Payroll Tax Guide: Non-resident Foreign Nationals 

The information provided in this guide is intended to assist UCSC employees, who have an immigration status of non-resident alien, with payroll tax issues. Assistance is available for your tax-related questions from the Payroll Office.

  1. Annual verification process
  2. W-4NR/DE-4 Tax withholding form
  3. IRS Form W-2 "Wage and Tax Statement"

Appendixes
What to KnowFilter
Annual verification process

Foreign National employee's should log into the GLACIER Non-resident Alien Tax Compliance System annually to verfiy and/or update residency status.

The Unit GLACIER Administrator will review documentation for change in status, and forward appropriate documentation to the Payroll Office. If there has been no change in status, no further action is required.

W-4NR/DE-4 Tax withholding form

When to File

  • Non-resident alien employees are required to file a new W-4NR/DE-4 Form with their payroll office annually in January.
  • Non-resident alien employees must also inform the University in writing of any change in status during the calendar year and complete a new UCW-4NR/DE4 Form.

How to File

  • Submit the new UCW-4NR/DE4 Form directly to your unit, or send your completed form to the Payroll Office.
IRS form W-2 "Wage and Tax Statement"

Use the UC At Your Service (AYSO) website to download a duplicate W-2 Wage and Tax Statement, and to save paper by signing up to receive your W-2 form electronically from the website.



Viewing your W-2 on the AYSO website

  1. Sign in to the AYSO Web site with your user name and password.
  2. Click on W-2 in the Income & Taxes list.
  3. Click View Your W-2 from the list on the left hand side of the page.


Selecting Electronic Delivery of Your W-2

  1. You must make your selection by December 31 in order for it to become effective for the tax year just ending.
  2. Sign in to the AYSO Web site with your user name and password.
  3. Click on W-2 in the Income & Taxes list.
  4. Click Select Delivery Method from the list on the left hand side of the page. You will see a "Consent to Receive Electronic W-2" screen.
  5. To sign up to receive your W-2 electronically, check the acknowledgement box, and select an e-mail address where you want notification of W-2 availability sent.
    • Your UC e-mail address is selected by default
    • You may select your personal e-mail address. If it is not listed, refer to the "Adding a Personal Address," below.
  6. Click on the "Submit" button to confirm your selection.
  7. Review the e-mail address you selected to ensure that you receive an e-mail from UC Customer Service confirming your election to receive W-2s online.  

Adding a Personal Address

Add a personal e-mail address by performing the following steps:

  1. Click Main Menu from the list at the left of the screen.
  2. On the Main Menu, under the About heading, select My Contact Information.
  3. Select Personal Email from the list at the left of the screen.
  4. Enter your personal e-mail address twice and click Submit.
  5. Follow the instructions in "Selecting Electronic Delivery for Your W-2," above to return to the Consent to Receive Electronic Delivery screen to finalize your election for a web based W-2.

Requesting a Paper W-2

  • You can quickly download and print a a duplicate W-2 using the AYSO website - just log on and print from any computer connected to the Internet. 
  • If you do not have access to the AYSO website, print out and complete a Duplicate W-2 Request Form, and send it to the Payroll Office.
    • Remember to provide a mailing address (on campus or home) or e-mail address.
    • Federal privacy laws prohibit a duplicate W-2 from being faxed to you.
    • It usually takes 2 to 3 working days, from the time of receipt, for the Payroll Office to fulfill a request