Executive Summary
- Problem: US consulates began rescheduling H-1B and H-4 visa interviews in December 2025, pushing appointments out by three to six months. Employees who traveled abroad are now stuck waiting for interviews as late as October 2026.
- Solution: Implement a pre-travel verification process and build visa expiration tracking into your HRIS to flag at-risk employees before they book flights.
- Strategy: For employees already abroad, enable remote work where possible and document the situation carefully. For future travel, verify visa stamp status and appointment availability before approving requests.
Why This Is Happening
In December 2025, the State Department expanded its "online presence" review policy to include H-1B and H-4 visa applicants. This policy, which previously applied only to student visas, requires consular officers to review applicants' public social media handles for security and fraud screening. These checks must be completed before scheduling an interview slot, which has sharply reduced available appointments.
US consulates, particularly in India, began canceling appointments scheduled for December 15, 2025, and later. New appointments have been rescheduled to dates between March and October 2026.
Consulates in Singapore, Germany, and Canada continue to process cases with shorter wait times, though emergency slots remain limited.
This affects employees who need to renew their visa stamps at a US consulate before returning. The visa stamp in the passport is different from the I-797 approval notice or I-94 record. An employee can have a valid H-1B status inside the US but still be unable to re-enter if their visa stamp has expired.
Who Is Affected
The delays primarily impact employees who:
- Traveled abroad with an expired or expiring visa stamp
- Need to attend a consular interview to renew their H-1B or H-4 visa
- Had appointments scheduled at high-volume consulates in India, Ireland, or Vietnam
For H-4 spouses with EADs, long consular delays can cause employment lapses if their visa or I-94 expires abroad. HR teams should factor dependent status into travel risk assessments.
Employees with valid, unexpired visa stamps can still travel and return without issue. The problem arises when re-entry requires a new stamp.
Quick Reference: Travel Scenarios
Pre-Travel Verification Steps
Before approving international travel for any H-1B, H-4, or L-1 visa holder, verify the following:
Strict compliance requirements:
- Check the visa stamp expiration date in the employee's passport. The I-797 approval notice does not authorize re-entry.
- Confirm no petitions are pending that could be affected by travel. Some pending applications are automatically denied if the employee departs the US.
Strategic best practices:
- Have the employee check interview availability at their destination consulate before booking flights. If the earliest slot is four or more months out, the employee should understand that risk before leaving.
- Discuss contingency plans. Can the employee work remotely if delayed? What projects would be affected?
If an Employee Is Already Abroad
For employees currently waiting for interviews, focus on what you can control:
Enable remote work where possible. If the role can be performed remotely, set up secure access so the employee can continue contributing. This keeps projects moving and demonstrates retention intent.
Document the situation. Keep records of the visa appointment delays, any communications from the consulate, and your remote work arrangement. This documentation protects you if questions arise about work authorization or payroll.
Explore emergency appointments. Some applicants have obtained expedited appointments by demonstrating urgent business or personal circumstances. The employee's immigration attorney can advise on eligibility.
Communicate clearly. Uncertainty is stressful for the employee. Keep them informed about project impacts and your efforts to support them.
Building Preventive Systems
HR teams should build visa expiration and travel tracking into their HRIS to automatically flag employees whose visa stamps are expiring within six months. Proactive alerts prevent last-minute travel surprises.
Key data points to track:
- Visa stamp expiration date (from passport, not I-797)
- I-94 expiration date
- Pending petition status
- H-4 dependent EAD expiration dates
HR Checklist for International Travel Approval
Use this checklist before approving travel for visa holders:
- Verify visa stamp expiration date (check passport, not I-797)
- Confirm no pending petitions that could be affected by travel
- Have employee check consular appointment availability
- Confirm the employee has required documents for stamping (valid passport, I-797, pay stubs, employment letter)
- For H-4 dependents: verify EAD status and expiration
- Discuss potential delays and remote work options
- Document the travel approval decision
Sample Communication
Before approving travel:
"Before we finalize your travel request, I want to confirm you're aware that consular interview delays are currently running 3-6 months in some locations due to expanded vetting requirements. Please verify your visa stamp expiration date and check appointment availability before booking. Let me know if you'd like to discuss."
Key Takeaway
Consular delays are outside your control, but preparation is not. A five-minute conversation about visa stamp status and appointment availability can prevent a six-month disruption to both the employee and your projects.
Up Next: With the wage-weighted H-1B lottery taking effect in February 2026, now is the time to review your FY2027 registration strategy. Read our H-1B planning guide →
Disclaimer: This article is for informational purposes only and does not constitute legal advice. Immigration rules change frequently. Consult with a qualified immigration attorney for guidance on specific cases.
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