GLACIER GUIDELINES FOR
FOREIGN NATIONALS
Contents
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GLACIER features and benefits
Who requires a GLACIER tax record?
Payments that require a GLACIER tax record
Why is a GLACIER record required?
Initial GLACIER Information Form instructions
Initial GLACIER Information Form
GLACIER Procedures
Sample GLACIER e-mail notification
GLACIER screens
GLACIER Features and Benefits
• GLACIER is a secure, web based Nonresident alien tax compliance
system
• GLACIER is available 24 hours a day from any computer that has
internet access
• GLACIER helps determine your
– Tax residency
– Withholding rates
– Income tax treaty eligibility
Who requires a GLACIER tax
record?
No GLACIER Record
Required
GLACIER Record Required
U.S. Citizen or National
Foreign Visitors with A, B1, B2, E, F,
H, J, K, L, O, P, TN, V, WB and WT
visa
U.S. Permanent Resident
Pending U.S. Permanent ResidentWork Permit End Date
Refugees or Asylum status
Pending Refugee or Asylum status Work Permit End Date
A nonresident alien working outside Employment Authorization
of the U.S. (note: refer to
Document (EAD) – Work Permit
https://financial.ucsc.edu/Pages/Payments_Appendix
End Date
_TaxReportingWithholding.aspx#outside).
Payments that Require a
GLACIER Tax Record
• The payments to or on the behalf of foreign individuals that require
a GLACIER tax record are as follows:
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Wages/Salary
Student Scholarship/Fellowship/Award
Taxable Post Doc benefits
Visiting Scholar payments
Guest Speaker fee/Honorarium
Consulting fee
Artist/Performance fee
Royalties (Copyright and Industrial)
Award/Prize
Rent (housing expense, etc.)
Misc. Services
Why is a GLACIER record required?
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U.S. tax laws require that the University collect
information from non-U.S. citizens to determine their
tax status. GLACIER helps foreign individuals and
UCSC collect, store and print forms required by law.
Initial GLACIER Information Form
• A copy of the completed “Initial GLACIER Information Form” or the
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necessary information will be provided to you by the campus unit
requesting your payment.
This information will assist you in completing your online GLACIER tax
record.
Be sure to have this form as well as your U.S. entry documentation
before logging into GLACIER.
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Current Immigration Status
Form DS-2019, if J status individual
Form I-20, if F status individual
Social Security or Individual Taxpayer Identification Number
Employee ID Number (9 Digit Number beginning with the number 7 Issued by the Payroll Personnel
System)
Address Information (i.e., Current U.S. and Foreign Address)
U.S. Entry and Exit Dates (I-94 or Electronic System for Travel Authorization (ESTA).
Academic Institution or Host Sponsor Information
GLACIER Procedures
– Once your department has set you up in GLACIER, you will
receive an e-mail from [email protected] with your
GLACIER password and information on how to logon to the
system. This e-mail is not SPAM; please look for it in your email. See sample of email notification on next screen.
– Log into GLACIER with the password and user ID given to you.
You will be prompted to change your login information at that
time.
– Complete the GLACIER tax record. You will need your Initial
GLACIER Information Form and your U.S. entry documentation.
– Print, sign, date, and submit the required tax forms and
supporting documents to the GLACIER Admin or your
department contact. Do not send forms to the address listed
on the Tax Summary Report. These forms are due to the
GLACIER Admin in order to process your payment.
Sample GLACIER e-Mail Notification
Dear Foreign National,
The purpose of this message is to alert you to regulations regarding the taxation of any payments made to you by University of California, Santa
Cruz. The Internal Revenue Service (IRS), the U.S. government tax authority, potentially requires the taxation and reporting of payments made
to non-United States citizens. Before University of California, Santa Cruz can make any payments to you, certain information and forms must be
provided in order to make correct tax withholding and reporting decisions.
For your convenience, University of California, Santa Cruz allows you to provide this information and complete the necessary forms via the
Internet from any web-accessed computer using the GLACIER Online Tax Compliance System.
You must access GLACIER and provide the requested information within 7 days of:
(A) Vendor providing service to the university,
(B) Employee's appointment start date,
(C) Registered student receiving scholarship or fellowship
****If you do not provide the requested information within those 7 days, the maximum amount of U.S. tax may be withheld from any payments
made to you.****
Return completed forms to me. Do not send to the address listed on the Tax Summary Report.
