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International Employee Payroll Information

International employees are individuals employed by University of Wisconsin-Parkside who are not citizens of the United States.

FORMS

International employees must come to Human Resources, Tallent Hall 202, to complete their W-4 and Form I-9.

W4 Form
W4 Form

International employees must complete all information on the W4 form for tax purposes. Please read the instructions thoroughly before completing the form, including but not limited to the following:

  • Social Security Number – required of all employees who will be paid via the Payroll system
  • Foreign Address – permanent address in country of citizenship
  • Marital Status –select either Single or Married but withhold at higher Single Rate
  • Federal/State exemption –select no
  • Federal/State allowances –select 1 for both
  • Resident Status – answer yes/no to Permanent Resident question
  • Visa Type – indicate current visa status (i.e., F-1, J-1, H-1B, Perm Resident, etc.)
  • Country of Citizenship –indicate the country in which they currently have citizenship status

For additional instructions on the W-4 form and to access the form, click here.


TAX INFORMATION

International employees are categorized as non-resident aliens or resident aliens for tax purposes based on several factors (including the amount of time they have spent in the U.S.).

GLACIER
Glacier, a tax compliance software, will determine appropriate taxation of the International employee's University of Wisconsin-Parkside earnings. All International employees receiving funds through University payroll must provide their visa/immigration history through Glacier.

Once the employee's appointment is entered into the Human Resources System (HRS) and they have a student or staff email account, emails will be sent to them from support@online-tax.net (Glacier).  The International employee must activate their Glacier account and enter their visa/immigration history.

Following their Glacier entry, they will need to mail all Glacier-generated reports and tax treaty forms, along with their immigration document photocopies to the address provided on their Glacier report.

International employees can print all forms and bring to Human Resources, Tallent Hall 202, if they would prefer Human Resources to mail the packet.

Who needs a Glacier Account?

Who needs a Glacier Account?
All International employees (non U.S. citizens on payroll) must have a Glacier Account.

How do I get a Glacier Account?
How do I get a Glacier Account?
Your Glacier account should be automatically created for you.  You will receive two emails: one from uwhradministration@uwsa.edu and the other from support@online-tax.net (Glacier).  Read the emails carefully and follow instructions to create and update your individual record.

Be sure to check your junk mail folder if the Glacier emails are late in arriving.

If you do not receive your Glacier emails before your appointment starts, confirm with Human Resources (262.595.2204) that your paid appointment has been entered in the system.  If your appointment is in the system and you have not received your Glacier emails yet, contact Human Resources Front Desk.

What is the Deadline for Completing My Glacier Account?

What is the Deadline for Completing My Glacier Account?
You should complete your Glacier entry and mail the documents within 5 days of your start date. We DO NOT recommend emailing your Glacier documents, as they contain sensitive data.

When Must I Update my Glacier Account?
When Must I Update my Glacier Account?
International employees should update their Glacier record if they change their:
  • permanent address
  • immigration status
  • departure date
  • home address
  • email address
  • the number of days they leave the United States within a calendar year
How Can I Terminate my Glacier Account?
How Can I Terminate my Glacier Account?
If you will not be employed by, receive income from, or be enrolled at the University of Wisconsin during the remainder of the current or following calendar year, you should follow these steps:
  • Update the email and mailing addresses in your Glacier account and your permanent mailing address in My UW Portal under the Personal Information section.  Contact Human Resources (262.595.2204) if you have questions about updating your mailing address in My UW Portal and to coordinate adding a personal email address in HRS.
  • Make sure the immigration information in your Glacier account reflects the status and expiration date which applied WHILE YOU WERE receiving income through UW payroll system.  DO NOT include any status pertaining to U.S. presence after you left the UW.
  • Update your final U.S. DEPARTURE date to reflect when you have/will depart and remain outside the U.S. for 365 days or more.
How Can I Access my Glacier Account?
How Can I Access my Glacier Account?
Log into your Glacier account at www.online-tax.net.  If you do not remember your login or password, select LOGIN NOW then FORGOT LOGIN. When prompted for your email address, enter the one where this email was sent. Once in the system, you can change the email address associated with your Glacier account to a permanent address. Glacier will send login and password information from support@online-tax.net

 

SOCIAL SECURITY NUMBER

International employees who do not have a social security number and expect to receive wages through the University of Wisconsin-Parkside payroll system should apply for a social security number in person at the Social Security Administration office (see Kenosha and Racine locations below).  The social security number is used to track earning histories of those who work in U.S.

International employees should not begin working and should anticipate delays in pay if they have not yet received a social security number.

5624 – 6th Avenue
Kenosha, WI  53140
866-334-4997
Near the corner of 6th Avenue and 56th Street

4020 Durand Avenue (Hwy. 11)
Racine, WI  53405
866-270-8629
Next to the O&H Bakery

International Student Employees may need a letter from the International Student Services Office signed by a Designated School Official confirming their status and eligibility to be employed in order to obtain their social security number.  Please contact International Student Services at 262.595.2701. 

All other International employees (not student employees) should contact their hiring department or Human Resources (262.595.2204) if they have questions about obtaining a social security number. 

Social Security Numbers for Noncitizens (PDF)

GLOSSARY
International employee
International employee
An individual who is not a U.S. citizen but is employed by the University of Wisconsin-Parkside
Glacier
Glacier
A tax compliance software used by University of Wisconsin to determine an International employee's appropriate federal and state taxes on earnings from UW.
Immigration documents
Immigration documents
In addition to the Visa, individuals working on campus will need the appropriate document according to their visa status to verify work eligibility; F-1 (I-20), J-1 (DS2019), H-1B (I-797), Permanent Resident (Perm Res Card) are examples of required immigration documents for International Employees.
Payroll
Payroll
The payment system used for the majority of students and employees of University of Wisconsin-Parkside
U.S. Visa
U.S. Visa
An endorsement on a passport indicating that the holder is allowed to request entry, departure or stay in the United States of America.  The U.S. Visa, alone, does not grant work authorization.

900 Wood Road · P.O. Box 2000 · Kenosha, WI 53141-2000 P 262-595-2345