How to Enter GLACIER Tax Compliance Information for International Students

Learn how to navigate the GLACIER system to accurately manage tax compliance for international students. This guide will assist international students complete the necessary steps for their records, and help determine the corrrect tax rate based on their residency status and eligibility for tax treaty exemptions.

Erin Barranco
31 steps
2 minutes

Online-Tax

Bgsu

**Documents needed for the Glacier process:** - Unexpired Passport - Form I-94 - Form I-20 - Social Security Card (if available)

Check your **BGSU Email Account** for an email from **Glacier:** - The email will be sent from \[support@online-tax.net\](mailto:support@online-tax.net) - The subject line of the email will read **Payments from Bowling Green State University** - If you do not see the email in your inbox, check your junk/spam folder(s)

Outlook with the Inbox and Junk Email folders highlighted, showing an email from support@online-tax.net
with the subject “Payments from Bowling Green State University”

Click the link in the middle of the email, right below the statement that reads **To log into to Glacier, follow the steps below.** - This will take you to the Glacier login page - <https://www.online-tax.net/>

Email from support@online-tax.net with a lengthy URL link highlighted in the middle of the message, located below the instructions to log in to Glacier

Click **Login Now**

Enter the **Temporary UserID / Password** provided in the email to login for the first time and press **Submit**

Glacier login page showing fields to enter Temporary UserID and Password with a Submit button to log in

**Update GLACIER Login Information** - Create your new (permanent) **UserID** and **Password** - Please note the requirements for creating a UserID and Password - UserID: 8-30 alphanumeric characters - Password: 8-20 alphanumeric characters - Be sure to write this information down and store it somewhere safe so it can be referenced at a later time (as Glacier may need to be accessed multiple times throughout the year) - If there are issues saving the **UserID** or **Password** double check that the information you entered aligns with the requirements for username and password established by Glacier - Press **Submit** to move forward

Glacier page to update login information with fields for new UserID, new Password, confirm Password, and a Submit button

Log back into **Glacier** using the new **UserID** and **Password** and press **Submit**

Glacier login page showing fields to enter the new UserID and Password with a Submit button

The **User Agreement** will appear next - Read through the agreement and press **I Accept** if you agree to the terms listed

Glacier User Agreement page displaying terms and an “I Accept” button to proceed

Glacier’s **Home Page** for BGSU will now appear - Select the top link **Create/update/view my Individual Record** to create your **Glacier Profile** - Press **Next** to continue

Glacier home page showing the “Create/update/view my Individual Record” option and a Next button to continue

**Relationship** - Select your **Relationship** with **BGSU** - If you are going to be working in a regular, hourly, position select **Student Employee** - *Examples: Working in Custodial or working as a Tutor* - If you will be working as a **Grad Assistant** select **Graduate Teaching** or **Research Assistant** - If you have a **Scholarship** or **Fellowship** select Scholarship/Fellowship\ Click **Next** to continue

Glacier relationship page with selectable checkboxes including Student Employee, Graduate Teaching or Research Assistant, and Scholarship/Fellowship, and a Next button to continue

**Income Type** - Based on the selections you chose in the last step, the next options you see may vary - **Student Employee**, **Graduate Teaching/ Research Assistant**, **Post Doc**, and **Faculty/Staff** all have an income type as **Compensation/Wages** - **Scholarship/Fellowship** also have the income type of **Scholarship (Room & Board)** - **NEVER** select **No Income** - Click **Next** to continue

Glacier income type page with options including Compensation/Wages and Scholarship (Room and Board) selected, and “No Income” shown as not selected, with a Next button

