Onboarding International Employees Payroll Forms As Monty Python would say, “And now for something completely different…” Pass around candy How many in the room have experience with an International Employee hire?

Definitions Foreign National International Employee U.S. Visa An individual who is not a citizen of the United States of America International Employee An individual who is not a US citizen and has been hired by University of Wisconsin Parkside U.S. Visa A citizen of a foreign country who seeks to enter the United States generally must first obtain a U.S. visa, which is placed in the traveler’s passport, a travel document issued by the traveler’s country of citizenship. Having a U.S. visa allows the individual to travel to a port of entry, airport or land border crossing, and request permission of the Department of Homeland Security (DHS), Customs and Border Protection (CBP) inspector to enter the United States. While having a visa does not guarantee entry to the United States, it does indicate a consular officer at a U.S. Embassy or Consulate abroad has determined the individual is eligible to seek entry for that specific purpose. I will use the term International Employee throughout my presentation.

Onboarding International Employees Determine if International US Citizen? No Yes Send to HR for I-9 and W4 forms Process hire Those of you working with hire/rehire paperwork are tasked with certifying I-9’s and verifying that forms are complete. You will be able to determine if an employee is International with some helpful tips in upcoming slides. Biggest difference in process: If International – send them to HR for I-9 and W4 forms; rest of process would be same as other hires/rehires Most common error – don’t recognize as International and/or recognize and attempt the paperwork Impact – certifying a Form I-9 with incorrect documents – perception of discrimination certifying a Form I-9 with too many documents – perception of discrimination Process remaining hire paperwork

Department’s Role: Onboarding International Employee Determine if they are international Determine if they have SSN; If no, delay their start date & direct them to file for an SSN Without SSN – they cannot work, be hired, or be paid If international, send them to Human Resources HR will assist them with W-4 and Form I-9 completion Remind them that their hire is dependent upon evidence of identity and US work authorization Remind them that their start date, hire, and pay will be delayed until all paperwork is in order International – next slides SSN – note the information that will be on our web page about applying for SSN Send to HR and a few reminders Process remaining hire forms as per usual Process remaining hire forms (Hire/Rehire, Direct Deposit, etc.) as per usual

Cues for International Status W-4 Questions regarding W-4 Citizenship section Answers no to born in USA or naturalized citizen or confused No SSN or has questions about SSN Form I-9 Questions about citizenship categories on Form I-9 Selects a value other than citizen of US Completes lawful permanent resident or alien authorized to work sections Supporting Documents for I-9 Presents Social Security Card with restrictions Presents foreign passport Presents Employment Authorization Document (EAD) Presents Permanent Resident Card (Green Card) Presents other documents, such as Form I-20, Form DS-2019, or I-94 You must be present when individual completes the Form I-9. You can pick up on the cues before they complete the forms and direct them to HR. You may have heard from International Student Services that they are International The student may tell you they are International Sometimes they aren’t sure how to answer a direct question about citizenship Sometimes they can’t answer your question about Visa status In those cases, look for cues…

W4 International Cues SSN missing? “Neither” selected for citizenship? Foreign address provided? ITIN – Individual Taxpayer Identification Number Issued to foreign nationals who must file taxes but aren’t eligible for SSN International Employees for UW-Parkside must show proof of work authorization and should be eligible for SSN Won’t hire without an SSN International section completed?

I-9 International Cues SSN missing? Selected something other Than citizen of US? Completed international Sections?

Intl Supporting Document Samples Social Security Card A card that includes any of the following restrictive wording is not an acceptable List C document: NOT VALID FOR EMPLOYMENT VALID FOR WORK ONLY WITH INS AUTHORIZATION VALID FOR WORK ONLY WITH DHS AUTHORIZATION NOTE: INS Immigration and Naturalization Services DHS Department of Homeland Security

Intl Supporting Document Samples Foreign Passport: US Visa Employment Authorization Document Permanent Resident Card (Green Card) I-94

Intl Supporting Document Samples DS-2019

HR’s Role: Onboarding International Employees Assist in completion of Form I-9 and W-4; verify completed form Certify Form I-9 Explain Glacier; Offer assistance with Glacier mailing Reinforce delays if hire paperwork incomplete

