Alien Manual, Section E3, On-line Entry

Employee information is entered on-line using the EDB Entry/Update system. EDB contains several screens used by departments to enter employee information. A brief overview of the EDB can be found in the PPS Overview Manual, Section A1. Three of the screens used to enter employee data contain data or fields unique to Alien employees. Each of these screens is listed below. Detailed information can be found in the EDB Manual.

This screen allows entry and update of information on an employee’s citizenship status, and related information for employees who are not U.S. Citizens. The following fields are found on this screen: citizenship, country of residence, visa type, visa/work permit end date, and tax treaty information. Detailed information on this screen can be found in the EDB Manual, Section B2.

This screen allows entry and update of information for an employee. The following fields are found on this screen: Federal/California marital status, Federal/California withholding allowances and other state information. Detailed information on this screen can be found in the EDB Manual, Section B3.

This screen allows entry and update of retirement and FICA information for an employee. The Retirement System Code and FICA Eligibility Code are automatically derived by the system whenever an individual is hired or rehired. Detailed information on this screen can be found in the EDB Manual. The system will automatically rederive these two codes whenever the following fields are changed:

Generally, non-student employees appointed at least 50% time for one year or more (EXCEPT Visiting and Per Diem titles) are members of the UC Retirement System and are also coordinated with FICA. Students must be appointed at 100% for one year or more to be eligible for retirement.

Employees eligible for retirement are coded "U" on the Payroll System. Employees eligible for FICA are coded "E".

The IRS allows exemptions from FICA. The exemptions recognized by the UC system are:

Table 1 shows the appropriate Retirement and FICA codes for various categories of non-citizens who are considered coordinated with Retirement and FICA. The exemptions recognized by the UC system have been taken into consideration.

TABLE 1 - EMPLOYEES COORDINATED WITH RETIREMENT AND FICA

Visa Type

Citizenship Code

Student Status

Units/Appt

Retire. Code

Fica Code

Comments

F1 or J1
(Student)

A, E, or N

n/a

Has approved Practical Training - always appointed @ 100% for 1 yr or more in their field of study

Eligible for F1/J1 FICA Exemption.

F1 or J1
(Student)

A, E, or N

3 or 4

n/a

Eligible for F1/J1 FICA Exemption.

F1 or J1
(Student)

n/a

Has approved Practical Training - 1 yr @ 100%

NOT Eligible for F1/J1 FICA Exemption because:
Resident for Tax Purposes

F1, or J1
(Student)

3 or 4

Less than 1/2 time

NOT Eligible for F1/J1 FICA Exemption because:

Resident for Tax Purposes

NOT Eligible for Student Exemption because:
Enrolled less than 1/2 time

J1
(Scholar)

A, E, or N

n/a

Eligible for F1/J1 FICA Exemption

J1
(Scholar)

n/a

NOT Eligible for F1/J1 FICA Exemption because:

Resident for Tax Purposes

NOT Eligible for Student Exemption because:
Not enrolled in substantial course

A, N, or R

3 or 4

n/a

NOT Eligible for Student Exemption because:

The appointment is career

A1, A2,

n/a

Must be coded into FICA. There are no exemptions available

H1,H2, J2, K1,K2, O1,O2, P1,P2,P3

A, N, or R

n/a

Must be coded into FICA. There are no exemptions available

PR, or RF

n/a

Should be coded into FICA unless hired prior to 1976 with no break in service and opted out of Social Security.

PR , or RF

3 or 4

n/a

NOT Eligible for Student Exemption because:

the appointment is career

A, or R

n/a

Must be coded into FICA. There are no exemptions available

University employees who are excluded from membership in the UC Retirement System because of their appointment must contribute to a Defined Contribution Plan (DCP-Cas Sav at the UC) and Medicare unless exempted per IRS regulations.

Table 2 shows the appropriate Retirement and FICA codes for non-citizens employees who are not members of the UC Retirement System. These employees must contribute to DCP and Medicare unless eligible for one of the recognized exemptions.