GLACIER Guide for Foreign National Tax Compliance System 

This guide is intended for GLACIER Unit Administrators responsible for processing Foreign National paperwork to obtain information from non-U.S. and non-Permanent Resident Alien payees to determine how to properly withhold tax and report payments. Assistance is available for your GLACIER-related questions from the Payroll Office.

  1. GLACIER features
  2. GLACIER benefits
  3. Payments that require a GLACIER tax record
  4. GLACIER process roles
  5. GLACIER check list of tasks to complete
  6. GLACIER training for administrator access
  7. Policy reference
  8. Where to get help
Forms
Quick links to forms referenced in this guide are provided below.
 
Important Form Information:
Glacier_Access_Admin2_Request.xlsGlacier_Access_Admin2_Request
Glacier_Access_Admin3_Request.xlsGlacier_Access_Admin3_Request
Glacier_Initial_Information.xlsGlacier_Initial_Information
Training Resources
GLACIER_AdminTraining.pptGLACIER_AdminTraining
GLACIER_Training_ForeignNational.pptGLACIER_Training_ForeignNational
What to KnowFilter
GLACIER features

GLACIER is a secure, web-based Non Resident Alien tax compliance system that collects tax related information from Foreign Nationals receiving funds from the University of California at Santa Cruz.

  • GLACIER determines:
    • Tax residency
    • Withholding rates
    • Income tax treaty eligibility
    • Stores and manages data
    • Generates management reports
    • Prepares tax forms and required statements

Note:  All Foreign Nationals receiving funds from the University must have a GLACIER record whether they are paid through Payroll or Accounts Payable.

GLACIER benefits

GLACIER provides the following benefits:

  • Provides foreign individuals with up-to-date information and support to assist them with complex tax matters
  • Reduces tax compliance burden on foreign individuals and University departments
  • Improves compliance with immigration and tax laws
  • Minimizes tax exposure in the event of an audit

Central Payroll Office will continue to review documents, enter appropriate tax codes to PPS, and perform all year-end tax reporting functions

Payments that require a GLACIER tax record

GLACIER tax records are required for Foreign National Visitors with:

  • Visa types - A, B1, B2, E, F, H, J, K, L, O, P, TN, V, WB and WT
  • Pending U.S. Permanent Resident
  • Pending Refugee or Asylum status
GLACIER process roles

There are three levels of access on GLACIER.

  • Admin 1 is the System Administrator (Payroll)
  • Admin 2 is the second highest level of access to GLACIER; an Admin 2 has access to:
    • Add Individual Passwords
    • Review/Update Individual Records
    • Create/View/Print Reports
    • Review passwords and send email reminders to Users
    • View GLACIER Administration
    • Use the Tax Calculator.
  • Admin 3 is the third highest level of access to GLACIER; an Admin 3 has access to:
    • Add Individual Passwords
    • Add certain Individual Records (only those they created)
    • View GLACIER Administration
    • Use the Tax Calculator
GLACIER check list of tasks to complete
  • Appointment Letter including notification of future GLACIER email.
  • Contact between HR unit and employee.
  • On Boarding: Employee brings GLACIER generated documentation.
  • HR unit provides employee with required information (Initial Information Form or equivalent)
  • HR unit enters records into PPS.
  • HR unit forwards OEU paperwork & GLACIER documents to Payroll Office with the Foreign National Hiring Form stapled to the front.
  • HR unit follows up with employee regarding any outstanding issues.
GLACIER training for administrator access

GLACIER Unit Administrators are required to complete the following trainings:

After both trainings have been viewed, complete the access forms and fax to the Payroll Office.

Where to get help

For help with Payroll issues, contact the Payroll Office.