Glacier User FAQs

1.  I received an e-mail to log on to Glacier.   What is Glacier?  Why am I being asked?

Glacier is an online tax compliance software system that is used to collect tax related information, make tax residency and income tax treaty determinations. You have been identified by UCLA as someone who is receiving funds from the university. You are being asked to complete Glacier to ensure that the university is in compliance with applicable tax regulations and that you are being taxed and classified correctly.

 2.  I can’t access Glacier. How do I obtain Glacier access?

Please verify that you received an e-mail containing instructions about how to access Glacier. If you haven’t received an e-mail, please contact one of the central offices below related to the payment you will or have received. The office in question will determine whether you need to use Glacier.

3.  I forgot my login information? How can I obtain this?

Visit www.online-tax.net and select “Login Now”. Within the logon page, select “Forgot Login Information?” You will be prompted to enter your e-mail address. An e-mail will be sent with your login information.

 4. Where can I access computers on campus so that I can complete and/or print out my Glacier      

documents?

Please visit http://www.computerlabs.ucla.edu/ for a list of locations.  

5.  Who can I contact if I need help?

Glacier has an “Online Help” button for each screen which may provide the information you need to resolve your issue. If the information provided hasn’t solved your problem, you can contact Glacier User Support via e-mail at support@online-tax.net for assistance.  If Glacier User Support is unable to resolve your problem, you can contact any of the UCLA centralized offices listed above.

6.  What are the system requirements for using Glacier?

Glacier can be accessed by using a PC or Macintosh based computer. Specific requirements for each are listed below.

7.  Once I’ve completed and printed out my documents, whom should I forward them to?

Documents should be forwarded based on the type of relationship(s) you have with UCLA. Please identify from the list below and forward to the appropriate central office.

8.  When I am asked to identity my relationship(s) and/or Income Type, what should I select?[1]

You should select the relationship and corresponding income that best describes your activity and payment at UCLA.

9.  I’m not sure how to respond to a question on Glacier.   Whom can I speak with?

     Please refer to the table in question two.

10. On the Tax Summary Report, it states that I am a resident or non-resident for tax purposes.  What     

     Does this mean?

The Internal Revenue Service (IRS) classifies all foreign nationals as either resident aliens or nonresident aliens for tax purposes. Resident aliens are, for the most part, taxed in the same manner as U.S. citizens. The Internal Revenue Code (IRC), however, imposes an entirely different tax system on nonresident aliens. There are many differences between the two tax regimes, but perhaps the most significant is that resident aliens, like U.S. citizens, are taxed on their worldwide income, while nonresident aliens are taxed only on their U.S.-sourced income. In addition, different income tax withholding and reporting requirements are imposed on payments made to nonresident aliens.

11.  What is the Tax Summary Report and what is it used for?

The Tax Summary Report is a one page document which summarizes your tax status with respect to your employment compensation and/or Scholarship/Fellowship awards for the current calendar year. Besides this, the report displays relevant immigration information. The form along with the relevant attached documents are used by UCLA to help in the proper withholding, taxation and classification of funding you are receiving.

12. What is State Tax Withholding and what do these questions refer to?

STATE TAX ― Regardless of your Federal income tax status, you are subject to California State tax on all income earned in this State. To avoid the possibility of tax penalties at a later date, it is recommended that you contact the State of California Franchise Tax Board to ask about State income tax requirements or a tax professional.

World Wide Web address:  http://www.ftb.ca.gov/

Telephone:  (800) 852-5711

13. What does Head of Household mean for State filing purposes?

Head of Household means a person who is unmarried or legally separated from a spouse and pays more than 50% of the costs of maintaining a home for the entire year for him/her and their dependents(s) or other qualifying individuals.

Nonresident alien ― If you were a nonresident alien during any part of the year, you may not qualify for head of household filing status even though you may meet all of the other rules for the filing status.

