GLACIER DEPARTMENT ADMINISTRATOR

ROLE

Role of Department Administrator • Departments who pay foreign individuals will designate an

employee in their office to serve as their GLACIER Administrator.

• The Administrator will be able to directly enter the foreign individuals into GLACIER. A standard e-mail will be sent from GLACIER to the foreign individual requesting they complete their GLACIER tax record.

• To set up Administrator access, send an e-mail to Kulvinder Johl (kjohl@ucsc.edu), and fax the Glacier access request form with the Admin’s name and employee number after completing this Administrator Training and Foreign National Training.

• Administrator will receive an e-mail from support@online-tax.net with their logon instructions (see next slide).

Administrator sample e-mailDear Jane Doe,

You have just been set up with access to the GLACIER Online Tax Compliance System for University of California, Santa Cruz. For your convenience, you may access the GLACIER Online Tax Compliance System via the Internet from ANY web-accessed computer, from ANYWHERE in the world, and at ANY time of day or night!

GLACIER Administrators access GLACIER in a different manner than do Foreign Nationals. If you wish to access GLACIER, please follow the instructions below:

Click on the following web link: http://www.arcticintl.com (Please note spelling)

If the link does not automatically open, simply open your Internet Browser (preferably Internet Explorer) and enter the website address http://www.arcticintl.com

Click on "Client Login" at the top right corner of the screen.

Enter your Assigned UserID: JDOEXXXXEnter your Assigned Password: JD8AZ476

PLEASE NOTE: The FIRST time you login, you will be prompted to enter your assigned UserID and Password. You must then select a NEW UserID and Password; the UserID and Password listed above is only temporary and should not be used after your FIRST login. Your UserID and Password each must be at least 8 characters; you may use any combination of letters or numbers, but do not use punctuation or spaces.

Please be sure to remember your NEW UserID and Password as you will use it to access GLACIER when you need to login again.

To ensure that your Client Database access remains secure, DO NOT SHARE YOUR UserID OR Password WITH ANYONE; DO NOT ALLOW ANY OTHER ADMIN TO USE YOUR UserID or Password.

From the Client Portal, select the GLACIER Database you wish to access and click on "Access GLACIER Now".

If you have any questions or need additional information about why you have been asked to use GLACIER, please contact Kulvinder Johl 459-4203 or kjohl@ucsc.edu.

• The Foreign National must access GLACIER and provide the The Foreign National must access GLACIER and provide the requested information within 7 days of:requested information within 7 days of:– Vendor providing service to the University, Vendor providing service to the University,

employee's appointment start date, employee's appointment start date, or registered or registered student receiving scholarship or fellowship.student receiving scholarship or fellowship.

If the Foreign National does not provide the requested If the Foreign National does not provide the requested information within those 7 days, the maximum amount of information within those 7 days, the maximum amount of U.S. tax may be withheld from any payments made to U.S. tax may be withheld from any payments made to them.them.

• GLACIER will generate Tax Summary Report and required GLACIER will generate Tax Summary Report and required paper work for each individual based on data provided.paper work for each individual based on data provided.

• Completed paper work printed from GLACIER to be signed Completed paper work printed from GLACIER to be signed by the individual, by the individual, and returned to the HR Admin.and returned to the HR Admin.

• For Employees:For Employees:– Signed paper work must be forwarded by the HR Admin along Signed paper work must be forwarded by the HR Admin along

with other employment forms after entry into PPS to the with other employment forms after entry into PPS to the Payroll Office.Payroll Office.

– Fill out and print a Foreign National Hiring Form and staple it Fill out and print a Foreign National Hiring Form and staple it on top of the completed non-resident alien payroll forms. on top of the completed non-resident alien payroll forms. 

• This is critical so that the documents are properly routed This is critical so that the documents are properly routed within the Payroll Office.within the Payroll Office.

