Hello! You've received this link because you have selected student employment with Ohio University. All the steps below must be completed, and I-9 Verification MUST be complete before you can begin work.
STEP 1: Complete the Form I-9 (Page 1)
- This mustbe completed either before or on your start date.
STEP 2: Verify Your I-9 Identification Documents
- Bring your originalidentification documents (see List of acceptable I-9 documents ) to one of the designated locations for in-person verification within 3 business days of your start date .
- Verification Locations:
- OPTION 1: Athens Campusat 103 Grosvenor West, 16 W. Green Dr. Schedule an appointment .
- OPTION 2: Regional and Extension Campuses - Find the nearest location and contact information to schedule an appointment
- If you are not near Athens or a regional campus, please contact University Human Resources or call 740.593.1636
IMPORTANT NOTES:
- If you do not complete this step within 3 business days of your hire date, your employment will end .
- You must bring original documentation to your appointment; no photos, copies, or electronic versions will be accepted.
STEP 3: Complete Your Employment Paperwork
- Download the New Student Employment paperwork packet and complete the packet electronically.
STEP 4: Upload the completed packet securely.
- This is a secure site, so your personal information will be protected. You must include your Social Security Number on all forms, where applicable.
STEP 5: Complete State-Mandated Fraud Reporting Training
- All newly hired student employees have 30 days from their hire dateto complete state-mandated Fraud Reporting Training.
- Within a week of being hired, student employees will receive an email from "Ohio University Compliance Training by Vector Solutions"with instructions for the training.
- The training can also be accessed directly using this link.
- If the Ohio Auditor of State Fraud Trainingdoes not appear on the landing page:
- Select “Extra Training”from the left menu.
- Enter “Fraud”in the search bar to locate the training.
- Training Details:
- The fraud training video takes less than 8 minutesto complete.
- The entire training program takes under 11 minutesin total.
- Weekly email reminders will be sent from Ohio University Compliance Training by Vector Solutionsuntil the training is completed.
- Hiring managers must verify that student employees complete this training as soon as employment begins.
If you have questions about any step in the process, please contact uhr@ohio.edu .
International student employees ONLY: Glacier Tax Compliance
- All international employees MUST complete a Glacier profilebefore beginning employment.
- Glacier is a tax compliance softwarethat determines tax residency statusto ensure proper U.S. tax withholding.
- You will receive an email from support@online-tax.net with temporary login information.
- Please complete the Glacier process using the guide and FAQ's below before beginning employment.
- For additional support, contact Melissa Roell at payrolltax@ohio.edu .
Submit completed documents securely by uploading them HERE.
International Employee Tax FAQ
1. Taxation & U.S. Tax Obligations
Am I subject to U.S. taxation?
Yes. Anyone receiving payments from a U.S. source (Ohio University)is subject to U.S. taxation, whether they are a U.S. resident or a foreign national. Ohio University is required to withhold taxes from all payments unless a tax treatyapplies.
- If eligible to claim a tax treaty exemption, employees must elect the tax treaty in GLACIERand submit all required forms before the exemption can be granted.
How much will I pay in taxes?
Tax withholding for international individuals follows specific regulations. Some international employees may qualify for tax treaty exemptions or reduced tax rates.
- To determine your tax withholding rateand eligibility for tax treaty exemptions, you must complete a GLACIER record.
- For details on tax treaties, refer to IRS Publication 901.
Can I be exempt from taxes?
- Completing GLACIERwill determine whether you qualify for federal tax exemptionbased on your personal circumstances.
- GLACIER will also provide the required forms and submission instructions.
Where can I find more information about U.S. taxes?
Additional details are available at Ohio University’s Tax FAQ.
2. Tax Residency: Resident Alien vs. Nonresident Alien
What is the difference between a Resident Alien and a Nonresident Alien for tax purposes?
U.S. tax law categorizes international employees as Resident Aliens or Nonresident Aliens for tax purposes—this classification is separate from immigration status.
- Resident Aliens for tax purposesfollow the same tax rules as U.S. citizens.
- Nonresident Aliens for tax purposeshave special tax regulations, including different withholding rates and eligibility for tax treaties.
- F-1 students, J-1 students/scholars, and H-1B employeescommonly fall under these categories at Ohio University.
GLACIERwill determine your tax residency statusand notify you when your status changes from Nonresident Alien to Resident Alien for tax purposes.
3. GLACIER Tax Compliance System
What is GLACIER?
GLACIER is a tax compliance softwarethat determines:
- Your tax residency status (Resident vs. Non-Resident Alien).
- Your tax withholding rate.
- Your eligibility for tax treaty exemptions.
How do I access GLACIER?
Once you receive a taxable paymentfrom Ohio University, you will receive an email from support@online-tax.net with a temporary user ID and password.
Access GLACIER here: www.online-tax.net
Why do I have to complete GLACIER?
- You must complete Glacier if you receive payments from Ohio University.
- It determines if you qualify for tax treaty exemptionsor lower withholding rates.
- It provides access to GLACIER Tax Prep (GTP), a free federal tax return preparation tool
What documents do I need to submit in GLACIER?
You must upload copies of the following documents:
- Passport (photo page & expiration date.
- Visa stamp
- I-94
- I-20, DS-2019, I-797, or other employment authorization documents
- Social Security card (if applicable)
I completed an I-9. Do I still need to present immigration documents for GLACIER?
Yes. The I-9 processonly requires verification of originaldocuments. GLACIER requires copiesfor tax purposes.
Where can I find more information about GLACIER?
Visit Ohio University’s Payroll Tax Information for International Employees .
4. Social Security Number (SSN) & Individual Taxpayer Identification Number (ITIN)
Do I need a Social Security Number (SSN)?
YES—If you are employed and receive payroll payments, you must have an SSN. Once received, update your GLACIER recordand present your original SSN cardto: HR Office– Grosvenor West 103
How do I apply for an SSN?
Work with your ISFS advisorto obtain the required documents.
Apply in person at:
Athens Social Security Office
743A East State Street, Athens, OH 45701
Phone: 877-840-7683
What is the difference between an SSN and an ITIN?
| SSN (Social Security Number) | ITIN (Individual Taxpayer Identification Number) |
| Required for individuals working in the U.S. | Used for tax purposes if not eligible for an SSN. |
| Allows access to Social Security benefits. | Issued by the IRSfor non-working individuals |
| Required for payroll payments. | Used for tax reporting on scholarships, fellowships, or royalties. |
Do I need an SSN if I receive a scholarship or fellowship but do not work?
- NO—You do not qualify for an SSN.
- You will need an ITINinstead.
- Apply for an ITIN using Form W-7through GLACIER.
5. Work Hours & Employment Authorization
How many hours can I work as a student?
Ohio University limits student work hours, including graduate appointments and hourly campus jobs.
See work hour restrictions here: Ohio University Student Employment Policy
What is Form I-9?
Form I-9 (Employment Eligibility Verification) confirms an individual’s identity and legal authorization to work in the U.S.
Must be completed on or before your first day of employment.
Work authorization documents (I-20, I-94, DS-2019, Passport, etc.) must be provided within 3 days of your first workday.
Can I use digital copies of my I-94, I-20, or DS-2019 for I-9 purposes?
No—Federal law requires you to present original documents.
Do I need to update my I-9 if my visa or program is extended?
YES—Update GLACIER with your new expiration date and submit updated forms. Visit HR to update your I-9 before expiration to continue working.
I am on OPT. What documents do I need for Payroll?
EAD card(Employment Authorization Document)
Update your GLACIER recordwith EAD details.
Submit your I-9 updateat HR before starting OPT employment.