Nonresident alien spouse ― You are considered unmarried for head of household purposes if your spouse was a nonresident alien at any time during the year and you do not choose to treat your nonresident alien spouse as a resident alien. Your spouse is not your relative and cannot be your qualifying person for the head of household filing status. You are considered married if you have chosen to treat your spouse as a resident alien. For more information, refer to federal Publication 519, U.S. Tax Guide for Aliens at www.irs.ustreas.gov.

Head of Household Qualifications ― It is important to visit the Franchise Tax Board website to determine if you meet the qualifications of Head of Household.  Qualifications may change on a yearly basis.  Please visit www.ftb.ca.gov/individuals/hoh/qual_reqrmnts.html.    

14. Where can I get information to assist me in determining what number I should enter in regards to the
      number of exemptions/withholding allowances for state tax purposes?

The California Franchise Tax Board (FTB) is the taxing authority for the state of California.  The FTB does not make a distinction between foreign individuals and U.S. citizens when it comes to withholding. Nonresident aliens are subject to the same state tax withholding rules as citizens.

No Social Security Number ― As a general rule if you do not have a Social Security Number you must choose single with zero allowances.  Once a Social Security Number is issued to you then you are free to claim as many allowances as meets your tax liability.  

Tax Treaty Exemption ― The California Franchise Tax Board does not honor tax treaties with other countries.

Payroll Office ― No one from the Payroll Office can advise an employee on the number of exemptions to claim on their DE 4.  Individuals must seek advice from someone who is licensed to prepare taxes, or use the worksheet that is in the DE 4 packet.

Professional Help ― UCLA’s Tax Services website www.tax.ucla.edu lists a few organizations that have experience in preparing taxes for foreign nationals.

For further information and assistance contact the California Franchise Tax Board at:

World Wide Web address:  http://www.ftb.ca.gov/

Telephone:  (800) 852-5711

15.  Glacier asks “Date Permission to stay in the U.S. Expires”.   Where should I obtain this information?

  Do not use the Date of Expiration from your Visa Sticker or Stamp in your passport.

16. Is it mandatory that I complete Glacier?

Yes.  Glacier is mandatory for people receiving payments. Glacier replaces the previous paper-based process.

17. Can I submit paper documents in lieu of Glacier?

 No. Paper equivalents will no longer be accepted.

18. I’ve completed Glacier. What documents should I send?

Besides the Tax Summary Report, please also include documents as listed on the report located at the bottom portion under the headings “Required Forms” and “Required Document Copies”.  Make sure that all document submitted are signed and dated. Documents not signed and dated will not be considered complete.  

19. When might I need to go back into Glacier even though I’ve completed Glacier in the current tax year?

You should log back into Glacier anytime there is a change in your information. Once you have updated the relevant information, documents needed to be reprinted for submission. This includes changes in visa status, immigration status end date extension, additional payment type, change in address or when you’ve obtained a Social Security (SSN) or Individual Tax Identification Number (ITIN).

20. What category should I select with respect to Pay Period Frequency?

If you are only receiving scholarship/fellowship awards, the Pay Period Frequency should be set to “Non-Employee – Other (N)”. If you are receiving scholarship/fellowship and employed or just employed the selection should be “Employee – Bi-Weekly (B)” or “Employee: Monthly (M)” based on how often you are paid.

21. Glacier did not acknowledge a tax treaty in my case when I think I am eligible. Why?

Glacier may have determined that a treaty did not exist. Another reason is that a Social Security Number or Individual Tax Identification Number was not entered on Glacier which prevented it from potentially activating a treaty. Other reasons include not identifying a relevant relationship and income type with the university or treaty having expired.

22. Can Glacier be used to help prepare my taxes?

Glacier is only used to determine your tax status. Glacier does not help prepare your taxes. For individual tax advice, please contact a personal tax advisor or the Internal Revenue Service at 1 (800) 829-1040 or via their web address at www.irs.gov.

