Glacier Process Deep Dive

Deb Holm, Teri Van Genderen, Jullie Purkapile

Originally conducted March 12 & 13, 2012. Text updated 5/27/2015 is set off in italics

Agenda

• Glacier email processes • Foreign national entry into HRS

• A review of the information that must be entered

• Glacier reports

You will need the following tools: A computer Logged into HRS or Glacier Paper Pen/Pencil

Before We Begin…

Glacier KB Documents

KB Links: – HRS Payroll - Maintaining an Employee's Foreign

National Information: • https://kb.wisc.edu/hrs/page.php?id=17118

– HRS Payroll - Maintaining a Foreign National's Information (Audience: Employee or Stipend Recipient):

• https://kb.wisc.edu/hrs/page.php?id=17409

Scenario #1

• Guillermo Ramirez, a foreign national (FNL) UW employee worked on campus conducting research.

• This semester, Guillermo is working and living outside of the US. If you can determine that he will remain a nonresident alien for tax purposes for the entire calendar year, the following must be done:

Answer

1. Collect a Foreign Source Income Statement for current and prior calendar year, if applicable: https://uwservice.wisc.edu/docs/forms/pay-foreign-source-income.pdf

2. Collect a USCBP I-94 travel history: https://i94.cbp.dhs.gov/I94/request.html 3. Collect a new long-version W4 showing the current income activity location inside/outside WI:

https://uwservice.wisc.edu/docs/forms/pay-employee-withholding.pdf 4. Collect copies of any plane tickets showing any future travel to/from the U.S. 5. Request a Cherwell ticket be opened and forwarded to Teri Van Genderen with copies of items 1-4 attached 6. If individual has a Glacier account, make sure it lists all US presence since 1986. 7. Update ‘notes’ field in Glacier to list foreign work address (if not same as permanent foreign address). Indicate

dates of income activity outside US. Indicate whether/when individual will return to US. 8. Collect Glacier Tax Summary Report and immigration document copies. Archive at campus along with copies of

individual’s Glacier transaction history and individual record summary. If you have reviewed all data entry and supporting documents and agree with the US presence dates listed, mark the Glacier account complete.

9. If individual will not be returning to US during current and next calendar year, terminate Glacier account. 10. The employee’s record in HRS also needs to be updated. Individuals who will be a nonresident alien for tax

purposes for the entire calendar year do not need to have taxes reported or withheld during the periods they’re outside the US. You need to update:

• Modify a Person, UW Personal Tab - Foreign National Working Outside US field. Make sure the effective dates on the rows reflect the dates the individual’s income activity location changes. Any portion of a day on US soil should be counted as a full day of US presence

• Federal and State tax and FICA settings should only be adjusted in HRS after the Service Center has received and approved the above materials (1-4)

11. Note: If the foreign national will be a resident alien for tax purposes during the current tax year, taxes will need to be withheld and reported for the (full) calendar year.

Scenario #2

• Sally Davis, a new Glacier Responsible Administrator, has determined she has a foreign national employee in her department.

What foreign national information needs to be entered in HRS?

Answer

1. Validate an email address has been entered for the foreign national. • If not, must get one and enter it on the Workforce

Administration/Personal Information/Modify a Person component, Contact Information tab.

Use the Email Type of Business Other or Business or Other or Personal.

Answer (continued)

2. Enter the foreign national's Citizenship Country on the Citizenship/ Passport page.

Answer (continued)

2. Go to Visa/Permit Tab and enter data. • This is enough information for the Glacier interface to work for new

employees. • The interface will load the foreign national information into Glacier and will

assign a Responsible Administrator. • An email will be sent by Glacier to the foreign national and will send a copy

of the email to the Responsible Administrator. • If the Visa Type is unknown, then enter 'FNL' as the 'Type', which is not a

valid INS Visa Type, but it will get the individual into Glacier, so that they can tell us what type of visa they are on.

Scenario #3

• Sally Davis, a new Glacier Responsible Administrator, has entered foreign national employee information directly into Glacier.

Is this the correct method for getting employees into the system?

Answer

• No one should manually open Glacier accounts. • Glacier account setup occurs via a mass load process

at the Service Center. When a responsible administrator enters directly into Glacier and

the mass load occurs, an error message is generated. Additionally, the employee could end up with more than one record

in Glacier. When a person has more than one record, it will be impossible to

maintain accurate records for that person.

Scenario #4

• Sally did not receive an email address for the foreign national employee she has hired within HRS.

• Will it be an issue if an employee does not have a valid email address?

Answer

• Glacier account setup occurs through a mass load process at the Service Center which happens on Monday and Wednesday afternoons.

• If there’s a valid email address in HRS at the time of the mass load, the employee will receive two emails with instructions: The first email is sent from the UWHRAdministration@uwsa.edu

mailbox. It informs how to log into Glacier, what relationship and income codes to enter into their Glacier record, and provides them with other important instructions.

The second email is sent support@online-tax.net and provides the employee with Glacier login information, their user name, and password for their initial login.

• If there was no valid email address in HRS at the time the employee was loaded into Glacier, the Responsible Administrator must obtain an email address from the foreign national.

• Once the email address is obtained, enter it into HRS as business other. • Forward or recreate the UWHR Administration email to the employee. • Add the email address to employee’s Glacier record, and resend the

Glacier access email to the employee. • From the Glacier administrator screen, select Resend Individual

Access Information and follow instructions on next screen.

Answer (continued)

Scenario #5

• Sally has hired a foreign national employee. While it’s March, the employee will not begin employment until September. 1. When should she enter the foreign national

information into HRS? 2. What information would be useful for the employee

to comprehend?

