GLACIER DEPARTMENT ADMINISTRATOR ROLE Role of Department Administrator

GLACIER DEPARTMENT ADMINISTRATOR ROLE

Role of Department Administrator • Departments who pay foreign individuals will designate an employee • • • in their office to serve as their GLACIER Administrator. The Administrator will be able to directly enter the foreign individuals into GLACIER. A standard e-mail will be sent from GLACIER to the foreign individual requesting they complete their GLACIER tax record. To set up Administrator access, send an e-mail to Kulvinder Johl (kjohl@ucsc. edu), and fax the Glacier access request form with the Admin’s name and employee number after completing this Administrator Training and Foreign National Training. Administrator will receive an e-mail from support@online-tax. net with their logon instructions (see next slide).

Administrator sample e-mail Dear Jane Doe, You have just been set up with access to the GLACIER Online Tax Compliance System for University of California, Santa Cruz. For your convenience, you may access the GLACIER Online Tax Compliance System via the Internet from ANY web-accessed computer, from ANYWHERE in the world, and at ANY time of day or night! GLACIER Administrators access GLACIER in a different manner than do Foreign Nationals. If you wish to access GLACIER, please follow the instructions below: Click on the following web link: http: //www. arcticintl. com (Please note spelling) If the link does not automatically open, simply open your Internet Browser (preferably Internet Explorer) and enter the website address http: //www. arcticintl. com Click on "Client Login" at the top right corner of the screen. Enter your Assigned User. ID: JDOEXXXX Enter your Assigned Password: JD 8 AZ 476 PLEASE NOTE: The FIRST time you login, you will be prompted to enter your assigned User. ID and Password. You must then select a NEW User. ID and Password; the User. ID and Password listed above is only temporary and should not be used after your FIRST login. Your User. ID and Password each must be at least 8 characters; you may use any combination of letters or numbers, but do not use punctuation or spaces. Please be sure to remember your NEW User. ID and Password as you will use it to access GLACIER when you need to login again. To ensure that your Client Database access remains secure, DO NOT SHARE YOUR User. ID OR Password WITH ANYONE; DO NOT ALLOW ANY OTHER ADMIN TO USE YOUR User. ID or Password. From the Client Portal, select the GLACIER Database you wish to access and click on "Access GLACIER Now". If you have any questions or need additional information about why you have been asked to use GLACIER, please contact Kulvinder Johl 459 -4203 or kjohl@ucsc. edu.

• The Foreign National must access GLACIER and provide the requested information within 7 days of: – Vendor providing service to the University, employee's appointment start date, or registered student receiving scholarship or fellowship. If the Foreign National does not provide the requested information within those 7 days, the maximum amount of U. S. tax may be withheld from any payments made to them. • GLACIER will generate Tax Summary Report and required paper work for each individual based on data provided. • Completed paper work printed from GLACIER to be signed by the individual, and returned to the HR Admin.

• For Employees: – Signed paper work must be forwarded by the HR Admin along with other employment forms after entry into PPS to the Payroll Office. – Fill out and print a Foreign National Hiring Form and staple it on top of the completed non-resident alien payroll forms. • This is critical so that the documents are properly routed within the Payroll Office. – For further information regarding employee hiring process, refer to appropriate hiring guide on Financial Affair’s website: http: //financial. ucsc. edu/Pages/Payroll_Alien. Hiring. Guide. aspx • For Vendors: – Signed paper work must be forwarded to the FAR Office. – For further information regarding vendor payment refer to appropriate payment guide on Financial Affair’s website: http: //financial. ucsc. edu/Pages/Payments_Main. aspx

Annual Verification Process • All Foreign National employees, employed in the United States are obligated to immediately inform the University of any change in status during the calendar year. • The Foreign National employee should log into the GLACIER system to update the status. GLACIER will generate the appropriate documentation, which should be forwarded directly to the Unit GLACIER Administrator. See GUIDE TO GLACIER FOREIGN INDIVIDUALS for further information regarding GLACIER process. • The Unit GLACIER Administrator should review documentation for change in status, and forward appropriate documentation to the Payroll Office Administrator.

