Topics Map > Human Resource System (HRS) > Payroll

Viewing Foreign National Data in Glacier

Overview

There are several ways in HRS to view foreign national data. Data pulled directly from Glacier twice per weekday can be viewed through the PS Query UW_PY_FN_API_QRY. The Foreign Nationals Inbound File page displays all records processed by the Glacier demographics and tax interface jobs for the most recent run of a specified Pay Run ID. The page displays Glacier information used to update employee HRS records for accurate taxation. Use this page, or the accompanying PS Query UW_PY_FN_INBOUND_QRY, to view what information was used by the interface jobs to update the employee’s Job Data, visa, substantial presence, and tax settings.

Process Considerations:

The information found in PS Query UW_PY_FN_API_QRY is raw data straight from Glacier. The information shown on the query will be refreshed twice each weekday at 5:00am and 12:00pm.
The information shown on the Foreign Nationals Inbound File page is cleansed information as compared to the raw data found in Glacier. The interface processing executes many updates to the raw Glacier data in order to tax employees appropriately on the payroll, and the updated information is what is shown on this page as well as in the PS Query UW_PY_FN_INBOUND_QRY.
The Foreign Nationals Inbound File page, and the two PS Queries, are accessible with the following security role: UW_UNV_PY_TAX_VIEW (PY Tax View).

You may click on the links below to navigate directly to a section:

Instructions for Viewing Glacier Data through PS Query

1. The PS Query UW_PY_FN_API_QRY can be used to view information in a foreign national's Glacier account at a point in time. The process that pulls live data directly from Glacier will run twice each weekday at 5:00am and 12:00pm, so this query will have the most up-to-date information after each of those runs.

2. Navigate to: Reporting Tools > Query > Query Viewer and enter the name of the query in the search field.

3. When you run the query either to Excel or HTML, you will be prompted to enter in some criteria. These criteria are required:

Business Unit – Enter or use the lookup icon to choose the institution for which you want to return results.
Dept ID – Enter the Dept ID for which you want to return results. You can enter a wild card to return results for an entire institution or division. For example, enter A% to return results for all UW-Madison employees, or A48% to return results only for that UW-Madison division.
Note: Query results will be based on your row level security in HRS. The query will only return results for employees you have security to view.

4. The query will return pertinent information from foreign nationals' Glacier records. Note the National ID and Passport fields are masked. For example, if the employee has an SSN or ITIN in the National ID field, it will view as "HasSSN" or "HasITIN." Additionally, the last time the information was pulled from Glacier is included in the results.

5. To determine how the next interface would interpret the Glacier values, consider the following:

Tax Residency Status

Individuals will be treated as the tax residency status listed on the file unless they meet any of the following conditions, in which case they will be treated as nonresident aliens:

Exit Date is before the pay period begin date or before 1/31 of the year of the paycheck date (unless in permanent resident status and tax file status is complete)
Immigration Status Expiration Date is before the pay period begin date or 1/31 of the year of the paycheck date (unless in permanent resident status and tax file status is complete)
Immigration Status Expiration Date is before pay date and a new immigration status could prevent the individual from passing the IRS Substantial Presence Test during the payment year.
Residency Status is blank
Tax File Status is Waiting or Incomplete
Individual Record Status is Terminated (unless in permanent resident status and tax file status is complete)
Pay runs that confirm in December and pay in January have this additional rule applied:

If Residency Status = RA, Immigration Status = F1/J1, Tax File Status = Complete, and FICA Start Date = 1/1/pay date year, the foreign national will be treated as a nonresident alien

Tax Treaty

Glacier values must meet these conditions to have treaty applied on the paycheck:

National ID:

For treaty on wages (Income Code 19 or 20), must list 'Has SSN'
For treaty on non-service scholarship/fellowship (Income Code 16), must list 'Has SSN', 'Has ITIN', or 'Applied for ITIN'

Tax Treaty Exemption Status must list Exempt for Income Code of payment type
Tax Treaty End Date must be greater than or equal to the pay date
Tax Treaty Dollar Limit must be greater than treaty amounts already applied in the pay date year
Exit Date must be greater than or equal to the pay period begin date
Immigration Status Expiration Date must be greater than or equal to the pay date
Tax File Status = Complete
Individual Record Status = Active or Inactive
8233 Received - If the foreign national is a nonresident alien (on pay date) receiving wages, this field must list the pay date year
W-8BEN Received - If the foreign national is a nonresident alien (on pay date) receiving non-service scholarship/fellowship, this field must list pay date year or one of two prior years
W-9 Received - If the foreign national is a resident alien (on pay date) receiving wages, this field must list 'Yes

