PPS & Glacier Training. Desiree Hennon Nonresident Alien Tax Analyst Glacier Administrator UCSD Payroll Division November 28, 2017
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1 PPS & Glacier Training for UCSD Administrative Personnel Desiree Hennon Nonresident Alien Tax Analyst Glacier Administrator UCSD Payroll Division November 28, 2017
2 Section 1: Introduction
3 Who are we talking about? International visitors entered in PPS who will salary/wage and/or fellowship payment or benefits (health insurance, etc.) from UCSD*. alien authorized to work... *If the payment will not be entered in PPS, please use Glacier: Tax Withholding for Foreign Individuals (Non PPS Payments).
4 What s different about payments to international visitors? Two sets of tax laws can make $1,000+ difference in net pay 1. Resident/citizen 2. Nonresident Tax Treaties Some countries have treaties with the U.S. that allow their citizens to be exempt from some or all federal tax. Treaties vary according to country, immigration status, and type of income (i.e., wages/salary, fellowship, honorarium) The Glacier Online Nonresident Alien Tax Compliance System helps determine residency and tax treaty eligibility.
5 What s Glacier? Online system that allows international visitors to provide the information necessary to properly tax and report payments and/or benefits. Helps determine residency and treaty eligibility. It s used by all UC campuses.
6 Section 2: Form I 9
7 Form I-9 Search for UCSD Payroll Forms ayroll/forms.html for link to most recent version Choose I-9 fillable Form it s interactive!
8 Why the Fillable I 9? Clicking the little question mark results in a popup screen with more information!
9 I 9 Resources Instructions for Form I-9 USCIS Handbook for Employers central/handbook-employers-m-274 Paula Soder, UCSD s Form I-9 expert teaches an I-9 class through UC Learning Ctr. The UCSD Glacier & Taxation Team in Payroll recommends that anyone who prepares Forms I-9 for international visitors take the class every 6 months.
10 Section 3: Glacier
11 How does Glacier work at UCSD? Steps: 1. Department completes Glacier Record Request Form (note that this is only step that requires department involvement!) 2. International visitor completes online Glacier questionnaire and submits resulting forms and certain immigration documents to UCSD Payroll 3. Payroll updates PPS and makes tax adjustments
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13 Section 3: PPS Entries
14 PPS ETAX Screen ETAX screen: Leave withholding at single/zero Enter the SSN or all 9s. The system will
15 PPS EALN Screen Complete only first 5 fields for most* international payees. See How to Complete the PPS EALN Screen Most important on EALN screen: New Hires: Enter only S, A, or N citizenship code Rehires Don t change citizenship Don t change date of entry DO submit a Glacier Record Request Form *PPS will force you to enter 16 in Tax Treaty Income Code for postdoc fellows and postdoc paid directs (TC 3253 & 3254).
16 PPS EALN Screen The PPS EALN field Work Permit End Date is the responsibility of the department, and should match the expiration date shown on Form I 9. Suggestion: 60 days before work permit end date in PPS, notify employee that if he wishes to continue working at UCSD he must meet with you on or before that date to complete a reverified or new Form I 9. Query instructions: Blink/business tools/employee link/queries/employee queries/employee nonresident alien. On visa/tax treaty tab, enter
17 How to query for employees whose PPS work permit end date ends in 60 days or less: Go to Blink/business tools/employee link/queries/employee queries/employee nonresident alien. 1. On the Employee tab, click the box next to On Visa/Tax Treaty tab A. Click the box for Work Permit End Date choose <= and enter a date 60 days from today. Enter the year as four digits. B. In the Visa Type row, select all except []Undefined and [PR] Permanent Resident. Instructions for selecting: click on [A1] Ambassador... Using scroll bar for that field, scroll down to the bottom. Hold down shift and then click the last choice, [V3]The child... Hold down CTRL, scroll up to [PR] Permanent Resident, and click on it. Now every choice except [undefined] and [PR]Perm. Res. should be highlighted in gray. 3. Click Submit. Review the data on the screen. If it looks good, click on the browser tab Employee Nonresident Alien Query go back to query, and in the scroll box that shows Send Data to Screen, click Excel (Tab Delimited.xls File), then click submit again. 4. If/when you see the message The file format and extension of Employee..., click yes. 5. Save the file as type Excel Workbook (*.xlsx). You now have a file you can use for mailmerge notices.
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22 Questions? Submit a case through ASK. Go to Blink/Business Tools/ASK (BFSupport). Enter Glacier as the subject, primary category Payroll, and subcategory Glacier/Foreign Payee Questions.
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