UCR

Accounting



Glacier Online Tax Compliance System


GLACIER (http://www.arcticintl.com/) is an online tax compliance system designed to allow institutions to efficiently and effectively collect information, make tax residency and income tax treaty determinations, manage paperwork, maintain data, and file reporting statements with the IRS.  GLACIER was built from scratch as a completely web-based system that incorporates the latest, cutting-edge methods for security, data transfer, and user-interface.  As an online system, GLACIER provides more flexibility than a traditional desk-top application or a pc-based system to better meet the ever-changing needs of our clients.   Additional Information about Glacier is at: GLACIER Brochure.

Why Am I Required to Provide Information in GLACIER?
The Internal Revenue Service (IRS), the U S government tax authority, has issued strict regulations regarding the taxation and reporting of payments made to non-United States citizens.  As a result, payments made to you may be subject to U S income tax and reporting to the IRS GLACIER Online Tax Compliance System is an efficient and effective way to manage tax liability. 

Why Is My Tax Status Important?
In order to comply with the U S tax laws, your US Tax Residency Status must be determined The Substantial Presence Test is used to determine whether an individual is a Nonresident Alien or Resident Alien for purposes of U.S tax withholding GLACIER Online Tax Compliance System will calculate your US Residency Status for Tax Purposes based on the information provided by you.

What is the Difference between a Nonresident Alien and Resident Alien?
If you are a Nonresident Alien for Tax Purposes, you are subject to special tax withholding and reporting regulations; if you are a Resident Alien for Tax Purposes, you are taxed in the same manner as a U S Citizen.

How Long Will I Be a Nonresident Alien?
Your Residency Status Change Date is the day on which your US Residency Status for Tax Purposes will change, generally from Nonresident Alien for Tax Purposes to Resident Alien for Tax Purposes.  The U S tax system is based on a calendar year period (January 1 - December 31).  In most cases, when your US Residency Status for Tax Purposes changes, you will become a Resident Alien for Tax Purposes retroactive to the first day of the calendar year during which your status changed; this day is called the Residency Status Start Date.

How Will I Be Taxed on Payments From U.S. Sources?
As a Nonresident Alien for Tax Purposes, U.S. tax law requires that you be taxed in the following manner:

Payroll: If you receive Dependent Compensation (salary or wages), you are generally required to complete Form W-4 as "Single" (regardless of your actual marital status) and "One" Personal Withholding Allowance (regardless of your actual number of dependents).  Certain countries may have an exception to this requirement.

Scholarship/Fellowship: If you receive a Scholarship or Fellowship (for which NO services are required), your scholarship or fellowship may consist of Nontaxable items (Tuition, Book Allowance, Required Registration Fees, and Mandatory Health Insurance) or Taxable items (including, but are not limited to, Room and Board, Stipend, Living Allowance, Travel PaymenffReimbursement).  If you are present in the U.S. under an F, J, M, or Q immigration status, the applicable rate of tax withholding is 14 percent; if you are present in the U.S. under any other immigration status, the applicable rate of tax withholding is 30 percent.

Independent Personal Services: If you receive an Honorarium, Guest Speaker Fee, Consultant Fees, Royalty, or any other type of income, the applicable rate of tax withholding is 30 percent.

Can I Be Exempt From Tax Withholding?
The U.S. maintains income tax treaties with approximately 63 countries.  Certain taxable payments made to you may be exempt from U.S. tax based on an income tax treaty entered into between the U.S. and your country of tax residence.  The existence of a tax treaty does not automatically ensure an exemption from tax withholding; rather, you must satisfy the requirements for the exemption set forth in the tax treaty and provide all applicable forms and documents to the University if you qualify for a tax treaty exemption, you must complete and submit Form W-8BEN (for all scholarship, fellowship, or royalty payments) or Form 8233 (for all compensation payments).

What If I Do Not Submit My Forms and Documents?
If you do not complete the information in GLACIER and/or submit the required forms and documents in a timely fashion, the maximum amount of tax will be withheld from all payments made to you.

The IRS requires all nonresident aliens who receive U.S. source income to furnish the University with a Social Security Number (SSN).

Departmental Responsibilities:
If the employee checks box 4 "An alien authorized to work (Alien # or Admission #) " of Section 1 of the I-9 Form, the GLACIER notification sheet needs to be given to them.

During the new hire process, the following data needs to be updated:

  • Citizenship Code - enter ā€œNā€  (EPD1, EALN)
  • Visa Type  (EALN)
  • Work Permit End Date  (EALN)

Nonresident Alien responsibilities:

  • Log into GLACIER and enter information within ten (10) days of receipt of the email from support@online-tax.net.  ( this is not spam)

  • Print, review, sign and date all forms (Tax Summary Report, etc) created by Glacier

  • Forward signed forms with the required document copies as instructed on the Tax Summary Report to:

Elena Valdez
University of California, Riverside
Payroll Office-002
Riverside, CA  92521
Telephone:  951-827-1958
elena.valdez@ucr.edu

Central Payroll Office responsibilities:

  • Review and ensure that all documents are accurate and complete

  • Maintain GLACIER and update EDB for tax purposes

  • Coordinate year-end tax reports (1042-S) 

Where Can I Get More Information?
if you have additional questions, please contact elena.valdez@ucr.edu


More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

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Accounting Office

Physical Address:
14350 Meridian Parkway, Riverside, CA 92518
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Mailing Address:
UC Riverside, Accounting Office-002
Riverside, CA 92521

Office Hours:
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Tel: (951) 827-3303
Fax: (951) 827-3314
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