GLACIER GUIDELINES FOR FOREIGN NATIONALS Slide 2 Contents
GLACIER features and benefits Who requires a GLACIER tax record?
Payments that require a GLACIER tax record Why is a GLACIER record
required? Initial GLACIER Information Form instructions Initial
GLACIER Information Form GLACIER Procedures Sample GLACIER e-mail
notification GLACIER screens Slide 3 GLACIER Features and Benefits
GLACIER is a secure, web based Nonresident alien tax compliance
system GLACIER is available 24 hours a day from any computer that
has internet access GLACIER helps determine your Tax residency
Withholding rates Income tax treaty eligibility Slide 4 Who
requires a GLACIER tax record? No GLACIER Record RequiredGLACIER
Record Required U.S. Citizen or NationalForeign Visitors with A,
B1, B2, E, F, H, J, K, L, O, P, TN, V, WB and WT visa U.S.
Permanent ResidentPending U.S. Permanent Resident- Work Permit End
Date Refugees or Asylum statusPending Refugee or Asylum status -
Work Permit End Date A nonresident alien working outside of the
U.S. (note: refer to
https://financial.ucsc.edu/Pages/Payments_Appendix
_TaxReportingWithholding.aspx#outside). Employment Authorization
Document (EAD) Work Permit End Date Slide 5 Payments that Require a
GLACIER Tax Record The payments to or on the behalf of foreign
individuals that require a GLACIER tax record are as follows:
Wages/Salary Student Scholarship/Fellowship/Award Taxable Post Doc
benefits Visiting Scholar payments Guest Speaker fee/Honorarium
Consulting fee Artist/Performance fee Royalties (Copyright and
Industrial) Award/Prize Rent (housing expense, etc.) Misc. Services
Slide 6 Why is a GLACIER record required? U.S. tax laws require
that the University collect information from non-U.S. citizens to
determine their tax status. GLACIER helps foreign individuals and
UCSC collect, store and print forms required by law. Slide 7
Initial GLACIER Information Form A copy of the completed Initial
GLACIER Information Form or the necessary information will be
provided to you by the campus unit requesting your payment. This
information will assist you in completing your online GLACIER tax
record. Be sure to have this form as well as your U.S. entry
documentation before logging into GLACIER. Current Immigration
Status Form DS-2019, if J status individual Form I-20, if F status
individual Social Security or Individual Taxpayer Identification
Number Employee ID Number (9 Digit Number beginning with the number
7 Issued by the Payroll Personnel System) Address Information
(i.e., Current U.S. and Foreign Address) U.S. Entry and Exit Dates
(I-94 or Electronic System for Travel Authorization (ESTA).
Academic Institution or Host Sponsor Information Slide 8 GLACIER
Procedures Once your department has set you up in GLACIER, you will
receive an e-mail from [email protected] with your GLACIER
password and information on how to logon to the system. This e-mail
is not SPAM; please look for it in your e- mail. See sample of
email notification on next [email protected] Log into
GLACIER with the password and user ID given to you. You will be
prompted to change your login information at that time. Complete
the GLACIER tax record. You will need your Initial GLACIER
Information Form and your U.S. entry documentation. Print, sign,
date, and submit the required tax forms and supporting documents to
the GLACIER Admin or your department contact. Do not send forms to
the address listed on the Tax Summary Report. These forms are due
to the GLACIER Admin in order to process your payment. Slide 9
Sample GLACIER e-Mail Notification Dear Foreign National, The
purpose of this message is to alert you to regulations regarding
the taxation of any payments made to you by University of
California, Santa Cruz. The Internal Revenue Service (IRS), the
U.S. government tax authority, potentially requires the taxation
and reporting of payments made to non-United States citizens.
Before University of California, Santa Cruz can make any payments
to you, certain information and forms must be provided in order to
make correct tax withholding and reporting decisions. For your
convenience, University of California, Santa Cruz allows you to
provide this information and complete the necessary forms via the
Internet from any web-accessed computer using the GLACIER Online
Tax Compliance System. You must access GLACIER and provide the
requested information within 7 days of: (A) Vendor providing
service to the university, (B) Employee's appointment start date,
(C) Registered student receiving scholarship or fellowship ****If
you do not provide the requested information within those 7 days,
the maximum amount of U.S. tax may be withheld from any payments
made to you.**** Return completed forms to me. Do not send to the
address listed on the Tax Summary Report. To login to GLACIER,
follow the steps below: Click on the following web link:
http://www.online-tax.net ; if the link does not automatically
open, simply open your Internet Browser (preferably Internet
Explorer) and enter the website address http://www.online-tax.net.
