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How to Complete the PPS EALN Screen for Foreign Visitors

Learn how UC San Diego administrative personnel enter a foreign person into PPS.

This page is for those who are entering a new foreign individual in the UC San Diego PPS system.  It explains how to complete the PPS EALN screen.

If you are entering a rehire or a change in immigration status for an existing foreign individual who does not have a Permanent Resident card, please contact the UCSD Glacier & Taxation Team before changing the "citizenship" or "U.S. date of entry" fields. 

Most foreign visitors entered into PPS will have a U.S. visa pasted in their passport. The immigration status will be listed along the right side, under the heading "visa type/class."  The immigration status will also be on Form I-94.  On the list below, click the immigration status or work authorization document to get to instructions for the PPS EALN screen and Form I-9. 

Notes:

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Asylee

PPS EALN screen: 

An individual who has been granted asylum status is eligible to work in the U.S. If the individual has an Employment Authorization Card (EAD) follow the instructions in the EAD section of this page. If they present Form I-94 showing they have been granted asylum status (as described  below), complete the EALN screen as follows:

  • Citizenship: R
  • Country of residence: blank
  • U.S. date of  entry: blank
  • Visa type: RF (as in refugee)
  • Work permit end date: blank

Form I-9: 

Assuming no Employment Authorization Card (EAD), enter a doc in list B and one in List C. Form I-94  or Form I-94 with a stamp or notation indicating asylee status is acceptable as a List C document. See page 13 of the "U.S. Citizenship and Immigration Services (USCIS) publication M-274 "Handbook for Employers: Guidance for  Completing Form I-9" (PDF) for more information.

Glacier Record Request Form required? No

Hiring forms: Same as citizen

DACA/Dream Act (Deferred Action Childhood Arrival)

See the instructions for "Employment Authorization Card (EAD), category 33 or C33," below.

E-2

Must have an Employment Authorization Card (EAD) to work at UCSD. See instructions for Employment Authorization Card (EAD), category other than 33 below. May not be employed at UCSD without an EAD.

Employment Authorization Card (EAD), category C09

This EAD is issued while an application for permanent residency is pending.  For PPS/tax purposes, the immigration status has not changed. An individual presenting an Employment Authorization Card (EAD) is authorized to work at UC San Diego until the card expires.

PPS EALN screen

(if rehire, email the UCSD Glacier & Taxation Team before updating anything except the work permit end date):

  • Citizenship = S, A, or N*. 
    • S=  F1 status from India  with student status 3 or 4 in PPS
    • A = anyone from South Korea (KS), Mexico (MX), or Canada (CA)
    • N = every other person presenting an EAD
  • Country of Residence = country of tax residence (though country of citizenship will suffice until Payroll updates PPS after reviewing Glacier paperwork). If country of tax residence is not known, enter the country shown on the EAD.  List of country codes (PDF). Two-letter country codes are in parentheses following the country names.
  • Date of entry = date employee first entered U.S. on current immigration status (though most recent date of entry will suffice until Payroll updates PPS after reviewing Glacier paperwork). If date of entry is unknown, enter the "valid from" date from EAD. If rehire, don't change this date, but email the UCSD Glacier & Taxation Team for advice.
  • Visa = immigration status before receipt of EAD
  • Work permit end date = expiration date shown on EAD
  • UC W-8BEN Date: Always leave this field blank. Departments are no longer required to collect this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields:  leave blank unless Title Code 3253 or Title Code 3254.  If 3253 or 3254, enter 16 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9: 

An Employment Authorization Card is a stand-alone List A document. 

Employment Authorization Card (EAD), category 33 or c33

An Employment Authorization Card (EAD) showing category 33 or C33 indicates Deferred Action for Childhood Arrivals (DACA) status, which is sometimes referred to as the Dream Act. Individuals presenting this card are authorized to work until the card expires. See the USCIS.gov page "Consideration of Deferred Action for Childhood Arrivals" (PDF) for more information about this status.

PPS EALN SCREEN:

  • Citizenship = R
  • Country of residence = Blank
  • U.S. Date of Entry = Blank
  • Visa = DA
  • Work permit end date = expiration date shown on EAD
  • UC W-8BEN Date: Always leave this field blank. Foreign individuals are no longer required to complete this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields: leave blank unless Title Code 3253 or Title Code 3254. If 3253 or 3254, enter 16 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: update according to the individual's UC W-4/DE 4

Glacier Record Request Form Required? No

Form I-9: 

An Employment Authorization Card is a stand-alone List A document. 

Hiring Forms: same as citizen

Employment Authorization Card (EAD), category other than 33

An individual presenting an Employment Authorization Card (EAD) is authorized to work at UC San Diego until the card expires.

