ALIEN MANUAL - EMPLOYMENT (PAYROLL), SECTION E4

E4.0 REPORTS

The PPS (Personnel/Payroll System) generates monthly reports of employees with visa/work permit dates that are due to expire in 4 months, 3 months, 2 months and the current month. There are other reports that show when the visa/work authorization date on the Payroll system has expired.  These report are available on Document Direct-RDS (https://ddi.ais.ucla.edu).

Departments should monitor visa end dates for their employees in order to prevent problems and to insure their employees are filing for extension of work authorization in a timely manner. When the visa/work permit expires, it may be necessary to delete the appointment of the employee. The employee should not return to work until work authorization has been obtained. Prior to any action, please check with the appropriate personnel office.

To maintain continuous employment eligibility, an employee with temporary work authorization should apply for new work authorization at least 90 days before the current expiration. J-1 and H-1 visa holders must apply to INS no more than 60 days and no less than 15 days prior to expiration of the visa\work permit. After they have applied, they are authorized to work 240 days until the extension is approved or denied.

Payroll Services also directly mails information to non-citizen as required by IRS regulations. These "mass mailings" are discussed in more detail in Section 4.6 (below).

E4.1 Report PRS745

This reports reflects visa/work authorization information that has expired. It is extremely important for departments to review this report on a monthly basis to insure that there are no employees working without proper work authorization. Remember, penalties can be levied against employers employing individuals without proper work authorization and these penalties are the responsibility of each department.

                                    UNIVERSITY OF CALIFORNIA - LOS ANGELES                    PRS745
                                      LIST OF EMPLOYEES WITH EXPIRED VISA                     RUN DATE: 04/09/97
DEPARTMENT: 1580 NEUROLOGY
ADDRESS: C109 RNRC 176919
**EMPLOYEE        EMPL-ID      COUNTRY    CITIZEN     VISA    VISA      STAT    APPT   APPT       FED    FED
   NAME**                       CODE        CODE      TYPE    END       CODE     NO    END        MRT    WTH
                                                                                       DATE       CD     CD
--------------    ---------    -------    --------    -----   ----      -----   ----   ----       ---    ----
SERRATOSE,JOSE    100736161       SP         R         H10    06/14/00    A      30    12/03/97    M      2
FOTI,DEAN         002551863       CA         A         J1     06/30/96    A      10    04/30/97    S      1
ZHANG,QUANWEI     700961321       CH         N         J1     03/14/97    A      10    11/30/97    S      1
FOTI,SUSAN        402553756       CA         N         J2     03/30/97    A      30    06/25/97    S      0

E4.2 Report PRS6203

This reports reflects visa/work authorization information that will expire in the next 4 months. Again, departments need to review this report on a monthly basis to insure that there are no employees working without proper work authorization.

PRS620/PRS6203/031490                     UNIVERSITY OF CALIFORNIA - LOS ANGELES                   RUN DATE: 04/02/97
                         LIST OF EMPLOYEES WITH VISA/WORK PERMIT EXPIRING WITHIN NEXT 4 MONTHS             PAGE NO: 3
                                                                                             
                                   S         AP  TTL                          APPT     APPT      AP    VISA   VISA
EMP ID      ***EMPLOYEE NAME***    T  DEPT   NO  CODE  ******JOB TITLE*****   BEGIN    END       PCT   TYPE   END DATE
101010101   A,PAYROLL              A  1400   20  2724   POST MD II            7/1/96   6/30/97   100    J1    6/30/97
002551863   B,ACCOUNTING           A  1652   10  9605   LAB ASST I            12/4/96  06/30/97  100    H1    6/13/97
700961321   C,CONTRACTS            A  1705   40  2070   CLIN INSTR            7/1/97   11/30/97  100    PR    6/16/97
402553756   D,DIVIDENDS            A  2120   30  7277   PROGRAMMER            6/14/96  06/25/97  100    J1    6/30/97

E4.3 Personnel Status Report (PPP6201)

The Personnel Status Report is generated by the system derived from information contained on each employee record.  The purpose of this report is to provide information to departments concerning the status of their employees.  The work permit expiration date will be indicated on this report when appropriate. Departments should take action to insure that their employees are not working with expired work authorization.  As mentioned earlier, these actions may include applying for visa extensions or deleting appointments. A sample of the Personnel Status Report can be found in the PPS Manual, Section D4.

E4.4 Statement of Citizenship Status Renewal (PPP5831)

This report shows information for non-US citizens (who also are not lawful permanent residents of the US).  The information listed will include citizenship code, visa type, country of residence, date of employment, work permit end date, student status, retirement and FICA coding, the date of US entry.   Department should review this report on a monthly basis to insure that all information is current and accurate.