– For further information regarding employee hiring process, For further information regarding employee hiring process, refer to appropriate hiring guide on Financial Affair’s website: refer to appropriate hiring guide on Financial Affair’s website:

http://financial.ucsc.edu/Pages/Payroll_AlienHiringGuide.aspxhttp://financial.ucsc.edu/Pages/Payroll_AlienHiringGuide.aspx

• For Vendors:For Vendors:– Signed paper work must be forwarded to the FAR Office.Signed paper work must be forwarded to the FAR Office.– For further information regarding vendor payment refer to For further information regarding vendor payment refer to

appropriate payment guide on Financial Affair’s website: appropriate payment guide on Financial Affair’s website: http://financial.ucsc.edu/Pages/Payments_Main.aspxhttp://financial.ucsc.edu/Pages/Payments_Main.aspx

Annual Verification ProcessAnnual Verification Process• All Foreign National employees, employed in the United All Foreign National employees, employed in the United

States are obligated to immediately inform the University of States are obligated to immediately inform the University of any change in status during the calendar year.any change in status during the calendar year.

• The Foreign National employee should log into the GLACIER The Foreign National employee should log into the GLACIER system to update the status. GLACIER will generate the system to update the status. GLACIER will generate the appropriate documentation, which should be forwarded appropriate documentation, which should be forwarded directly to the Unit GLACIER Administrator. See directly to the Unit GLACIER Administrator. See GUIDE TO GUIDE TO GLACIER FOR FOREIGN INDIVIDUALSGLACIER FOR FOREIGN INDIVIDUALS for further information for further information regarding GLACIER process.regarding GLACIER process.

• The Unit GLACIER Administrator should review The Unit GLACIER Administrator should review documentation for change in status, and forward documentation for change in status, and forward appropriate documentation to the Payroll Office appropriate documentation to the Payroll Office Administrator. Administrator.

GLACIER ADMINISTRATOR SCREENS

CLICK ON CLIENT LOGIN

ENTER USER NAME AND PASSWORD FROM EMAIL

CHANGE YOUR USER NAME AND PASSWORD AND CLICK SUBMIT

CLICK ON RETURNTO PORTAL HOME

CLICK ON ACCESS NOW

ADMIN 2CLICK ADD NEW INDIVIDUAL

RECORD AND NEXT

CLICK ADD NEW INDIVIDUALRECORD AND NEXT

ADMIN 3CLICK ADD NEW INDIVIDUAL

RECORD AND NEXT

ENTER NAME, EMAILADDRESS AND PAY PERIOD

AND CLICK SUBMIT

CLICK EXIT

GLACIER SECURITY FOR GLACIER SECURITY FOR ADMINISTRATORSADMINISTRATORS

Reminders about Access Principles:Reminders about Access Principles:As a Glacier admin, you have access to more As a Glacier admin, you have access to more information than you have a business need to information than you have a business need to know. It is important to only use your access for know. It is important to only use your access for legitimate University business that you have been legitimate University business that you have been explicitly authorized to perform. It is explicitly authorized to perform. It is nevernever OK to OK to peruse or seek out information that you are not peruse or seek out information that you are not authorized to access, even if you are able to access authorized to access, even if you are able to access it. If you have a legitimate business need for it. If you have a legitimate business need for information you are not authorized to access, ask information you are not authorized to access, ask for assistance from someone who is. Also, never for assistance from someone who is. Also, never share sensitive or personal information with share sensitive or personal information with anyone who doesn’t have a business need to know anyone who doesn’t have a business need to know or is not authorized for the information.or is not authorized for the information.

Working with Restricted Data:Working with Restricted Data:Email:Email:Don’t email personal information, reports with SSN or TIN, passwords, or other restricted Don’t email personal information, reports with SSN or TIN, passwords, or other restricted

data. Email is not private or secure. Assume that anything you email (including data. Email is not private or secure. Assume that anything you email (including attachments) will become public. attachments) will become public.

