Standard Operating Procedure

Internal business procedure, not a Training Document

FSPD Number(s) & Title: PY.09 Nonresident Alien Payroll Processing

Procedure Owner (Central Office, Division Head): Business and Financial Services

Issue Date: 10/17/2017

Date of Last Revision: 11/16/2016

Purpose: To set up NonResident Alien in Glacier and to re-certify (renew) during annual process

Procedure Definition/Scope(from FSPD):

The Nonresident Alien Pay Processing process begins with identifying the NRA during the I-9 process and flagging them to be set up in Glacier. This process includes annual process to re-certify and follow-up on completion in Glacier. The process ends when an NRA’s status is correctly reflected in UCPath and the individual is appropriately paid and taxed.

Procedure Definition/Scope (UCR Revised Definition):

Same as above

Frequency (ad hoc, daily, weekly, monthly, annually, etc.):

  1. To set up Non-AlienResident in Glacier – Daily
  2. To run the annual re-certification(renewal) process - Annually

Trigger:

  1. When New Hire is identified as NRA (Nonresident Alien)
  2. Calendar day to run the annual process for Re-certification(Tax treaty process)
  3. Update Glacier during re-verification (eg. Change in Visa status, update visa end date etc.)

Primary Variations:

This procedure has 3primary variants:

  1. To Set up Nonresident Alien in Glacier for New Employee
  2. To run the annual re-certification (tax treaty)process
  3. Re-verification process for existing employee

Roles and Responsibilities

Campus Point of Contact for UCPC: Business and Financial Services

Entity / Roles and Responsibilities
HR Business Partner/Org Unit /
  • Initiates the onboarding process for New employee

UCR Business and Financial Services /
  • Receive Report from ODS (NRA status)
  • Set up Employee login information in Glacier
  • Receive document from employee and Marks Complete in Glacier
  • Sends encrypted documents to UCPC by email
  • Receive report and update Glacier for annual process
  • Send email notification to employee for Annual Tax treaty renewal process

Employee /
  • Receive Notification from Glacier
  • Completes the profile in Glacier
  • Provides signed documents to UCR Business and Financial Services Office
  • Meet up with Shared Services for re-verification of documents
  • Initiate any changes to the profile in Glacier
  • Send signed documents to Business and Financial Services for Annual tax treaty renewal process

UCR Office of Resource Planning and Budget /
  • N/A

UCR SSC /
  • Verify the documents for existing employee and advise employee to update Glacier

UCPath Center /
  • Sets up New employee’s proper tax information in PeopleSoft
  • Correct any errors during the interface process
  • Employee is paid and taxed appropriately

UCOP /
  • N/A

Required Parameters/Controls

Conditions / Approval By / Mechanism

Required Notifications

Notification To / Generated By / Mechanism
Employee (New) / Glacier / Email

Overall Activity Sequence

  • To Set up Nonresident Alien in Glacier for New Employee

Step # / Step Description (Verb/Noun)
May have sub-steps / Party
1 / Initiates the onboarding process for New employee / HR Business Partner/Org Unit
2 / Receive Report from ODS on NRA status
Set up employee login information in Glacier / Business and Financial Services
3 / Receive Notification from Glacier
Completes the profile in Glacier
Provides signed documents to UCR Business and Financial Services / Employee
4 / Receive documents from employee and Marks Complete in Glacier
Sends encrypted documents to UCPC / Business and Financial Services
5 /
  • Sets up New employee’s proper tax information in PeopleSoft
  • Correct any errors during the interface process
  • Employee is paid and taxed appropriately
/ UCPC/UCPath Center
  • To run the annual re-certificationprocess

Step # / Step Description (Verb/Noun)
May have sub-steps / Party
1 / Receive report and update Glacier for annual process / Business and Financial Services
2 / Send email notification to employee for Annual Tax treaty renewal process / Business and Financial Services
3 / Send signed documents to Business and Financial Services for Annual tax treaty renewal process / Employee
  • Re-verification process for existing employee

Step # / Step Description (Verb/Noun)
May have sub-steps / Party
1 / Meet up with Shared Services for re-verification of documents / Employee
2 / Verify the documents for existing employee and advise employee to update Glacier / Shared Services
3 / Initiate any changes to the profile in Glacier / Employee
4 / Receive documents from employee and Marks Complete in Glacier
Sends encrypted documents to UCPC / Business and Financial Services
5 /
  • Sets up New employee’s proper tax information in PeopleSoft
  • Correct any errors during the interface process
  • Employee is paid and taxed appropriately
/ UCPC/UCPath Center

Decision Tree or Flow Diagram (Optional)

Complex/Exception Cases – N/A

  1. N/A

Tools/Templates Used (Existing w/revisions, New, Decommissioned, etc.)

  1. Glacier

Process Touchpoints

  1. Onboarding process
  2. WFA.17 Work authorization and re-verification process

References

Definitions

Term: Definition

Related Documentation and Resources

Website URL: Link

Questions

Document Change Log

Use this table to summarize changes made to this document

Date / Editor / Summary of Changes
11/22/2016 / Molly Parlett
Sherice Underwood / 1st Draft