INTERNATIONAL STUDENTS AND SCHOLARS GUIDE TO GLACIER
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1 INTERNATIONAL STUDENTS AND SCHOLARS GUIDE TO GLACIER Page 1, August 15, 2008
2 Agenda GLACIER overview Who does and does not require a GLACIER tax record? Why is a GLACIER record required? Initial GLACIER information form GLACIER process Where to submit GLACIER forms Sample of GLACIER notification Resources Page 2, August 15, 2008
3 What Is GLACIER? A nonresident alien tax compliance software system that resides on a secured server that is accessed via the internet It can be accessed worldwide 24 hours a day once a record has been initialized. Page 3, August 15, 2008
4 What Does GLACIER Do? Maintains data entered by the foreign national GLACIER determines Tax Residency & Tax Withholding Rates Income Tax Treaty Eligibility Manages Paper Forms Creates a Tax Summary with all relevant information and corresponding tax forms Interfaces with CINTAX (a program to assist in preparation of a nonresident tax return.) Creates and distributes Form 1042S! Page 4, August 15, 2008
5 Who does not require a GLACIER record? U. S. Citizens. U. S. Permanent Residents. Refugees and asylum status. Non-resident aliens living and working outside of the United States. Who does require a GLACIER record? Individuals on any other status who will be receiving a tax reportable payment from UC Merced. Page 5, August 15, 2008
6 Why is a GLACIER record required? IRS requires institutions such as UCM to collect information that is relevant in the determination of tax residency status for foreign nations. The determination of tax residency must be documented and maintained for the following type of payments: Wages for employment or guest lecture Taxable Fellowship/Scholarship awards (includes post doc benefits) Other payments not exempted by IRS Code In order for an NRA to access CINTAX, complete data must be entered into GLACIER Page 6, August 15, 2008
7 SAMPLE FORM Page 7, August 15, 2008
8 Initial GLACIER Information Form The purpose of this form is to assist you in completing your online GLACIER tax record by indicating your relationship and income type. Be sure to have this form as well as your U.S. entry documentation before logging into GLACIER. Page 8, August 15, 2008
9 GLACIER / UCLA UCLA is the office of record for payments issued by UC Merced. GLACIER is administered by UCLA Payroll Services. GLACIER Correspondence will reference UCLA in the text. You may be contacted by UCLA Payroll Services regarding any updates required to your GLACIER record. UCLA Payroll Services Wilshire Blvd, Suite 620 Los Angeles CA Page 9, August 15, 2008
10 UCM S S PROCESS TO DETERMINE TAX RESIDENT STATUS 1. You will be provided a completed copy of the Initial GLACIER Information form. 2. The dept. requests (from UCLA Payroll Services) that a GLACIER record be set up. 3. Once the record is set up, you will receive an from support@online-tax.net with instructions to access GLACIER. This is not SPAM; please look for it in your Access GLACIER and complete your record. 5. Print the forms as indicated on the Tax Summary. 6. Send the forms to the appropriate office. See slide #13 7. As changes occur, update your GLACIER record. Print updated forms and send to the appropriate office. Page 10, August 15, 2008
11 GLACIER Process Print, sign, date, and submit the required tax forms and supporting documents to the appropriate office. These forms are due within ten (10) days of receiving the GLACIER . Offices that will receive forms: UC Merced Student Business Services (Scholarship/Fellowship payments) UCLA Payroll Services (All other payments) Page 11, August 15, 2008
12 Sample of GLACIER Notification Dear International Student, The purpose of this message is to alert you to regulations regarding the taxation of any payments made to you by Regents - University of California, Los Angeles (UCLA). 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 Regents - University of California, Los Angeles (UCLA) 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, Regents - University of California, Los Angeles (UCLA) 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 10 days of receiving this message. If you do not provide the requested information within 10 days, the maximum amount of U.S. tax will be withheld from any payments made to you. To login to GLACIER, follow the steps below: Click on the following web link: ; if the link does not automatically open, simply open your Internet Browser (preferably Internet Explorer) and enter the website address 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. User ID: XXXXXXXX Password: XXXXXXXX If you have any questions or need additional information about why you have been asked to use GLACIER, please contact me. Thank you and have a great day. UCLA Payroll Services Page 12, August 15, 2008
13 Tax Summary Report The Tax Summary Report All information entered into GLACIER is summarized on this report. Key information includes: 1.Residency for Tax Purposes 2.Tax Treaty Eligibility 3.FICA Eligibility 4.Required Forms & Documents Page 13, August 15, 2008
14 Where to send GLACIER your completed GLACIER forms and supporting documents. INCOME TYPE SEND TO UCM Employee Scholarship/Fellowship Employee and Scholarship/Fellowship Any other Income UCLA Payroll Services UCM Student Business Services UCLA Payroll Services UCLA Payroll Services Page 14, August 15, 2008
15 U.C. Merced Resources International Student & Scholarship Office (209) Graduate Division (209) Financial Aid and Scholarship Office (209) Student Business Services (SBS) - (209) Tax Services (209) Page 15, August 15, 2008
16 Government Resources Internal Revenue Service (IRS) (800) Franchise Tax Board (FTB) (800) Page 16, August 15, 2008
17 UCLA PAYROLL SERVICES Contacts: GLACIER - Lead Administrator: Michael Sattin msattin@finance.ucla.edu GLACIER - Employee Tax Treaties: Heather Kira-Hoeke : hhoeke@finance.ucla.edu GLACIER - Employee Payments: Cicili Mislang : cmislang@finance.ucla.edu UCLA PAYROLL SERVICES Wilshire Blvd, Suite 620 Los Angeles, CA Page 17, August 15, 2008
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