**Personal Information -** Enter the **Personal Information** requested (some information may already be entered for you) - Enter your **First Name, Middle Name** (if applicable), and **Last Name** - If you have a U.S. issued **Social Security Number (SSN)** or an **Individual Taxpayer Identification Number (ITIN)** enter this into the field(s) indicated on the left side of the page - If you do not have one of these forms of identification, select the option on the right side of the page that aligns with your circumstance - I do NOT have a U.S. issued SSN or ITIN - I have applied for an SSN, and I have not yet received the number - *Please note, Glacier **cannot** assist in any way in applying for a SSN or ITIN* - Once you receive the physical **Social Security Card** you will bring this to **Student Employment Services** to update the information on your employment record - Next, enter the **Foreign Tax Identification Number** given to you from your home country - If you do not have a **Foreign Tax Identification Number** leave this field blank - Click **Next** to continue

Glacier personal information page with fields for First Name, Middle Name, Last Name, BGSU email address, Social Security Number or ITIN, and foreign tax identification number, along with options to select if the user does not have an SSN or ITIN, and a Next button

**U.S. Address** - Enter your **U.S. Mailing Address** and **U.S. Telephone Number** - If you do not have a **U.S. Telephone Number**, please include a reliable friend or family’s **U.S. Telephone Number** - Once you have a **U.S. Telephone Number**, please be sure to update it in **Glacier** - Leave the **Work/Department Phone Number** field blank - **Never** select **I DO NOT currently live in the U.S. / I DO NOT have a U.S. Mailing address** - Click **Next** to continue

Glacier U.S. address page showing fields to enter street address, city, state, zip code, and home phone number, with a work/department phone number field, and the “I do not currently live in the U.S. / I do not have a U.S. mailing address” option, which should never be selected, and a Next button to continue

**Permanent Foreign Address** - Enter your **Permanent Foreign Address** information - Leave the **Province** field blank if you are not from **Canada** - Press **Next** to continue

Glacier permanent foreign address page showing fields to enter street address, city, postal code, country, and province, with the province field only to be selected if the user is from Canada, and a Next button to continue

**Country of Citizenship/ Tax Residence** - Input **Country of Citizenship** and **Country of Tax Residence** - Most of the time, these two countries are the same - Press **Next** to continue

Glacier page showing dropdowns to select Country of Citizenship and Country of Tax Residence, with guidance that if the user is a citizen of multiple countries, they should select the country whose documents they used to enter the U.S., and a Next button to continue

**Immigration Status** - Enter the information regarding **what institution sponsored your current US immigration status** - Enter the information regarding your **current US immigration status** by selecting your **Visa Type** from the drop-down box - Press **Next** to continue

Immigration Status page where the user selects the sponsoring institution (BGSU, Other Institution, or None) and chooses their current U.S. immigration status from a drop-down menu, with Next and Back buttons to continue.

**Time Spent in the U.S**. - Enter the dates for **Time Spent in the U.S.** - Enter your **Original (or anticipated) Date of Entry to the U.S.** for your current immigration status - You can find this date on your **Form I-94** - Enter the **Date Permission to stay in the US** **Expires** - Use the **Program End Date** from your **Form I-20** - **Estimated or Actual Date of Final Departure from the U.S.** - These last two dates can be the same if you are unsure of what date you will be departing the U.S. - This date can be updated if you are able to determine these dates more accurately at a later point - Press **Next** to continue

Time Spent in the U.S. page with instructions explaining how to enter the original or anticipated date of entry (from Form I-94), the date permission to stay expires (from Form I-20), and the estimated or actual final departure date. The form includes date fields for each entry and navigation buttons for Back and Next.

- **Immigration Status** - Choose the option that best reflects your current status - The *majority of the time* the immigration status selected will be **My current immigration status is the SAME as the immigration status under which Ioriginally entered the U.S. for this visit…** - Click **Next** to proceed forward

Immigration Status page with instructions and a question asking if the user has changed their immigration status since arriving in the U.S. Two radio button options are provided: one indicating the current status is the same as when originally entering the U.S., and one indicating the status has changed since arrival. Back and Next buttons appear at the bottom to navigate.