Click on the GLACIER logo to enter the website. At the login
screen, enter your temporary access information from below; you
will be required to select a new UserID and Password at the time of
first access to GLACIER. UserID: M2L3U8BT Password: 36ZNKUGY Please
keep your email address updated in GLACIER for transmission of
year-end tax forms. Foreign National Training is available at: Link
Be sure to also check your status on the UC At Your Service (AYSO)
website at: https://atyourserviceonline.ucop.edu/ayso/. GLACIER and
AYSO are separate systems. After completing the Foreign National
Training, if you have questions or need additional information
regarding GLACIER, please contact me. Thank you and have a great
day. Slide 10 GLACIER Procedures IF YOU ARE USING A PUBLIC
COMPUTER, FOR YOUR PROTECTION: AFTER VIEWING AND PRINTING THE FORMS
IN ADOBE ACROBAT READER, YOU MUST CLOSE THE WINDOW SHOWING THE
FORMS AND DELETE YOUR FILE FROM THE DESK TOP AND EMPTY THE TRASH.
Slide 11 GLACIER Screens Slide 12 Click here to login Slide 13
After logging in with the User ID and password given to you in the
email, you will be prompted to create a new User ID and Password.
Password should be at least 10 characters in length and should
include at least one number and one letter. Use hard-to- guess
password, and keep it secret. Enter them and click submit Slide 14
Login with your new ID and Password and click submit. Dont use your
user name or login name for your password. Never share your
password with anyone else. Slide 15 You will be asked to enter your
login information again and click submit Slide 16 Read the
disclaimer and click I Accept Slide 17 Make sure you have the
needed documents and click on next Slide 18 Choose
create/update/view my individual record and click next Slide 19
GLACIER Guidelines for Foreign Nationals Check the box that
describes your relationship with U.C. Santa Cruz and click next You
can use the GLACIER information given to you by your department
Slide 20 Check applicable Income Type and click next Note: This is
an example of an employee payment Slide 21 Verify your name and
email. Enter your social security number if you have one. If not
check the statement that applies and scroll down Slide 22 Enter
your U.S. address and phone numbers and click next Slide 23 Enter
your address in your country of residence (foreign address) and
click next Slide 24 Choose your country of citizenship and tax
residence from the drop down menu and click next Slide 25 Choose
our sponsoring institution from form I-20 or DS-2019 or I-797
Choose your current U.S. immigration status from the drop down list
and click next Slide 26 Enter your original date of entry to the
U.S., visa expiration date and date you plan to leave the U.S. and
click next. Read instruction in red on the right hand side to what
date should be used. Slide 27 Choose the statement that applies and
click next Slide 28 Choose the statement that applies to you. If
you have been in the U.S. previously enter the information for each
visit and click next Slide 29 Review the information and click next
Slide 30 Click next Slide 31 If a tax treaty applies to you, choose
Yes or No to claim it or not and click next Slide 32 If a tax
treaty applies and you choose to claim it, enter the information
asked and click next Slide 33 Review GLACIERS assessment and click
next Slide 34 Provide State Tax information and click next Slide 35
Print, review and sign each form and click next Slide 36 GLACIER
Guidelines for Foreign Nationals Send the signed documents to your
GLACIER Administrator or your Department contact. Do not send to
the address listed on your form. Click next to exit and save your
record Slide 37 GLACIER Guidelines for Foreign Nationals Protecting
your personal information: Protecting your personal information:
Dont email personal information or passwords. Email is not private
or secure. Assume that anything you email (including attachments)
will become public. Securely delete or destroy personal information
when you are done with it. Shred paper forms Shred paper forms
Securely delete documents from your computer: Securely delete
documents from your computer: On a Mac, use Secure Empty Trash from
the Finder menu On a PC, use free computer programs such as Eraser
(http://www.heidi.ie/eraser) http://www.heidi.ie/eraser Slide 38
GLACIER Guidelines for Foreign Nationals Be extra careful when
using a public or shared computer: Be extra careful when using a
public or shared computer: Never allow a public or shared computer
to save or remember your passwords. Dont save files with personal
information on the computer. You must delete the files when you are
done, and empty the trash. Empty the trash securely if the computer
has that option. Clear the browsers cache and history when you are
done using it. If you are able to, also check the preferences to
make sure your passwords werent saved. Completely log out of all
programs when you are done. Quit all programs, close all windows,
and log out of the computer before you walk away.
