This user procedure provides the steps for foreign nationals to follow, related to entering and updating their information in Glacier, which is self-service. Glacier will collect data that is used in validating and allowing foreign nationals tax treaty benefits and applying tax withholding accurately.
Foreign national must have a visa indicator, active paid position, and an email address in HRS in order to receive a Glacier account.
Upon Glacier account creation, foreign national will receive user ID and password, by email, from firstname.lastname@example.org. The user ID and password will be needed for the foreign national's first access to their Glacier account.
If a foreign national is living and working outside the U.S., and will not pass the substantial presence test during the entire calendar year, they will not need a Glacier account. Instead, they should contact their employing department and submit a Foreign National Income for Activity Performed Outside the U.S. Statement. Details on the IRS substantial presence test are available at: http://www.irs.gov/Individuals/International-Taxpayers/Substantial-Presence-Test
To enter immigration information into an existing Glacier account, please follow these steps:
1. Navigate to GLACIER (Nonresident Alien Tax Compliance System) https://www.online-tax.net/
2. Click on the "Login" hyperlink in order to login to Glacier
3. Enter the user name and password that you received via email.
4. Change your user ID and password.
5. Enter your newly created user ID and password to log into your Glacier account.
6. Proceed through the steps within Glacier as directed by the instructions shown on each screen. Please use the supplemental information provided below to complete your entry. If you are not able to enter your information as directed, please submit any questions about using GLACIER to: email@example.com.
a. Taxpayer Identification Number (TIN). If you do not have a taxpayer ID number (TIN), you must apply for one. Individuals who are employees must apply for a Social Security number (SSN). Individuals not considered employees, who are only receiving non-service scholarship/fellowship income, must apply for an Individual Taxpayer ID number (ITIN) if they do not already have an SSN. Details on the SSN/ITIN application process, for individuals not located in Madison, are available at: uwservice.wisc.edu/docs/publications/pay-ssn-itin-process.pdf Application details for individuals located in Madison are available at: uwservice.wisc.edu/docs/publications/pay-ssn-itin-process-a.pdf
Note: UW payroll will not apply a tax treaty withholding exemption, if applicable, until an individual enters the appropriate TIN into their Glacier account and delivers the required reports, forms and documents as listed on the Glacier Tax Summary Report.
1. Original (or anticipated) Date of Entry to the U.S.: This should be the date you last entered the U.S. following an absence of one year or more. Entries and exits before and after that date, and any immigration status changes, will be captured on the next couple of screens.
2. Date Permission to stay in the U.S. Expires: List the end date on your I-20 (if F status), DS-2019 (if J status), I-94 (if other status), or EAD card, if you have one.
3. Estimated or Actual Date of Final Departure from the U.S.: If your actual date of 'final' U.S. departure is not known, estimate. This should be the date you plan to leave and remain outside the U.S. for 365 days or more. It should include all U.S. presence, whether or not associated with your time at the University of Wisconsin and regardless of your immigration status during any presence. You may need to change this date in the future as your situation changes.
h. Days Present In the U.S.: Glacier calculates this number based on the original U.S. entry date listed. If you left the U.S. at any time since that entry date, you will need to enter the number of days to exclude for each year involved.
7. Print all Glacier-generated reports and forms. Sign and deliver to your Glacier Responsible Administrator, whose name and address will be provided on the Glacier print-outs. You must also deliver copies of all documents listed on the Glacier Tax Summary Report including an EAD card, if you have been issued one.
8. Save changes and log out of Glacier.
9. Remember your Glacier login and password. You will need to update Glacier each time your information changes. You may also need to renew annual tax treaty withholding exemption forms, retrieve Form 1042-S, and use Glacier Tax Prep to prepare federal tax return 1040NR or 1040NR-EZ, if that applies to your individual situation.
10. Following any future updates to your Glacier account information, please print, sign and deliver a new Glacier Tax Summary Report and copies of the forms and documents listed on it to your Glacier Responsible Administrator located at your campus.
11. When you permanently end your relationship with the University of Wisconsin, be sure to let your Glacier account administrator know to terminate your Glacier account.