Minimize the amount of restricted data you store on your computer:Minimize the amount of restricted data you store on your computer:Don’t save documents, spreadsheets, or reports with SSNs, TINs, or other highly sensitive Don’t save documents, spreadsheets, or reports with SSNs, TINs, or other highly sensitive

data elements to your computer. If you do, data elements to your computer. If you do, • securely delete or destroy them when you are done with themsecurely delete or destroy them when you are done with them

– Shred printoutsShred printouts– Securely delete documents from your computerSecurely delete documents from your computer

• On a Mac, use “Secure Empty Trash” from the Finder menuOn a Mac, use “Secure Empty Trash” from the Finder menu• On a PC, use free computer programs such as “Eraser”: http://www.heidi.ie/eraserOn a PC, use free computer programs such as “Eraser”: http://www.heidi.ie/eraser

• make an appointment with ITS to get your computer checked out, just to be safe: make an appointment with ITS to get your computer checked out, just to be safe: 459-HELP, help@ucsc.edu, itrequest.ucsc.edu459-HELP, help@ucsc.edu, itrequest.ucsc.edu

Never save this data to a home computer or other non-UCSC computer.Never save this data to a home computer or other non-UCSC computer.Minimize the amount of restricted data you distribute:Minimize the amount of restricted data you distribute:Don’t save SSNs, TINs, or other highly sensitive data elements in reports. If you must, Don’t save SSNs, TINs, or other highly sensitive data elements in reports. If you must,

remove them from the reports whenever possible before forwarding. Don’t email remove them from the reports whenever possible before forwarding. Don’t email reports or attachments with SSN or TIN.reports or attachments with SSN or TIN.

Passwords:Passwords:All of the password guidance for Foreign All of the password guidance for Foreign Nationals, above, is required for admin Nationals, above, is required for admin passwords. Because admins have access to so passwords. Because admins have access to so much sensitive information, their passwords need much sensitive information, their passwords need to be extra secure. Admins shouldn’t use their to be extra secure. Admins shouldn’t use their email password or other low-security password email password or other low-security password for their Glacier admin account. Admins should for their Glacier admin account. Admins should never share their passwords. They should contact never share their passwords. They should contact Kulvinder immediately if they think their Kulvinder immediately if they think their password may have been revealed or password may have been revealed or compromised.compromised.

Terminating Accounts:Terminating Accounts:Admin 2s and 3s:Admin 2s and 3s: Notify Kulvinder Notify Kulvinder immediately when you or someone in immediately when you or someone in your unit no longer needs their your unit no longer needs their Glacier admin account. Glacier admin account. Admin 1:Admin 1: Periodically audit all admin Periodically audit all admin accounts to ensure continuing accounts to ensure continuing business need. Close old accounts. business need. Close old accounts.

Other Important Reminders to Help Keep Computers Other Important Reminders to Help Keep Computers and Passwords Secure:and Passwords Secure:

• Don't open email attachments or click on website addresses in unexpected Don't open email attachments or click on website addresses in unexpected or unsolicited emails or unsolicited emails

• Don't install unknown or unsolicited programs on your computer – Don't install unknown or unsolicited programs on your computer – especially ones sent via email or instant message (IM)especially ones sent via email or instant message (IM)

• Shut down, lock, log off, or put your computer to sleep before leaving it Shut down, lock, log off, or put your computer to sleep before leaving it unattended, and make sure your computer requires a password to start up unattended, and make sure your computer requires a password to start up or wake-up.or wake-up.– <ctrl> <alt> <delete> or <Windows><L> on a PC; Apple menu or power <ctrl> <alt> <delete> or <Windows><L> on a PC; Apple menu or power

button on a Macbutton on a Mac– For added security, set your computer (or have it set) to automatically lock and For added security, set your computer (or have it set) to automatically lock and

go to screensaver after a period of inactivity (20 min max)go to screensaver after a period of inactivity (20 min max)• If you use a laptop, secure it with a lockdown cable, even if you work in a If you use a laptop, secure it with a lockdown cable, even if you work in a

secure areasecure area• Set up your workstation so that unauthorized people and passers-by can’t Set up your workstation so that unauthorized people and passers-by can’t

see the information on your screensee the information on your screen

Required Security Training: Required Security Training:

• Complete this security training at this link Complete this security training at this link http://its.ucsc.edu/service_catalog/security_awarehttp://its.ucsc.edu/service_catalog/security_awareness/ ness/

• Next step: Complete Report online Training and Foreign Next step: Complete Report online Training and Foreign National online trainingNational online training– Link for Report TrainingLink for Report Training– Foreign National TrainingForeign National Training