PY - Glacier Account Requirements for Foreign Nationals on UW Payroll

This document addresses Frequently Asked Questions regarding Glacier Account Setup and Management for Foreign Nationals in a Paid Relationship with the University of Wisconsin.


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What is Glacier and how does it impact my department/division?

Glacier is online tax compliance software used by the Service Center to determine how to report and tax income paid to foreign nationals.  Once an individual has a Glacier account opened for them by the Service Center, they will receive emails instructing them on how to enter their immigration information into Glacier and where to deliver the Glacier-generated reports and forms along with copies of their immigration documents.

Does individual need a Glacier Account?

All foreign nationals paid through the University of Wisconsin payroll system need a Glacier account so HRS can determine the appropriate tax treatment to apply to wages and stipends. Glacier accounts are required for both nonresident aliens and resident aliens. Permanent U.S. residents (green card holders) may or may not receive a Glacier account depending on when their Permanent Resident status was entered into HRS. Permanent U.S. residents who receive a Glacier account will have only minimal Glacier data entry requirements, after which time their account will be terminated.

How does a foreign national obtain a Glacier account?

When a visa type is entered into HRS for an employee with a paid appointment, a Glacier account will be created for the individual within one week. If there is a valid email address in HRS at the time the Glacier account is created, the individual will receive two emails; one from uwhradministration@uwsa.edu and one from support@online-tax.net. Individuals not receiving the expected emails should check their spam filter. If the emails are not there, contact your Service Center Affinity Group.

How does a visa type get entered into HRS?


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How can I determine whether a foreign national has a visa type in HRS?

Visa information may be viewed at the following path: Workforce Administration> Personal Information>Citizenship>Identification Data>Visa/Permit Data. To request access to that view, please contact your supervisor to request the following role:  Visa View Only role. [View Only Access] This role will only be able to view citizenship/passport and visa/permit information.

How do I read the Glacier-related visa information listed in HRS?

  1. Example of Glacier account indicator in HRS but foreign national's action needed: The record below shows a dummy ‘FNL’ visa type was entered into HRS on 7/11/2016. Select “Include History” and review all rows. If there is only one row (as indicated by “1 of 1” in the example) and it shows a visa type of “FNL” it means the foreign national either:
    1. did not receive a Glacier account because they do not have a paid position in HRS
    2. did not complete their Glacier entry by the time the last Glacier/HRS data interface ran (just prior to the first calc of the latest pay period), or
    3. did not deliver their Glacier Tax Summary Report and supporting immigration documents to their Glacier Responsible Administrator.

    https://kb.wisc.edu/images/group61/27630/9.2foreignnational1.jpg


  2. Example of indication that a foreign national has acted in Glacier:
    When the Issuing Authority field lists either "Glacier Demographics Interface', ’Temporary Value’ or otherwise includes the word 'Glacier’ this indicates that the individual has entered their immigration information into Glacier and that it has been brought into HRS. However, the absence of this wording does not necessarily mean the individual has not entered some of their information into Glacier.

 https://kb.wisc.edu/images/group61/27630/9.2foreignnational2.jpg


How do I read the HRS visa page information populated through the HRS/Glacier interface?

What if there’s a visa type in HRS, but the individual did not receive a Glacier account?

Have the individual check their spam filter for emails from uwhradministration@ohr.wisc.edu and support@online-tax.net. If the individual is not able to locate these emails, contact the affinity group serving your campus.

What if the individual not receiving a Glacier account is a Permanent U.S. Resident?

If they became a permanent U.S. resident before hire, and the PR visa type exists on the most recent effective-dated visa row, they will not have a Glacier account opened for them.  However, if they became a permanent US resident AFTER hire, they should already have received a Glacier account and entered their immigration information into it.  Then, once they obtain their permanent U.S. resident status, they should revise Glacier to list that as their current immigration status.

What if the foreign national has a Glacier account but can’t remember how to access it, or doesn’t remember their login and/or password?

They should go to: https://www.online-tax.net/ click ‘Login Now’and then click: ‘Forgot Login.’ When requested, they should enter the email address associated with their Glacier account. If they don’t know what that is, they should try each of their campus and personal email addresses. Once the correct email address is entered, Glacier will send login and password information from support@online-tax.net.

What if the foreign national needs help answering the questions asked in Glacier?

They should contact Glacier’s support team at: support@online-tax.net

Are there ongoing Glacier account requirements?

After an employee, fellow, scholar or trainee (paid through UW-Payroll/HRS) has completed their initial Glacier account entry, they must keep it up-to-date. Information must be updated in the Glacier account and a new Tax Summary Report with supporting documents must be delivered every time any of the following conditions occur:

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What must a foreign national do when their relationship with University Payroll is ending, and they will not be enrolled or employed through end of NEXT calendar year?