To login to GLACIER, follow the steps below:
Click on the following web link: http://www.online-tax.net ; if the link does not automatically open, simply open your Internet Browser
(preferably Internet Explorer) and enter the website address http://www.online-tax.net.
Click on the GLACIER logo to enter the website.
At the login screen, enter your temporary access information from below; you will be required to select a new UserID and Password at the time
of first access to GLACIER.
UserID: M2L3U8BT
Password: 36ZNKUGY
Please keep your email address updated in GLACIER for transmission of year-end tax forms.
Foreign National Training is available at: Link
Be sure to also check your status on the UC At Your Service (AYSO) website at: https://atyourserviceonline.ucop.edu/ayso/.
GLACIER and AYSO are separate systems.
After completing the Foreign National Training, if you have questions or need additional information regarding GLACIER, please contact me.
Thank you and have a great day.
GLACIER Procedures
– IF YOU ARE USING A PUBLIC
COMPUTER, FOR YOUR PROTECTION:
– AFTER VIEWING AND PRINTING THE
FORMS IN ADOBE ACROBAT READER,
YOU MUST CLOSE THE WINDOW
SHOWING THE FORMS AND DELETE
YOUR FILE FROM THE DESK TOP AND
EMPTY THE TRASH.
GLACIER Screens
Click here to login
After logging in with the User ID and
password given to you in the email, you will
be prompted to create a new User ID and
Password. Password should be at least 10
characters in length and should include at
least one number and one letter. Use hard-toguess password, and keep it secret.
Enter them and click submit
Login with your new ID and
Password and click submit.
Don’t use your user name or login
name for your password. Never
share your password with anyone
else.
You will be asked to enter
your login information
again and click submit
Read the disclaimer
and click I Accept
Make sure you have the
needed documents and click
on next
Choose
create/update/view my
individual record and
click next
Check the box that describes
your relationship with U.C. Santa
Cruz and click next
You can use the GLACIER
information given to you by your
department
GLACIER Guidelines for Foreign
Nationals
Check applicable Income
Type and click next
Note: This is an example
of an employee payment
Verify your name and email.
Enter your social security
number if you have one. If
not check the statement that
applies and scroll down
Enter your U.S.
address and phone
numbers and click
next
Enter your address in
your country of
residence (foreign
address) and click
next
Choose your country of
citizenship and tax
residence from the drop
down menu and click
next
Choose our sponsoring
institution from form I-20 or
DS-2019 or I-797
Choose your
current U.S.
immigration status
from the drop down
list and click next
Enter your original date
of entry to the U.S., visa
expiration date and date
you plan to leave the
U.S. and click next.
Read instruction in red
on the right hand side to
what date should be
used.
Choose the
statement that
applies and click
next
Choose the statement
that applies to you. If you
have been in the U.S.
previously enter the
information for each visit
and click next
Review the
information and
click next
Click next
If a tax treaty applies to
you, choose Yes or No to
claim it or not and click
next
If a tax treaty applies
and you choose to
claim it, enter the
information asked and
click next
Review GLACIER’S
assessment and click
next
Provide State Tax
information and click
next
Print, review
and sign each
form and click
next
Send the signed documents to your
GLACIER Administrator or your
Department contact. Do not send to
the address listed on your form.
Click next to exit and save your
record
GLACIER Guidelines for Foreign
Nationals
• Protecting your personal information:
– Don’t email personal information or passwords. Email is not
private or secure. Assume that anything you email (including
attachments) will become public.
– Securely delete or destroy personal information when you are
done with it.
• Shred paper forms
• Securely delete documents from your computer:
– On a Mac, use “Secure Empty Trash” from the Finder
menu
– On a PC, use free computer programs such as “Eraser”
– (http://www.heidi.ie/eraser)
GLACIER Guidelines for Foreign
Nationals
• Be extra careful when using a public or
shared computer:
– Never allow a public or shared computer to save or
“remember” your passwords.
– Don’t save files with personal information on the computer.
You must delete the files when you are done, and empty the
trash. Empty the trash securely if the computer has that
option.
– Clear the browser’s cache and history when you are done using
it. If you are able to, also check the preferences to make sure
your passwords weren’t saved.
– Completely log out of all programs when you are done.
– Quit all programs, close all windows, and log out of the
computer before you walk away.
GLACIER Guidelines for Foreign
Nationals