Answer

• If you enter the employee’s information with it future dated for September: Due to Glacier’s mass load process, the employee will begin

receiving emails every month until they get to the US. You can inform your employee this process will occur.

• Sometimes a foreign national employee will come to the US

ahead of time to “get settled”. Please inform the foreign national to wait until they come to the US

to complete Glacier. They will need their visa and immigration data that will be issued to them upon entry into the US.

Scenario #6

• Since Sally is new, she is not sure when a foreign national employee should update his/her information in Glacier.

What would you tell Sally?

Answer

• The employee should enter the information (listed below) into Glacier as changes occur: Change of permanent address, Immigration status, Departure date, Home address, Email address or The number of days the foreign national leaves the States

within a calendar year. • The updated information will feed into HRS. • Critical changes in Glacier will flip the foreign national’s

account status from C (complete) to W (waiting for forms).

Scenario #7

• Glacier creates an Individual Record Summary. 1. How often do you look at the Summary? 2. What items do you pay particular attention to

when analyzing the Summary?

Answer

• Employees have the ability to alter their Employee ID number within Glacier. They should not do this, so verify it’s correct.

• Pay close attention to Date of Entry which should be the last time the employee entered the U.S. following an absence of one year or more.

Answer (continued)

• When determining the appropriate value for the Date of Entry field, compare it with the dates in the total days present summary. The Date of Entry should be the last time the employee entered the U.S. following an absence of one year or more

Scenario #8

Reviewing foreign national employee data: • How often do you run Glacier reports to

review foreign national employee information?

Answer

• At a minimum, you should be running Glacier Reports 1-3, 5, 7 & 8 at least once per month.

Scenario #9

Glacier Report 1 - SSN/ITIN Status: • How is Glacier Report 1 useful? When do

you use it?

Answer

1. Report 1 identify employees who have not entered their SSN or ITIN into Glacier.

2. Email reminders via Glacier can be sent to remind the foreign national employees of information that needs to be completed.

Notice the Tax File Status; the W indicates you are waiting for the Foreign National to submit more information.

Scenario #10

Glacier Report 2 – Individual Record Status: • How is Glacier Report 2 useful? When do

you use it?

Answer

1. Report 2 indicates the foreign national individual record status. 2. When an employee’s immigration expiration date is reached, Glacier

switches their individual record status to Inactive. 3. Send Glacier email to have foreign national update their status and

turn in new Tax Summary Report. 4. Once the employee updates Glacier and the responsible administrator

reviews their entry and new documents, the account status must manually be reset to Active.

Scenario #11

Glacier Report 3 – Tax Treaty Time Limit: • How is Glacier Report 3 useful? When do

you use it?

Answer

1. There are dollar limits and time limits on different tax treaties. Report 3 helps effectively track this information.

• If an employee has updated their immigration expiration date, they should deliver a new signed tax summary report and copies of their new immigration documents before you restore tax treaty.

• Certain employee changes may impact continued eligibility for tax treaty, or may require us to remove previously awarded tax treaty due to a retro clause. If the above happens, please contact the Service Center.

Scenario #12

Glacier Report 4 – Tax Treaty Dollar Limit: • How is Glacier Report 4 useful? When do

you use it?

Answer

1. There are dollar limits and time limits on different tax treaties. Report 4 helps effectively track this information. Note that Glacier does not track the amount of treaty already received, but this can be viewed in HRS.

Scenario #13

Glacier Report 5 – Residency Status Change Date:

• How is Glacier Report 5 useful? When do you use it?

Answer

1. Report 5 shows the residency status changes of your foreign national employees. • Residency Status Start Date shows when the employee becomes subject to FICA. • Residency Change Date shows when the foreign national becomes either a resident

alien or nonresident alien for tax purposes. • If a foreign national employee’s residency status changes, Glacier will update the

record. • Note that this will not be correct if the individual did not list their correct expected final

departure date and all prior U.S presence. The departure date should reflect the date the individual expects to leave the US and remain outside the country for 365 days or more.

Scenario #14

Glacier Report 6 – FICA Start Date: • How is Glacier Report 6 useful? When do

you use it?

Answer

1. Report 6 indicates when FICA would begin coming out of the employee’s check. Note that this will not be correct if the individual did not list their correct expected final departure date and all prior U.S presence. The departure date should reflect the date the individual expects to leave the US and remain outside the country for 365 days or more.

Scenario #15

Glacier Report 7 – Immigration Status Expiration:

• How is Glacier Report 7 useful? When do you use it?

Answer

1. This report should be run once per month so you can reminded employees to update Glacier information with their current immigration information before they lose tax treaty.

• An employee should only update their immigration status and expiration date once it has been approved.

• If you learn that an employee has left the University and will not be returning to employment at ANY UW school during the current or next tax year, you should add a note in the Glacier comments field and terminate their Glacier account.

• Instruct employee to contact your office if they DO return to employment in the future so we can reactivate/reload their Glacier account.

Scenario #16

Glacier Report 8 – Tax File Status: • How is Glacier Report 8 useful? When do

you use it?

Answer

1. Once the responsible administrator receives the forms, he/she needs to review the data entry and documents summited. If all approved, they must go into Glacier and update the foreign national employee’s tax file status and indicate which tax treaty forms were received.

2. When Glacier issues both an 8233 and a W9, the employee must submit both and the responsible administrator must check both forms into Glacier.

Your Turn: • Take a moment and consider your employees and their

questions. • Perhaps you have an employee you would like the

group to review?