UW W-4: International W-4 differences Citizenship – won’t select citizen or naturalized citizen Marital Status – directions require they select single or married but withhold at higher single rate Withholding Information section Required to answer no for both federal and state exemption question Directed to answer 1 for federal and state allowances International Visitor section must be completed Permanent Resident question Visa Type – found on US Visa in Passport Original date of entry to US Country of citizenship and country of tax residence Next couple of slides are for your information only No need for you to remember this information Just to give you a perspective on what’s different for International employees on these select forms AND Why we want you to identify the International EE and send them to HR for completion of these forms

Form I-9: International Form I-9 differences Citizenship section: Won’t select citizen of the United States Selection of noncitizen national of the US is very rare (see instructions for Form I-9) Selection of either lawful permanent resident or alien authorized to work will require additional information (i.e., Alien or USCIS #, expiration date of visa status, Form I-94 Admission #, etc.) Supporting documents complexity: Send them to HR to complete W-4 and Form I-9 Accepting invalid documents will require new form completion; can lead to perception of discrimination Upcoming Onboarding training will review Form I-9 more thoroughly When in doubt, call Human Resources Ext. 2204 with questions

Form I-9: International Supporting Documents It’s Complex When you certify I-9, you are verifying: You have viewed original supporting documents They are the correct combination of documents for authorization to work in US (* Addtl Doc Rqrmts) The documents verify the individual’s identity

Glacier: International Taxation What is Glacier? Glacier is tax compliance software for international individuals on the UW Payroll, including resident aliens, permanent residents and nonresident aliens. Glacier determines appropriate taxation of the foreign national’s UW Parkside earnings. What is the Department’s role relative to Glacier? DEPARTMENTS HAVE NO RESPONSIBILITY FOR GLACIER. However, the international employee must complete tasks in Glacier. They will receive two emails referencing Glacier from uwhradministration@uwsa.edu and support@online-tax.net In order for their taxes to be correct, they must create an account and provide information in Glacier as soon as possible. They will be asked to print out forms, complete, sign, date and mail the packet to the UW Service Center (address is provided in Glacier information they print). As they may ask you about this system, it is good for you to be familiar with these basics so you can send them to Human Resources. Quick slide with basic information about Glacier If International employee comes to you with questions about Glacier, this provides you with Basic Information Again – send them to HR for answers

Questions? Today’s PowerPoint presentation Will be emailed to you Will be posted on an HR training page under Supervisor Training heading Today’s handout of new International Payroll content Will be posted on the Employee Resources page under Payroll => International Payroll Forgive our mess as we continue to update content on our web pages. Once we reach critical mass on the content updates, we will be working with Matt Goetsch and Beth McGee on a new design.

INTERNATIONAL STUDENT SERVICES UW Parkside Resources HUMAN RESOURCES INTERNATIONAL STUDENT SERVICES Immigration Unclassified/FASL Chris Heilgeist 262.595.2220 heilgeis@uwp.edu Payroll Amy Bobylak 262.595.2253 rank@uwp.edu Student/J-1 Immigration Elaine Isaacson Philippa 262.595.3215 laine@uwp.edu Karin Basken 262.595.2701 basken@uwp.edu Front Desk University Staff/Student Onboarding Jill Jarapko Beverly Graves Erik Hessenius 262.595.2090 262.595.2204 graves@uwp.edu hr@uwp.edu Unclassified/FASL Onboarding Allen Weber Kim Aylor 262.595.2910 262.595.2256 weber@uwp.edu aylor@uwp.edu

Helpful Links FORMS/DOCUMENTS RELATED LINKS W4 Form https://uwservice.wisconsin.edu/docs/forms/pay-employee-withholding.pdf Direct Deposit Form https://www.uwp.edu/explore/offices/humanresources/upload/pay-direct-deposit.pdf Form I-9 https://www.uscis.gov/sites/default/files/files/form/i-9.pdf RELATED LINKS International Student Services https://www.uwp.edu/learn/internationalstudentservices/ HR Employee Resources https://www.uwp.edu/explore/offices/humanresources/currentemployees.cfm I-9 Central https://www.uscis.gov/i-9-central International Taxpayer Information https://www.irs.gov/Individuals/International-Taxpayers UW Madison Tax Filing Resources https://uwservice.wisconsin.edu/tax/filing-resources.php