EDB MANUAL, SECTION B - GENERAL INFORMATION

B2.0 EDB CITIZENSHIP STATUS

Employees who are not U.S. citizens (Aliens) must have proper authorization to be employed at the University. Any person who will be entering EDB data on alien employees or reviewing such data should take the Payroll Alien Classes which are offered once a month through Human Resources Training and Development (http://chrsuns01.chr.ucla.edu:8881/m1/plsql/cat.page1). This section of the manual contains information related to the data on the EALN screen.   It does not provide a detailed account of all the policies and procedures related to the different types of aliens and corresponding visa types. Additional information related to employees who are not U.S. citizens can be found on the "How to Process Payments for Non-Citizens" page at http://map.ais.ucla.edu/go/1004187.

The EALN, Alien Information screen (shown below) contains fields specific to aliens which must be completed when new hire information is entered OR when information changes in regard to citizenship or visa status. The I-9 Form and Oath of Allegiance may need to be re-filed at this time also. Employees who are not US citizens are NOT required to sign the Oath of Allegiance; however, if an alien becomes a U.S. citizen, the Oath of Allegiance must be signed as a result of the employee's new status. Instructions and examples of completed Oath & Patent and I-9 forms can be found in this manual, Section B, Forms B11.1 & B11.2.  Instructions for "Re-verifying Employment Authorization" for changes in work authorization, visa status and citizenship status are also in Section B.

 PPEALN0-EO964               EDB Entry/Update              09/20/YY 09:55:10
 09/12/YY 22:47:34          Alien Information                  Userid: ABCDE
 ID: 909090909  Name: PAYROLL, SUZY                               Pri Pay: MO

 Citizenship: E     Country of Residence: FR	U.S.Date of Entry: 0910YY

 Visa Type:       Work Permit End Date: 0101YY
 Tax Treaty Income Code: 18               Alt Tax Treaty Income Code:
         Article Number: 17               Retirement System Code    : N
         End Date      : 01YY             FICA Eligibility Code     : N
         Income Limit  :                  Ret FICA Derive           : Y
                                          Other State Tax CA Res    :
                                          Other State Name          :
 Federal Tax Marital Status: S        Allowances: 999
 Maximum Withholding: 999             Additional Fed Withholding:
 Calif. Tax Marital Status: S         Allowances: 1 Itemized Deductions: 0
 Maximum Withholding: 999             Additional CA Withholding:
 Non-UC Health Exp:                   Non-Resident Alien Tax Form Indicator:
 Next Func:      ID:           Name:                            SSN:            
 
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The following fields on the EALN screen should be completed for all employees who are not U.S. Citizens unless otherwise indicated.  Tax Treaty information fields should only be completed once approval for tax treaty eligibility has been received from Payroll Services.

Data Fields on the EALN Screen
Field Label	Additional Information
Citizenship	This required field is entered on the EPD1 screen. See the Summary of Citizenship and Visa Status codes below for valid codes.
Country of Residence	This field is completed for all non-citizens except Permanent Residents of the United States, Refugees, and Asylees.  It is a two character code for the country in which the alien is a citizen.
U.S. Date of Entry	This date is the date the non-US citizen employee first entered the US on an F or J visa or current visa if they never entered on an F or J visa before.
Visa Type	This field is required for all non-citizens.  The visa type (status) for non-immigrants can be found on the individual's I-94 (Arrival/Departure Record).  See the Summary of Citizenship and Visa Status codes below for the appropriate codes for permanent residents, refugees and asylees.  Note:  This status is not on the employee's passport.
Visa/Work Permit End Date	Since this field reflects the date that work authorization is expected to expire, a date is generally required.  The date is not required for US permanent residents and in some instances, Refugees/Asylees.
Tax Treaty Income Code	This code indicates the type of income the employee is receiving and claiming as exempt from federal tax under the provisions of a tax treaty.  The codes are as follows:   Teaching or research - enter code 18   Student employee - enter code 19   Fellowship income - enter code 15
Alt Tax Treaty Income Code	This code is not used at UCLA at present.
Article Number	This field is the number of the article in a tax treaty that exempts an employee's income from federal tax.  If the employee is claiming exempt from Federal taxes under a Tax Treaty, the article number must be entered from the Tax Treaty.  See Tax Treaty Overview at http://map.ais.ucla.edu/go/1004260 for additional information.
End Date	The end date of the exemption from federal taxes based on the tax treaty. This date depends upon the visa status of the employee and the tax treaty article applied.
Income Limit	This field is entered by  UCLA Payroll Services staff.
Non-UC Health Exp	Enter the expiration date of the health insurance plan as required by the Code of Federal Regulations - 22 CFR Sec. 62.14.
Non-Resident Alien Tax Form Indicator	Payroll Services will set this indicator to a "1" once the Form 8233 has been received by Payroll Services.
*Note:There are some additional codes related to tax status, retirement, and FICA on this screen. It is for informational purposes only The actual data would be entered on other screens.

CITIZENSHIP AND VISA STATUS - Since an employee's citizenship and visa status affects an employee's tax status, it is important to understand the relationship between the two. A chart summarizing the different types of visa statuses a UCLA employee could have is shown below. A brief description of each citizenship code and the related visa status information is included on this chart.  Payroll Services must receive a UC W-8BEN form to determine residency for tax purposes and supporting documentation indicating work eligibility for the employment of an alien employee (the W8-BEN form is not required for permanent residents). If Payroll does not receive all the necessary paperwork, we will contact the department to take appropriate action.

The following chart (explained in detail in the Payroll Payment Processing for Foreign Individuals class) shows which fields on the Alien Information Screen need to be completed for each citizenship code valid on the EDB.

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