PPP5801/PPP583/  061098                     UNIVERSITY OF CALIFORNIA - LOS ANGELES                       PAGE NO  3
RETN:  SEE RPTS DISP SCHEDULE/DIST.         STATEMENT OF CITIZENSHIP STATUS RENEWAL              RUN DATE: 04/02/99
                                                IN SEQUENCE BY HOME DEPARTMENT
EMPLOYEE ID #          HD #         CTZN/VIS  CNTRY  DATE OF   WORK PERMIT  STUD  RET/FIC  RET/FIC   US DATE    EMP
EMPLOYEE  NAME         HD NAME      CODE      RES    EMPLOY    END DATE     STAT  CODE     DER CODE  OF ENTRY   STAT
101010101              016000       N         HK     04/01/99               3     N/N      Y         06/28/98   A
PAYROLL,A              ELEC ENGR    F1
002551863              016000       F         CH     07/07/97  06/29/99     1     U/E      Y         07/01/96   A
FOREIGN,INDIVIDUAL     ELEC ENGR    J1 
700961321              016000       R         CH     12/15/97  12/15/00     1     U/E      Y         12/01/97   A
VISITOR,IMPORTANT      ELEC ENGR    H1
402553756              016000       R                09/29/97  10/23/99     4     N/N      Y                    A
SMART,A REAL           ELEC ENGR    RF

E4.5 Reverifying Employment Authorization

When an employee’s work authorization expires or the individual alien status has changed, an employer must reverify his or her employment eligibility. Departments need to reverify the eligibility by following the instructions outlined for the I-9 form. Refer to I-9 information in the EDB Manual, Section B11.2.

  1. Complete an I-9 form and process according to Personnel Policies.
  2. Enter the information online on the EALN screen in the Work Permit End Date field.
  3. Forward a copy of the extension to Payroll Services, 10920 Wilshire Blvd., 6th Floor 141648 Attn: Gayelea Allison.
  1. Complete an I-9 form and process according to Personnel Policies
  2. Update the following EALN screen fields
    • Visa Type
    • Work Permit End Date
  3. Determine if the Citizenship Code is still appropriate. This can be accomplished by having the employee complete a new Statement of Citizenship Form
  4. Determine if the Retirement/Fica Codes are still appropriate
  5. Forward a copy of the status change to Payroll Services, 10920 Wilshire Blvd., 6th Floor 141648 Attn: Gayelea Allison.
  1. Complete an I-9 form and process according to Personnel Policies
  2. Update the following EALN screen fields
    • Visa Type to PR
    • Delete the Work Permit End Date
    • Delete the Country Code
  3. Update the Citizenship Code to R
  4. Determine if the Retirement/Fica Codes are still appropriate
  5. Forward a copy of the change to Payroll Services, 10920 Wilshire Blvd., 6th Floor 141648 Attn: Gayelea Allison.
  1. Verify that the Naturalization Certificate is authentic.
  2. Have the employee read and sign the Oath of Allegiance form in your presence.
  3. Sign and date the "Authorized Official" section of the Oath of Allegiance.  Always include your title, county, and state.
  4. Update the employee's record in EDB using the EALN screen (do not use the EPD1 screen).
    1. Change the Citizenship code field  to C.
    2. Review the following fields.  They should be blank.  If not, place an asterisk over the data to delete:
      1. Country of Residence
      2. U.S. Date of Entry
      3. Tax Treaty Income Code
      4. Alt Tax Treaty Income Code
      5. Article Number
      6. End Date
  5. Press the F9 key to update.  The ECON screen will appear listing edit no. 128.  To fix the error:
    • Tab down to the Oath Signature Date field
    • Enter the date the employee completed the Oath of Allegiance form
  6. Press the F9 key to update.
    • On the ASAP comments screen, state that the employee has changed from a Permanent Resident to U.S. Citizen as of yy/mm/dd (date of the Certificate of Naturalization) and the Oath was signed on yy/mm/dd (date that the Oath of Allegiance was signed). 
    • Press the F9 key to complete the update and change the employee's EDB record.
  7. Forward the completed Oath of Allegiance form within 7 business days to Payroll Services, 10920 Wilshire Blvd., 6th Floor 141648 Attn: Gayelea Allison.

E4.6 Mailings to Campus

E4.6(a) Residency For Tax Purposes

The IRS requires that employers determine residency for tax purposes for all non citizens. At UCLA, this is done when an individual is hired, when the employee’s status changes, and on an annual Due to tax withholding implications, this process is done on a prospective basis. Each October, Payroll Services mails a letter to each non-citizen explaining the IRS requirements and their current status at UCLA. This letter also details the procedure the employee needs to follow to insure that these requirements are met. When appropriate, a Statement of Citizenship and Federal Tax Status packet is enclosed. The employee is instructed to complete the form and return it to their department. The department is responsible for reviewing the information, making appropriate changes to the system, and forwarding the form to Payroll Services (generally by the first week of December).

Departments are provided with a list of their employees who are non-citizens as well as a letter of explanation. This will insure that all non-citizen employees have their residency status reviewed.

E4.6(b) Renewal Of Tax Treaty Exemption

Residents of certain foreign countries may be eligible for exemption from federal tax under a tax treaty agreement between their country of residence and the United States. The exemption must be requested each tax year by completing the 8233 form - "Exemption from Withholding on Compensation for Independent (and Certain Dependent) Personal Services of a Nonresident Alien Individual". Again, each October, Payroll Services mails a letter to each non-resident employee claiming exemption from taxes under a tax treaty agreement. These employees are denoted by a UC Citizenship Code of E. Along with a letter explaining the IRS requirements are the following forms are sent to the employee: Statement of Citizenship and Federal Tax Status packet, appropriate Tax treaty Statement, a 8233 form, and a UC w-4. The employee is instructed to complete the forms if they wish to renew the exemption and return the forms to Payroll Services. Payroll Services determines the tax treaty eligibility and fulfills all other IRS requirements pertaining to this process. When needed, departments are contacted for further information

Departments are provided with a list of their employees who currently claim tax treaty exemption. This will insure that all employees wishing to claim tax treaty exemption will complete the appropriate paper work and remain tax treaty exemption. (especially important for the first check write in January).

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