Scholarship Tax Withholding Level

If individual is treated as a nonresident alien according to the Tax Residency Status conditions listed above, tax will be withheld at the 30% rate unless all these conditions are met:

Tax File Status = Complete
Individual Record Status = Active or Inactive
Exit Date is greater than or equal to the pay period begin date
Immigration Status Expiration Date is greater than or equal to the pay date
Immigration Status = F or J

FICA Withholding

FICA will be withheld on wages if any of the following are true (unless the individual meets student FICA exemption criteria):

Exit Date is before the pay period begin date
Immigration Status Expiration Date is before the pay period begin date
FICA Status is Taxable or blank
Tax File Status is Waiting or Incomplete
Individual Record Status is Terminated
Note: On December interfaces which pay in the next calendar year, FICA withholding may change from the value on the API file if the FICA Start Date is 1/1/pay date year

Viewing the Foreign Nationals Inbound File Page

1. Navigate to: Payroll for North America > Payroll Processing USA > UW Glacier Interfaces > Foreign Nationals Inbound File

2. On the Foreign Nationals Inbound File page, enter the Pay Run ID for which you wish to view employee information.

3. The relevant information used by the Glacier demographics and tax interface jobs for the specified Pay Run ID will appear. This page is best used if you are looking to verify how individual employees were treated by the interface processes on a certain payroll.

4. Since this page will show all the employees evaluated by the interface on that Pay Run ID, you can search for individual employees by clicking the “Find” link at the top of the page. A new window will pop up where you can type the information you’re searching by, such as Empl ID, First Name or Last Name.

5. Note that this page is very wide and only some of the columns are visible. Use the scroll bar at the bottom of the page to horizontally scroll to the additional columns.

6. As mentioned above, the raw Glacier data goes through an update process as part of the interface. Employee information that is shown on the Foreign Nationals Inbound File page may not exactly match the values that came from Glacier. The most commonly changed values are Residency Status and Tax File Status. This is done to most appropriately tax the individual based on the information he/she has provided in Glacier. The most common updates the interface will make to Tax File Status are based on the following criteria (see previous section above for information about Residency Status changes):

If the foreign national is not a permanent resident and the Tax File Status is Complete, but the Exit Date is less than the pay period begin date for the Pay Run ID, OR the Immigration Expiration Date is less than the pay period begin date for the Pay Run ID, the Tax File Status will be listed as Waiting.
If the foreign national is not a permanent resident and the Individual Record Status is Terminated and the Tax File Status is Complete, the Tax File Status will be listed as Waiting.

7. Since the data shown on the main Foreign Nationals Inbound File Page may not exactly match what is in Glacier, you can click on the “View Original” link on the employee’s row to see what values came from Glacier and if the interface process updated anything.

8. If the employee does not have a “View Original” link on his/her line, this means he/she was not on File 14 from Glacier. The employee was added to the updated file by the interface process because he/she has an active job or relationship not listed in Glacier. Employees can also be added during the 2nd run of the interface processes if they have an inactive job but an open payline in HRS for the Pay Run ID specified. These scenarios are added to the file because these employees also need to be taxed appropriately.

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Viewing Foreign National Inbound File Data through PS Query

1. The PS Query UW_PY_FN_INBOUND_QRY can also be run to view the adjusted file information used by the tax interface processes for a specified Pay Run ID. This query returns the same values as seen on the main Foreign Nationals Inbound File page, but is advantageous to run when you want to view multiple employees by Dept ID.

2. Navigate to: Reporting Tools > Query > Query Viewer and enter the name of the query in the search field.

3. When you run the query either to Excel or HTML, you will be prompted to enter in some criteria. These criteria are required:

Business Unit – Enter or use the lookup icon to choose the institution for which you want to return results.
Dept ID – Enter the Dept ID for which you want to return results. You can enter a wild card to return results for an entire institution or division. For example, enter A% to return results for all UW-Madison employees, or A48% to return results only for that UW-Madison division.
Pay Run ID – Enter or use the lookup icon to choose the Pay Run ID for which you want to return results.
Note: Query results will be based on your row level security in HRS. The query will only return results for employees you have security to view.