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GLACIER Tax Software

The University of Rochester uses GLACIER tax software to monitor payments to our international students, scholars, and employees for tax purposes.

While using GLACIER is not mandatory, the University will tax you at the maximum withholding rate if you do not submit the information and relevant tax forms requested by GLACIER.

Learn more about:

 

Accessing GLACIER

Login to GLACIER

Individuals who are enrolled to the system can access GLACIER online.

Initial Access

The University’s international populations are automatically enrolled in GLACIER, with the login details and temporary password delivered by email when you arrive on campus. Once logged in, read our step-by-step guide to creating your GLACIER record.

Note: Payments from Abroad
Your GLACIER record and tax forms are not valid unless you arrive in the US and are maintaining a nonimmigrant status. Therefore, if you will receive authorized UR payments from abroad, please contact the UR Payroll Office to request a Foreign Sourced Statement, which will confirm that those payments are exempt from US income tax and reporting. Upon arrival to Rochester, the full GLACIER record and required tax forms will be required to replace the Foreign Sourced Statement. 

 

Submit Your GLACIER Documents

Once you have created/updated your GLACIER record, you must submit GLACIER tax forms to the UR Payroll Office. All required forms will be generated as PDF documents through the system. 

To successfully file your tax forms you will need to 1) properly sign and date each document, and 2) submit those materials to UR’s GLACIER Administrators in the Payroll Office (effective 11/1/2021).

1) Print & Sign your US Tax Forms: 
Please print your GLACIER forms single-sided. Locate the signature section on EACH page, including your GLACIER Tax Summary and all relevant tax forms. Use ink to sign & date every form.

2) Mail your GLACIER Forms & Immigration Documents:
Once your tax forms are signed and you have copies of your required immigration documents, UR Payroll can accept these by intercampus mail or USPS.

INTERCAMPUS MAIL: Use an intercampus mailing envelope and address to:
 GLACIER Admins
 Payroll Box 278893
Please make sure that the envelope is sealed securely using adhesive tape. Envelopes are available through various departments and all campus mail locations. On River Campus, please visit UR Mail Services in Todd Union. At URMC, please visit Room G-5122 by the orange elevators. At Eastman School of Music, please visit the Welcome Center located in the main hall.

USPS: You may also use the address printed on your GLACIER Tax Summary using Certified mail service through the US Postal Service (USPS).

 

GLACIER Record Support

Support with your GLACIER record is available through the GLACIER Support Center. This resource is operated by tax professionals, software engineers, and IT staff who can answer questions you have about the software.

For questions about GLACIER access, residency calculations, and other technical or tax-related issues, email GLACIER Support directly at support@online-tax.net.

For questions regarding University payments, forms, or specific tax withholdings, email the University’s GLACIER Payroll Questions at glacier@hr.rochester.edu.

 

Summary of GLACIER Capabilities

GLACIER is a comprehensive, online tax-compliance system that specializes in tax issues for foreign nationals. It is managed via a secure web-based application, which means you can maintain your account from nearly anywhere with the confidence of a protected network.

The University of Rochester uses data from GLACIER to ensure tax compliance for all University payments to foreign nationals. Once you have completed your record, GLACIER communicates the appropriate individual tax rate to our Payroll Office or Accounts Payable, and helps the University to make necessary tax withholdings. The money withheld from your paycheck is an estimate of your tax obligation for the year and will be counted as taxes already paid to the government.

  • Ensure Accurate Tax Withholdings
    Once you have completed your record, GLACIER communicates the appropriate individual tax rate to our Payroll Office or Accounts Payable, and helps the University to make necessary tax withholdings. The money withheld from your paycheck is an estimate of your tax obligation for the year and will be counted as taxes already paid to the government.
  • Determine Your Tax Residency Category
    GLACIER can determine whether you are considered a Resident Alien or a Non-Resident Alien for tax purposes. This determination is based on your immigration status, immigration history, and time present in the United States.
  • Get Your Tax Summary and Required Forms
    GLACIER offers PDF version of your Tax Summary and required tax forms through your record. These documents should be printed, signed, and mailed to the University Payroll Office when you first create your record and again each time there is a change. Copies of your immigration documents should also be updated when necessary. Required tax forms vary greatly and will not be the same for everyone.

Keeping your GLACIER record up-to-date helps the University to make accurate withholdings from your paychecks. This allows you to receive the maximum amount of money throughout the year, while also limiting the chance that you may owe additional taxes year’s end.