HR - Add Visa Data (Cross reference to International Tax)

This document explains the process for storing Visa and Citizenship information for foreign national hires. These pages along with the job data pages link to the Glacier Software for International Tax.

Procedure At-a-Glance

Category: HRS HR Visa/Citizenship Data
Audience: Service Center, UW Campus HR and Payroll Specialists
Overarching Process: HRS HR Add a Person
Navigation: Workforce Administration>Personal Information>Citizenship>Identification Data
Jump to Procedure Steps (below)
Jump to Related Policies/Job Aids (below)

General Description:

At the time of hire, if a foreign national is identified, HR will need to collect visa and citizenship information and update the Citizenship pages. This information, in conjunction with the other person and job data information will automatically feed to the Glacier International Tax system. The Glacier system will notify the new hire that they need to complete information within that system to determine if they are eligible for tax treaty benefits. Once a determination has been made the Glacier system will update the job data and payroll pages with the necessary information.

Process Inputs

  • W-4
  • I-20/DS 2019/I797
  • Passport/Visa
  • I94

Process Outputs:

  • Passport/Visa Expiration Audits
  • Substantial Presence Test – as determined in Glacier and imported into HRS
  • Ad Hoc Queries

Process Considerations:

Foreign Nationals may be taxed at a higher rate if the relevant information is not added to HRS or completed in Glacier by the employee. The employee may update their personal information either via self service, change forms to HR or via Glacier; however, visa-specific information cannot be updated via self service, and can only be updated via change forms to HR or via Glacier. Any of these updates will cascade to the appropriate pages.

Exceptions (including first-year considerations):

JEMS hires:

When foreign national employees on the Madison campus, are interfaced from JEMS into PeopleSoft, their Visa Type is defaulted to FNL, as a result of a corresponding checkbox being populated in JEMS. Having Visa Type default to FNL enables the Glacier output program to include the employees in the file that is uploaded from JEMS to Glacier. Once the correct visa information has been entered into Glacier, it will be interfaced back into HRS.

Procedure Steps

To perform this procedure, please follow these steps:

  1. On the Citizenship/Passport tab, enter the employee’s country of citizenship, employee's passport number, and country which issued passport. If the person has multiple citizenship, enter a row for each country (click on the + icon to the right of Citizenship/Passport).

  2. On the Visa/Permit Data tab, enter values in the following fields:
Visa Permit Data
1. Country value should be left at USA since UW-related immigration documents originate in the US
2. Enter Visa Type (i.e., J1, H1B, etc).  If you do not know the current visa type, enter dummy visa code of FNL.
3. The Effective Date should reflect the date you are entering the visa information into HRS.
4. Purpose of visa should be selected based on the information listed on the DS-2019, I-20, I-797, etc. (see image below)
5. Status default is "Applied for".  This should be changed to "Granted" as employees need to be in valid visa status with work authorization. (see image below)
6. The Status Date should be the beginning date on the immigration document (I-20, DS-2019, I-797, etc.) if entered by HR.  When populated by Glacier interface, Status Date will be the individual's U.S. Entry Date.
7. Expiration Date should be the end date on the current immigration document (I-20, DS-2019, I-797, EAD card, etc.).
8. The remaining fields do not need a value when populated by HR.
9. Save.
Drop Down Values for Visa/Permit Data fields

Purpose Drop Down Box (Pull this value from the I-20 or DS-2019)


Status Drop Down Value (should always be "granted")


Related Policies

Related Jobaids:

Related Forms:

Keywords:Visa citizenship passport j-1 f-1 h1b EAD   Doc ID:16745
Owner:Teri V.Group:Human Resource System (HRS)
Created:2011-02-03 19:00 CDTUpdated:2016-06-24 09:32 CDT
Sites:Human Resource System (HRS)
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