PPS EALN screen

(if rehire, email the UCSD Glacier Team before updating anything except the work permit end date):

  • Citizenship = S, A, or N*. 
    • S=  F1 status from India  with student status 3 or 4 in PPS
    • A = anyone from South Korea (KS), Mexico (MX), or Canada (CA)
    • N = every other person presenting an EAD
  • Country of Residence = country of tax residence (though country of citizenship will suffice until Payroll updates PPS after reviewing Glacier paperwork). List of country codes (PDF). Two-letter country codes are in parentheses following the country names.
  • Date of entry = date employee first entered U.S. on current immigration status (though most recent date of entry will suffice until Payroll updates PPS after reviewing Glacier paperwork). If date of entry is unknown, enter the "valid from" date from EAD. If rehire, don't change this date, but email the UCSD Glacier Team for advice.
  • Visa = immigration status before receipt of EAD
  • Work permit end date = expiration date shown on EAD
  • UC W-8BEN Date: Always leave this field blank. Departments are no longer required to collect this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields:  leave blank unless Title Code 3253 or Title Code 3254.  If 3253 or 3254, enter 15 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9: 

An Employment Authorization Card is a stand-alone List A document. 

F1

PPS EALN screen:

(if rehire, email the UCSD Glacier Team before making changes):

  • Citizenship = S, A, or N.* 
    • S= if from India (IN) with PPS student status of 3 or 4
    • A = anyone from South Korea (KS), Mexico (MX), or Canada (CA).
    • N = all others
  • Country of Residence = country of tax residence (though country of citizenship will suffice until Payroll updates PPS after reviewing Glacier paperwork). List of country codes (PDF).
  • Date of entry = date individual first entered U.S. on F status (though most recent date of entry from Form I-94* will suffice until Payroll updates PPS after reviewing Glacier paperwork).
  • Visa = Immigration status shown on Form I-94* (F1).   
  • Work permit end date = expiration date shown in section 5 of  Form I-20, or on page 3 of Form I-20 if on Curricular Practical Training (CPT)status.
  • UC W-8BEN Date: Always leave this field blank. Foreign individuals are no longer required to complete this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields: leave blank unless Title Code 3253 or Title Code 3254. If 3253 or 3254, enter 15 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9: 

An Employment Authorization card (EAD) is a stand-alone List A document. Otherwise, enter these 3 documents in List A: foreign passport, Form I-20, and Form I-94*. Reference: U.S. Citizenship and Immigration Services (USCIS) publication M-274 "Handbook for Employers: Guidance for  Completing Form I-9" (PDF) states, "If the employee is a student or exchange visitor who presented a foreign passport with a Form I-94, the employer should also enter the student’s Form I-20 or DS-2019 number (Student and Exchange Visitor Number – SEVIS Number); and the program end date from Form I-20 or DS-2019."

**Foreign individuals in the U.S. can print their Form I-94 from https://i94.cbp.dhs.gov/I94/request.html

F1 CPT

Curricular Practical Training (CPT) will be noted on page 3 of Form I-20, and UCSD will be listed there as the employer. All who are on CPT are on F1 status.

PPS EALN screen:

  • Citizenship = S, A, or N.*  Two-letter country codes follow country names. 
    • S= if from India (IN) with PPS student status of 3 or 4
    • A = anyone from South Korea (KS), Mexico (MX), or Canada (CA).
    • N = everyone else
  • Country of Residence = country of tax residence (though country of citizenship will suffice until Payroll updates PPS after reviewing Glacier paperwork).   List of country codes (PDF).
  • Date of entry = date they first entered U.S. on F status (though most recent date of entry from Form I-94* will suffice until Payroll updates PPS after reviewing Glacier paperwork).
  • Visa = Immigration status shown on Form I-94* (F1).   
  • Work permit end date = expiration date shown on page 3 of Form I-20 if they're on Curricular Practical Training (CPT) status.
  • UC W-8BEN Date:  Always leave this field blank. Foreign individuals are no longer required to complete this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields: leave blank  
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9: 

Enter these 3 documents in List A: foreign passport, Form I-20 on which UCSD is listed as the employer on page 3, and Form I-94*. 

Reference: page 16 of  U.S. Citizenship and Immigration Services (USCIS) publication M-274 "Handbook for Employers: Guidance for  Completing Form I-9," (PDF) which states: "Curricular practical training allows students to accept paid alternative work/study, internship, cooperative education, or any other type of required internship or practicum that is offered by sponsoring employers through cooperative agreements with the school.The curricular practical training program must be an integral part of the curriculum of the student’s degree program.The designated school official [from the UCSD International Center] must authorize curricular practical training.The following documents establish the student’s identity and employment authorization for Form I-9 purposes and should be entered in Section 2 under List A of Form I-9: the student’s foreign passport, Form I-20 with the designated school official’s endorsement for employment on page 3, and a valid Form I-94/Form I-94A indicating F-1 nonimmigrant status"

F1 OPT

A student on Optional Practical Training (OPT) status will have an Employment Authorization card (EAD). See the instructions for Employment Authorization Card (EAD), category other than 33, above.