**Days Present in the U.S**. - Review and confirm the following information - A summary will be provided showing the **Estimated Total Number of Days Present in the U.S.** during each calendar year - In the **LESS Number of Days You Left the U.S.** column, enter the number of days you were ***NOT present*** in the US for each time period shown - *An example would be when you were traveling home or visiting a third country*

Days Present in the U.S. page with instructions and a table listing calendar years, immigration status, and estimated total number of days present in the U.S. for each year. The table includes input fields where the user enters the number of days NOT present in the U.S. for each listed period.

**Have you ever been to the U.S. PRIOR to this visit?** - If you have **Not** been to the US before, select the top option and click **Next** to continue - If you **HAVE** ever visited the US before, select the bottom option and complete the details requested - Enter each year that you have been in US, select the immigration status for that time period, and how many days you were IN the US - If you do not have the number of days, you were in the U.S., use your best estimate - *The example below states that I was in U.S. for 15 days in 2007* - **Do not include the current visit** - Press **Next** to continue

Page titled “Have you ever been to the U.S. PRIOR to this visit?” with instructions and two radio button options: one indicating this is the first visit, and one indicating prior visits. If prior visits are selected, a table appears where the user enters each calendar year, selects the immigration status held during that year, and enters the approximate number of days present in the U.S. for each year. Back and Next buttons appear at the bottom.

**Tax Residency Tax Summary** - Review the **Tax Residency Status Summary** for the dates you were in the U.S. based on the information you provided - If something looks wrong, please click **Back** and update - If everything looks correct, please click **Next** to move forward

Tax Residency Status Summary page with instructions to review the calculated days present in the U.S. based on previously entered information. A table lists calendar years, immigration status held during each year, and the approximate total number of days present in the U.S. for each year. Users are instructed to go back and update information if incorrect or select Next to continue.

**Tax Withholding and Tax Treaty Exemption Review** - You do not have to do anything with this screen - Press **Next** to move forward

Tax Withholding and Tax Treaty Exemption Review page indicating no action is required, with Next to continue.

**Tax Treaty Exemption Verification** - Different options may appear based on the information you previously provided, such as…. - **Tax treaties** in place between the **U.S.** and your **Foreign Country of Residence** - **Date of arrival in the U.S.** - Read through the determination and indicate if you would like to claim an **exemption** from **Tax Withholding** or not - You can also review a PDF document of the treaty text in place with your country by pressing the **Show Treaty Text** link -

Tax Treaty Exemption Verification page displaying the system’s determination of tax treaty eligibility based on the user’s information. The page includes details about the applicable tax treaty, eligibility conditions, and limits. Users are asked whether they would like to claim an exemption from tax withholding, with radio button options to accept or decline. A link to view the full treaty text is available, along with Back and Next buttons to proceed.

- Some **Countries of Residence** do not have a tax treaty in place with the **U.S.** and therefore will not have the option to accept any exemptions - Press **Next** to continue

Example Tax Treaty Exemption Verification page showing the system’s determination when no income tax treaty exists between the U.S. and the user’s country of residence. The page explains that standard tax withholding will be applied to payments, and includes Back and Next buttons to proceed.

**Tax Treaty Exemption Information** - Enter the required information - **Passport Number** - **Description of Service Provided** - Student Employee, Graduate Assistant, Teaching Assistant, etc. - **Estimated Total Compensation/Wages** - Press **Next** to continue

Tax Treaty Exemption Information page prompting the user to enter additional details required to claim a tax treaty exemption. Required fields include passport number, a description of services provided (such as student employee or graduate assistant), and the estimated total compensation or wages for the calendar year. Back and Next buttons are available to proceed.

The next screen to appear will be the **Tax Summary Report** - Review the information on screen and determine if it is accurate - Press **Next** to continue or **Back** to make corrections if needed

Tax Summary Report page displaying a detailed summary of the user’s tax determination based on entered information. The report includes tax residency status, tax treaty exemption details, applicable withholding rates, and FICA status. It also lists required forms (such as Form W-4 and Form 8233) and required document copies (such as passport, visa, and Form I-20). Back and Next buttons are available to review or continue.

