UC Merced coordinates with UCLA payroll on Nonresident Alien tax compliance through the use of an online system known as Glacier.

GLACIER is a secured web-based Nonresident Alien (NRA) tax compliance system that foreign visitors can use to provide their immigrant and tax data to UCLA via the internet 24 hours a day. GLACIER helps determine tax residency, withholding rates and income tax treaty eligibility. GLACIER also manages NRA's paperwork, maintains NRA's data and prepares tax forms and required statements.
 

If an employee is a nonresident for tax purposes and works outside of the U.S., no GLACIER tax record is required.

For all Non-employee relationships:
Foreign visitors who are not U.S. Citizens, Permanent Residents, Refugees, Asylees, or nonresidents working out of the U.S. are required to complete a GLACIER record.These individuals tend to have the visa statuses with letter and number combinations such as B1, B2, WB, etc. 
 

GLACIER Process

Departmental Responsiblities

Complete the Initial GLACIER Information Form and review with the foreign visitor.
Give the foreign visitor a copy of the Initial GLACIER Information Form to be used for entering information on GLACIER.
Fax the form within 3 business days to UCLA Payroll Services at (310) 794-8751. A PDF version may also be emailed to hhoeke@finance.ucla.edu. 
 

Foreign visitor responsibilites

Enter information into GLACIER within seven (7) days of receipt of the email from support@online-tax.net (this is not spam).
Print, review, sign and date all forms (Tax Summary Report, W-4, W-9, etc) created by GLACIER.
Forward signed forms with the required tax documents as instructed on page two (2) of the Tax Summary Report.
 

UCLA Payroll Services responsiblities

Create a GLACIER record and send an email to the foreign visitor with access to GLACIER.
Review and ensure that all documents are accurate and complete.
Maintain GLACIER and EDB records for tax purposes.
Prepare year-end tax reports (Forms 1042-S).
Advise the foreign visitors that they will receive an email from support@online-tax.net  and that this is not spam.

How to code EDB for employees with a GLACIER record

When processing a new hire bundle (SHIR or AHIR) the following screens should be completed as follows. Additional information can be found at Nonresident Alien Tax Information for Departments.

 
 EALN
Citizenship Code Enter (N = Nonresident Alien) in this field.
Visa Type Enter the visa type indicated on immigration documents, for example, J1, H1, TN, etc.
Other fields on the EALN screen Leave blank.  UCLA Payroll Services will populate these fields once the GLACIER records are received.

 ETAX
Federal and State Marital Status Enter (S = Single) in this field
Federal Allowances Enter (000) in this field
State Allowances Enter (000)
 

Note:Employee will submit the W-4 generated by GLACIER to UCLA Payroll Services, which will update the ETAX screen as required.
When processing a rehire bundle (AREH or SREH), contact UCLA Payroll Services at  Phone: (310) 267-5774  before changing any codes.