F2

In order to work at UC San Diego, an individual on F2 status must have an Employment Authorization Card (EAD). Follow the instructions above for "Employment Authorization Card, category other than 33."

H1-B

PPS EALN screen:

(if rehire, email the UCSD Glacier Team before making changes):

  • Citizenship
    • A = anyone from South Korea (KS), Mexico (MX), or Canada (CA).
    • N = everyone else
  • Country of Residence = country of tax residence (though country of citizenship will suffice until Payroll updates PPS after reviewing Glacier paperwork).   List of country codes (PDF).
  • Date of entry = date they first entered U.S. on H1B status (though most recent date of entry from Form I-94* will suffice until Payroll updates PPS after reviewing Glacier paperwork).
  • Visa = H1
  • Work permit end date = "Admit until date" from Form I-94*.  
  • UC W-8BEN Date:  Always leave this field blank. Foreign individuals are no longer required to complete this form.  If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields: leave blank unless Title Code 3253 or Title Code 3254. If 3253 or 3254, enter 15 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9

For those on H1B status, the combination of a foreign passport and Form I-94* constitute a List A document for Form I-9. 

*Foreign individuals in the U.S. can print their Form I-94 from https://i94.cbp.dhs.gov/I94/request.html.

J1

PPS EALN screen:

(if rehire, email the UCSD Glacier Team before updating anything except the work permit end date):

  • Citizenship =  A or N*. 
    • A = anyone from South Korea, Mexico, or Canada
    • N = everyone else
  • Country of Residence = country of tax residence (though country of citizenship from Form DS-2019 will suffice until Payroll updates PPS after reviewing Glacier paperwork). List of country codes (PDF).
  • Date of entry = date individual first entered U.S. on current immigration status (though most recent date of entry from Form I-94 will suffice until Payroll updates PPS after reviewing Glacier paperwork).
  • Visa =J1, as shown on Form I-94* or on U.S. visa. 
  • Work permit end date = expiration date shown in section 3 of Form DS-2019 (PDF)
  • UC W-8BEN Date:  Always leave this field blank. Foreign individuals are no longer required to complete this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields: leave blank unless Title Code 3253 or Title Code 3254. If 3253 or 3254, enter 16 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9:

For those on J status, the combination of a foreign passport, Form DS-2019, and Form I-94* constitute a List A document on Form I-9. Reference: page 15 of the U.S. Citizenship and Immigration Services (USCIS) publication M-274 "Handbook for Employers: Guidance for Completing Form I-9 (PDF).

**Foreign individuals in the U.S. can print Form I-94 from https://i94.cbp.dhs.gov/I94/request.html.

J2

In order to work at UC San Diego, an individual on J2 status must have an Employment Authorization Card (EAD). Follow the instructions above for "Employment Authorization Card, category other than 33."

O-1

PPS EALN screen:

(if rehire, email the UCSD Glacier Team before making changes)

  • Citizenship = A if from Canada, Mexico, or South Korea, N if from any other country
  • Country of residence =  country that issued passport.
  • Date of U.S. entry = date they first entered U.S. on O-1 status (though most recent date of entry from Form I-94* will suffice until Payroll updates PPS after reviewing Glacier materials).   
  • Visa = O1
  • Work permit end date = "Admit until date" from Form I-94*. 
  • UC W-8BEN Date:  Always leave this field blank. Foreign individuals are no longer required to complete this form.  If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields:  leave blank unless Title Code 3253 or Title Code 3254. If 3253 or 3254, enter 16 in the Tax Treaty Income Code field.

Glacier Record Request Form required? Yes

Form I-9:  

The combination of a foreign passport and Form I-94* constitutes a List A document for Form I-9.

*Foreign individuals in the U.S. can print Form I-94 from https://i94.cbp.dhs.gov/I94/request.html

Permanent Resident Card

PPS EALN screen:

(if rehire or existing employee, email the UCSD Glacier Team after updating the PPS EALN screen.  The change may effect taxation.) 