23. I’ve completed Glacier and I’ve realized that I’ve made an error or want to make a change. What   

     should I do?

Log back onto Glacier and make the appropriate corrections or changes. When finished, make sure to reprint all your documents for submission. Remember to sign and date all applicable documents. 

24. How long will it take to complete Glacier?

It takes approximately thirty minutes to one hour to complete Glacier.

25. Can I stop and save my work at anytime and return later to complete the process?

Currently there is no function that allows you to save and return back into Glacier. You must complete the entire process once you begin.

26. I’ve just arrived into the United States. I don’t have all the necessary information to complete Glacier.

     Should I begin the process?

Yes. Please answer as many questions as you can and save your record. Once you have acquired the remaining information, please go back into Glacier to complete the record and print out all relevant documents. Notify the appropriate UCLA Central Administrative Office that there will be a delay.

27. How many days do I have to complete the Glacier process?

Users must complete and submit all documents within ten days to avoid disbursement delays.

28. I’ve been given access to Glacier however, I have yet to arrive in the United States. Can I still   

     complete Glacier?

Yes. You may access Glacier thirty days prior to your arrival; however, you will not be able to submit all relevant documents until you arrive.

29. Who needs to complete Glacier?

Glacier needs to be completed by all non-U.S. citizens receiving eligible payments except for those who are U.S. Citizens, Permanent Resident, Asylees and Refugees.

30. Who is exempt from Glacier?

U.S. Citizens, Permanent Resident, Asylees and Refugees are exempt. 

31. When I’m asked by Glacier my “Original (or anticipated) Date of Entry in the U.S.”, what date should I

     enter?

The date entered should be based on the very FIRST day you entered the U.S. on your current immigration status to begin the study, teaching, research, other activities etc., and regardless of whether you changed institutions, transferred, received a new visa sticker in your passport, or returned to the U.S. from vacation, holiday or summer break.

32. Do I need to provide a Social Security (SSN) or Individual Tax Identification Number (ITIN) when I  

     complete Glacier?

Yes.  We need to have a SSN or ITIN number on file.  If you do not have taxpayer ID number at the time you complete Glacier, please remember to go back into Glacier to update this information when you have one. 

33. Where can I apply for an ITIN at UCLA? (Sandy)

Applying for an ITIN at UCLA requires an "in-person" appointment with a UCLA Acceptance Agent.  Please see ITIN FAQs on the Tax Services website.

• Sponsoring departments making service payments to international visitors should arrange for "in-person interviews" for their visitors with UCLA Tax Services via email at ssabeti@finance.ucla.edu or by calling 794-0538.  If a visitor does not speak English, the sponsoring department should also arrange for an interpreter to be present at the interview. 

• International students receiving scholarship/fellowship payments may apply for an ITIN with the Office of International Students and Scholars (OISS) via email at jwintrin@saonet.ucla.edu or by calling 267-1984.
   

34. I’m using a Macintosh and I can’t view or print my documents. How can I fix this?

Please verify that you have the proper configuration. If you are missing any of the items listed below, you’ll
need to update the appropriate software or settings.

If the above configuration matches your computer, proceed with the following actions:

Within the Safari Browser, go to the Help menu and select Installed Plug-ins.

You will now be shown a listing of Installed Plug-ins associated with your computer. Scroll down the list and search if your browser has a list of Plug-ins under the heading Adobe Acrobat and Reader Plug-In.

If the listing does or does not show Plug-ins under the heading Adobe Acrobat and Reader Plug-In, proceed to open Adobe Acrobat Reader. Under the Adobe Reader menu, select Preferences. 

Under Preferences, select Internet and within this sub-menu, make sure all the selections are checked with respect to Web Browser Options. Pay particular close attention to make sure that the latest version of Adobe Reader is chosen. This is especially crucial if you have more than version on your Macintosh. Hit okay to close and proceed to exit Adobe Reader.

The final step is to restart your Macintosh and log back into Glacier to view or print.