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Information for Foreign Nationals - Updating Your GLACIER Record

Full GLACIER guide coming soon!

Overview

For payments made to a foreign national, UC Merced utilizes a third-party system called GLACIER to calculate the tax withholding. The following section provides step-by-step instructions on entering, submitting, and mailing the completed forms. 

Instructions

Coming soon!


Information for Departments - Completing the Initial GLACIER Form

The Initial GLACIER Form must be completed by departmental personnel/initiating units as outlined below. The Initial GLACIER Information Form is sent to Payroll Services, who will set up an initial GLACIER record and user ID for the foreign visitor. Departmental Personnel should complete this form upon hire of a foreign visitor who meets the requirements of GLACIER. A GLACIER record can be requested 30 days prior to the U.S. arrival of the foreign individual.

Complete the Initial GLACIER Online Entry Form (see related link) as follows:

 

​Field ​Description
​Name ​Enter the last name, first name, and middle initial of the individual for whom the record is being requested.
​Email Address ​The information in this field is used by Payroll Services to contact the individual. The address provided should be complete and an email address that the individual regularly views. If at the time of hire, the foreign visitor does not have an email address, please provide the email address of the departmental contact. Notify Payroll Services when the individual receives a personal email address.
​UID ​Enter the foreign visitor's University ID number, if a UC employee or student.
​Department Contact ​Enter the full name, telephone number and email address of the departmental contact.
​Relationship with the UC ​​​Indicate the individual's relationship category with the university (UCLA, UCOP or UCM). The individual may choose more than one category but may have only one relationship type per category.
​Relationship Type ​Indicate the individual's relationship type for each relationship category chosen.   The individual may only select one relationship type per category
​Pay Frequency ​For Employee Relationship only: indicate which payment cycle the employee will regularly be paid on (if applicable).
​Income Type ​Indicate the type of income the foreign individual will receive while at the University. Select only one income type per category.
​Submit ​Click on the Submit Button. The Initial GLACIER Information Form will be displayed to confirm what you entered. Additional instructions will also be displayed.​​


The Initial GLACIER Form will initiate the process of obtaining a user ID from UCLA's GLACIER Administrator, Mike Sattin.

Once the payee receives a user ID and temporary password, s/he must complete the following GLACIER Information Process:

  • STEP 1: Logon to your GLACIER record at https://www.online-tax.net/  
  • STEP 2: Update the record as follows:
    • RELATIONSHIP TO UCLA: Leave Employee information as is (this is very important!) and add Scholarship/Fellowship: All Others
    • INCOME TYPE: Leave Employee: Wages/Salary/Bonus as is (this is very important!) and add Scholarship/Fellowship: Award
  • STEP 3: Complete your record through to the end
  • STEP 4: Print, sign, and date all forms
  • STEP 5: Submit your signed/dated forms to Tax Services or the Graduate Division Office with copies of your required immigration documentations (such as I-94, Visa, I-20 or DS-2019 etc). Tax Services is located at 1715 Canal Street (Mondo Building), Merced, CA 95341. The telephone number is 209-228-4367, the fax number is 209-228-2526, and the email address is tax@ucmerced.edu.