1. 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?

2. 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.

3. 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

4. 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

5. 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…

6. 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?

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

8. 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

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

10. Intl Supporting Document Samples
DS-2019

11. 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

12. 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

13. 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 with questions

14. 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

15. 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 s referencing Glacier from and 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

16. 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.

17. INTERNATIONAL STUDENT SERVICES
UW Parkside Resources
HUMAN RESOURCES
INTERNATIONAL STUDENT SERVICES
Immigration Unclassified/FASL
Chris Heilgeist
Payroll
Amy Bobylak
Student/J-1 Immigration
Elaine Isaacson Philippa
Karin Basken
Front Desk University Staff/Student Onboarding
Jill Jarapko Beverly Graves
Erik Hessenius
Unclassified/FASL Onboarding Allen Weber Kim Aylor

18. Helpful Links FORMS/DOCUMENTS RELATED LINKS
W4 Form
Direct Deposit Form
Form I-9
RELATED LINKS
International Student Services
HR Employee Resources
I-9 Central
International Taxpayer Information
UW Madison Tax Filing Resources