Transcript GLACIER DEPARTMENT ADMINISTRATOR ROLE Role of Department Administrator • Departments who pay foreign individuals will designate an employee in their office to serve as.

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
([email protected]), 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 [email protected]
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 UserID: JDOEXXXX
Enter your Assigned Password: JD8AZ476
PLEASE NOTE: The FIRST time you login, you will be prompted to enter your assigned UserID and Password. You must then select a NEW UserID and
Password; the UserID and Password listed above is only temporary and should not be used after your FIRST login. Your UserID 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 UserID 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 UserID OR Password WITH ANYONE; DO NOT ALLOW ANY OTHER ADMIN
TO USE YOUR UserID 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
[email protected].
• 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_AlienHiringGuide.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 FOR 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
INDIVIDUAL
CLICK
RECORDAND
ANDNEXT
NEXT
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
make an appointment with ITS to get your computer checked out, just to be safe:
459-HELP, [email protected], 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 2s and 3s: 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