GLACIER ADMINISTRATOR SCREENS

CLICK ON CLIENT LOGIN

ENTER USER NAME AND PASSWORD FROM EMAIL

CHANGE YOUR USER NAME AND PASSWORD AND CLICK SUBMIT

CLICK ON RETURN TO PORTAL HOME

CLICK ON ACCESS NOW

ADMIN 2 CLICK ADD NEW INDIVIDUAL RECORD AND NEXT

ADMIN 3 CLICKADD ADDNEW NEWINDIVIDUAL CLICK RECORDAND ANDNEXT RECORD

ENTER NAME, EMAIL ADDRESS AND PAY PERIOD AND CLICK SUBMIT

CLICK EXIT

GLACIER SECURITY FOR ADMINISTRATORS

Reminders about Access Principles: As a Glacier admin, you have access to more information than you have a business need to know. It is important to only use your access for legitimate University business that you have been explicitly authorized to perform. It is never OK to peruse or seek out information that you are not authorized to access, even if you are able to access it. If you have a legitimate business need for information you are not authorized to access, ask for assistance from someone who is. Also, never share sensitive or personal information with anyone who doesn’t have a business need to know or is not authorized for the information.

Working with Restricted Data: Email: Don’t email personal information, reports with SSN or TIN, passwords, or other restricted data. Email is not private or secure. Assume that anything you email (including attachments) will become public. Minimize the amount of restricted data you store on your computer: Don’t save documents, spreadsheets, or reports with SSNs, TINs, or other highly sensitive data elements to your computer. If you do, • securely delete or destroy them when you are done with them – – • Shred printouts Securely delete documents from your computer • On a Mac, use “Secure Empty Trash” from the Finder menu • On a PC, use free computer programs such as “Eraser”: http: //www. heidi. ie /eraser http: //www. heidi. ie/eraser make an appointment with ITS to get your computer checked out, just to be safe: 459 -HELP, help@ucsc. edu, itrequest. ucsc. edu Never save this data to a home computer or other non-UCSC computer. Minimize the amount of restricted data you distribute: Don’t save SSNs, TINs, or other highly sensitive data elements in reports. If you must, remove them from the reports whenever possible before forwarding. Don’t email reports or attachments with SSN or TIN.

Passwords: All of the password guidance for Foreign Nationals, above, is required for admin passwords. Because admins have access to so much sensitive information, their passwords need to be extra secure. Admins shouldn’t use their email password or other low-security password for their Glacier admin account. Admins should never share their passwords. They should contact Kulvinder immediately if they think their password may have been revealed or compromised.

Terminating Accounts: Admin 2 s and 3 s: Notify Kulvinder immediately when you or someone in your unit no longer needs their Glacier admin account. Admin 1: Periodically audit all admin accounts to ensure continuing business need. Close old accounts.

Other Important Reminders to Help Keep Computers and Passwords Secure: • Don't open email attachments or click on website addresses in unexpected or • • unsolicited emails Don't install unknown or unsolicited programs on your computer – especially ones sent via email or instant message (IM) Shut down, lock, log off, or put your computer to sleep before leaving it unattended, and make sure your computer requires a password to start up or wake-up. – <ctrl> <alt> <delete> or <Windows><L> on a PC; Apple menu or power button on a Mac – For added security, set your computer (or have it set) to automatically lock and go to screensaver after a period of inactivity (20 min max) • If you use a laptop, secure it with a lockdown cable, even if you work in a secure • area Set up your workstation so that unauthorized people and passers-by can’t see the information on your screen

Required Security Training: • Complete this security training at this link http: //its. ucsc. edu/service_catalog/security_awareness/

• Next step: Complete Report online Training and Foreign National online training – Link for Report Training – Foreign National Training