**View and Print Forms** - Review and select the option that is the best for you - **OPTION 1: Digitally sign your forms within GLACIER** - **OPTION 2: Print and manually sign your forms**

View and Print Forms page displaying generated tax forms and providing two options for completion. Option 1 allows users to digitally sign forms within GLACIER, and Option 2 allows users to print and manually sign forms. Additional instructions for each option are provided on subsequent screens. Navigation buttons are available to proceed.

**Digitally Signing Forms (Option 1) -** - When this option is selected, **Glacier** will create a preview copy of the electronic forms for review and download these forms to your browser as a **PDF document** - ***Please Note: Even if you choose to sign your forms electronically, you will still need to print these documents out and submit these to Student Employment Services within 10 days*** - Open the PDF in a new window and review carefully for accuracy - Once the documents have been reviewed, and determined to be accurate, you can move ahead with the next steps - Back in the **Glacier Website**, review the information regarding signing the forms electronically - Press the button that reads **CERTIFY and SIGN Forms** - An electronically signed version of the documents will now be downloaded to your browser as a **PDF file** - Print this electronically signed form to take to **Student Employment Services** - Press **Next** to continue

Digitally Signing Forms (Option 1) page providing instructions for electronically signing forms in GLACIER. The page explains that users must review downloaded PDF forms for accuracy before selecting “Certify and Sign Forms.” It outlines confirmation statements the user agrees to before signing and notes that Adobe Acrobat Reader is required. After signing, users proceed using the Next button, with Back and Next navigation available.

**Print Forms and Manually Sign (Option 2)** - When this option is selected, **Glacier** will create a finalized (unsigned) version of the required documents and download these forms to your browser as a **PDF document** - Open the **PDF** in a new window and **print the forms** - Review these documents and sign if they are determined to be accurate - Make sure to sign and date the **Tax Summary Report**, the **Form W-4**, and the **Tax Information Form**, as well as any **Treaty Paperwork** that may have been generated - Back in the **Glacier** **Website**, review the information regarding signing the forms manually - Press **Next** to continue

Print Forms and Manually Sign (Option 2) page providing instructions for downloading, printing, and manually signing required tax documents. The page explains that users should review forms for accuracy, print them, and sign and date required documents such as the Tax Summary Report and Form W-4. It also notes that Adobe Acrobat Reader is required and includes Back and Next buttons to proceed.

**Finishing and Saving Your Individual Record** - On the next page additional information will appear regarding what to do next with these forms - Press **Next** to continue to the last page

Finishing and Saving Your Individual Record page confirming that the user has completed their individual record. The page provides final instructions to review, sign, and submit required forms and document copies to the GLACIER administrator within a specified timeframe. Contact information for submission is included, along with a reminder that failure to submit documents may impact tax withholding. Back and Next buttons are available to proceed.

**Options to submit your completed Glacier documentation** - Turn the signed forms into the **BGSU Student Employment Services** office - Located at 225 Bowen-Thompson Student Union - Turn the signed forms into the **BGSU Payroll office** - Located at 1851 N Research Dr, Bowling Green, Ohio 43403 - Office Hours: M-Thurs, 8:00 A.M. – 5:00 P.M., Fridays 8:00 A.M. – 4:00 P.M. - **Mail** the forms to the **BGSU Payroll Office** - **Bowling Green State University\ Office of the Controller/ Attn: Payroll**\ 1851 N. Research Drive\ Bowling Green, Ohio\ 43403-4340\ 419-372-2201 - ***IMPORTANT NOTE: Do NOT email these forms as they contain your sensitive, personal, data!***

Exiting GLACIER page confirming that the user has completed or updated their individual record. The page includes a confirmation message, a thank you message, and options to exit and save the record or return to perform other activities.