  • Citizenship = R
  • Country of residence = Blank
  • Date of entry = Blank
  • Visa = PR
  • Work permit end date = blank. Individuals presenting this card are authorized to work at UC San Diego indefinitely. Employers should not reverify Form I-9 for lawful permanent residents who presented a Permanent Resident Card (Form I-551) for Section 2 of Form I-9. The expiration date on the card indicates only the need to get a new card.
  • Federal and state tax withholding fields: update according to the individual's UC W-4/DE 4

Glacier Record Request Form required? No

Form I-9: 

A permanent resident card alone is a List A document on Form I-9.

Permanent Resident Application Pending (EAD category C09)

This EAD is issued while an application for permanent residency is pending.  For PPS/tax purposes, the immigration status has not changed. An individual presenting an Employment Authorization Card (EAD) is authorized to work at UC San Diego until the card expires.

PPS EALN screen

(if rehire, email the UCSD Glacier & Taxation Team before updating anything except the work permit end date):

  • Citizenship = S, A, or N*. 
    • S=  F1 status from India  with student status 3 or 4 in PPS
    • A = anyone from South Korea (KS), Mexico (MX), or Canada (CA)
    • N = every other person presenting an EAD
  • Country of Residence = country of tax residence (though country of citizenship will suffice until Payroll updates PPS after reviewing Glacier paperwork). If country of tax residence is not known, enter the country shown on the EAD.  List of country codes (PDF). Two-letter country codes are in parentheses following the country names.
  • Date of entry = date employee first entered U.S. on current immigration status (though most recent date of entry will suffice until Payroll updates PPS after reviewing Glacier paperwork). If date of entry is unknown, enter the "valid from" date from EAD. If rehire, don't change this date, but email the UCSD Glacier & Taxation Team for advice.
  • Visa = immigration status before receipt of EAD
  • Work permit end date = expiration date shown on EAD
  • UC W-8BEN Date: Always leave this field blank. Departments are no longer required to collect this form. If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields:  leave blank unless Title Code 3253 or Title Code 3254.  If 3253 or 3254, enter 16 in the Tax Treaty Income Code field. 
  • Federal and state tax withholding fields: leave at single/zero.

Glacier Record Request Form required? Yes

Form I-9: 

An Employment Authorization Card is a stand-alone List A document. 

Refugee

If a refugee presents an Employment Authorization Document (EAD), which is commonly called an employment authorization card, follow the instructions above.  If a refugee presents Form I-94 with an unexpired refugee admission stamp:

PPS EALN screen:

  • Citizenship = R
  • Country of residence = blank
  • Date of U.S. entry = blank
  • Visa = RF (as in refugee)
  • Work permit end date:  90 days from date Form I-9 is completed. From page 13 of the U.S. Citizenship and Immigration Services (USCIS) publication M-274 "Handbook for Employers: Guidance for  Completing Form I-9": Upon admission to the United States, a refugee will receive Form I-94/Form I-94A with an unexpired refugee admission stamp. If an employee presents this document to complete Form I-9, the employer must accept it as a receipt establishing both employment authorization and identity for 90 days In the meantime, USCIS will be processing an Employment Authorization Document (Form I-766) for the refugee.  At the end of the 90-day receipt period, the refugee must present either an Employment Authorization Document (Form I-766) or a document from List B, such as a State-issued driver’s license, with a document from List C, such as an unrestricted Social Security card.

Glacier Record Request Form required? No

Form I-9: 

See the "work permit end date" information above.

TN

The TN nonimmigrant classification was created as part of the North American Free Trade Agreement (NAFTA). It permits qualified Canadian and Mexican citizens to engage in business activities in the U.S. For more information about this status, see the USCIS page TN NAFTA Professionals.

PPS EALN screen:

(if rehire, email the UCSD Glacier  & Taxation Team before making changes)

  • Citizenship = A
  • Country of residence =  country that issued passport. In PPS, CA = Canada, MX = Mexico
  • Date of U.S. entry = date they first entered U.S. on TN status (though most recent date of entry from Form I-94* will suffice until Payroll updates PPS after reviewing Glacier paperwork).   
  • Visa = TN
  • Work permit end date = "Admit until date" from Form I-94*. 
  • UC W-8BEN Date:  Always leave this field blank. Foreign individuals are no longer required to complete this form.  If it's needed, Glacier will generate it and Payroll will update the field.
  • Tax Treaty fields:  leave blank unless Title Code 3253 or Title Code 3254. If 3253 or 3254, enter 15 in the Tax Treaty Income Code field.

Glacier Record Request Form required? Yes

Form I-9:  

The combination of a foreign passport and Form I-94* constitutes a List A document for Form I-9.

*Foreign individuals in the U.S. can print Form I-94 from https://i94.cbp.dhs.gov/I94/request.html

Other immigration status

Please email the UCSD Glacier  & Taxation Team in the Payroll Division before entering any other immigration status in PPS.

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