minutes.
Once approved, your SSN card is mailed to your home address — usually within 2 to 4 weeks. Keep the physical card in a safe place and avoid carrying it with you. You’ll only need the number for administrative purposes. Receiving your SSN feels like a milestone: it’s the moment you officially enter the US system and can finally complete the rest of your paperwork.
In Tennessee, having a car is essential — but before you can drive legally, you need a US driver’s license. Your French license is only valid for 90 days (sometimes less depending on the state), so getting the American one quickly is important.
The Tennessee driver’s license process includes: a written test and a road test. Both are done at your local DMV.
You can practice for the written test online or through dedicated apps. Even though I had my French license for five years and had driven all over Europe, I took this seriously. Some rules are very different here (turning right on red, double yellow lines, school buses…), and the test is in English — I didn’t know all the technical vocabulary at first. But honestly, it’s very doable.
The road test was the part I was most nervous about because I was afraid I wouldn’t understand the instructions. In the end, the examiner barely spoke, and the whole test lasted maybe 10 minutes. If you survived the French driving exam, this one feels much simpler. To take the tests, you must bring: passport, visa, proof of address, I‑94 and your own vehicle (or a rented one), insured.
Once you pass, you’ll receive a temporary paper license. The plastic card arrives by mail a few days later. As a visa holder, your license will be valid only until the end of your visa.
4. Renting an Apartment
Housing in the US works very differently from Europe. Most options are apartment communities, which usually include amenities such as pools, fitness centers, outdoor areas (playgrounds or volleyball courts), coworking spaces, gaming rooms, and large parking lots.
To start my search, I used general websites like Zillow, Apartments.com, and Facebook Marketplace.
I visited several complexes around my workplace. I wanted to be close to Nashville, but also in the countryside near the office — a balance that would save me energy during the week and motivate me to go out on weekends. I ended up visiting around 15 different agencies. The goal was to understand the market, the prices, and what was included.
Prices vary a lot depending on demand, location, and amenities. Most apartments I found were unfurnished, but they all included: a fully equipped kitchen, a laundry area with washer/dryer connections, air conditioning.
Here are the utilities included in my monthly rent:
- Base Rent: $1,300.00
- Internet (Spectrum): $66.00
- Valet Trash: $30.00
- Trash Admin Fee: $7.00
- Pest Control Fee: $5.00
- Payement Service fee: $5.00
To which I had to monthly add:
- Water (managed by agency): $7.40 ($4.05 per 1,000 gallons)
- Wastewater (managed by agency): $4.60 ($6.82 per 1,000 gallons)
- Payement Service Fee: $5.00
- Electricity (CPWS): $88.00
To apply for an apartment, there are a few application requirements:
- Proof of income
- Bank statements (with a credit score check)
- ID: Passeport and SSN
- A security deposit
- Application fees
Without credit history, expect higher deposits or additional verification steps.
Renters insurance is mandatory in most apartment complexes. After checking online and asking the agencies I visited, I chose Lemonade. It’s affordable, around $19/month and protects your belongings.
5. Buying a Vehicle
The first step is deciding whether you want to loan, rent, borrow, or buy a car. It really depends on your budget and how long you plan to stay in the US.
After doing the math, buying a car made the most sense for me. I wanted something I could easily resell after my 18‑month visa, not too expensive upfront, but modern and reliable enough for long roadtrips. I knew I wouldn’t be driving on trails or rough terrain, and US roads are generally well maintained, so I focused on a comfortable, occasional‑use car.
I also knew I wanted to buy from an official dealership or garage, not from a private seller on Facebook Marketplace.
To start my research, I used several websites such as CarMax, local dealerships, and online listings. Just like with the apartment search, I asked the same list of questions everywhere so I could compare prices, conditions, and services. I always checked the Carfax report (which lists the full history of the car) to avoid scams. I test‑drove each car, checked for rust, leaks, and unusual noises.
I had never done this before — not even in France — so I was careful and tried to think of everything.
Once I chose the car, I handled the payment in the background (explained in the banking section below). The dealership took care of the registration at the county clerk’s office and ordered my new plates. I received a temporary plate for one month, then returned to the garage so they could install the official one, since I didn’t have any tools here.
Before driving officially, I needed car insurance — it’s mandatory in the US. I compared quotes from GEICO, Progressive, State Farm, and Allstate. I chose Lemonade, because they offered a bundle with my renters insurance, which gave me a small discount.
I ended up paying $180/month. The price depends on several factors: your age, your driving history, your ZIP code and the type of car. The whole process can be done online, and it’s usually very fast.
6. Banking & Payments & Budget
I was recommended to open a US bank account upon my arrival, but I decided not to for several reasons:
- I already had a Bourso+ account that works internationally
- Having a US bank account costs at least $40 a month
- I preferred to avoid dealing with the US credit system during my first months
- Receiving a French income in euros (€) meant transferring it into dollars every month and paying transfer fees
However, this choice led to some difficulties when buying my car. The dealership couldn’t be sure I could handle the cost, since I had to transfer a large amount from my French bank account in euros to a US account in dollars. I chose to open a Wise US account, because it allowed me to hold both euros and dollars with low transfer fees, and it provided a real US account with its own routing and account numbers. I used an ACH transfer between my accounts, and a bank transfer directly to the dealership.
Even though I didn’t open a traditional bank account, I still did some research and if I had opened one, it would probably have been with Bank of America, because it is accessible nationwide and generally easier for expatriates.
Whatever bank you choose, here are some approximate monthly expenses. Keep in mind that the cost of living varies by state, but for Tennessee you can expect:
- Rent and utilities: $1,500–$2,000/month for a one‑bedroom
- Insurances: $150–$200/month for an apartment and a vehicle
- Groceries: $400–$500/month
- Gas: $100–$150/month for a 30‑minute home–work commute
With my V.I.E income, that leaves enough to enjoy American culture.
BONUS — How I Stayed Organized Through the US Paperwork Maze
With so many documents, deadlines, and procedures, staying organized was essential. Here’s how I managed everything without feeling overwhelmed:
- Reading every document thoroughly: I took the time to read each guide, email, and instruction carefully. Most answers were already written somewhere — I just had to slow down and absorb the information.
- Printing everything: Having physical copies helped me visualize the process. I highlighted important dates, required documents, and steps to complete. It made the whole journey feel more concrete.
- Using a planning tool: I tracked every step with a to‑do list and a timeline. I used my own Notion template to follow the progress of each task.
- Keeping a dedicated folder: Both digital and physical. One for printed documents, one on my computer with scans and PDFs. Everything was labeled and easy to find.
- Doing things one step at a time: Instead of trying to understand everything at once, I focused on the next immediate step. It made the whole process feel manageable.
This simple system helped me stay calm, efficient, and confident throughout the entire US administrative journey.