Department: Office of Human Resources Salary/Grade: NEX/13
Under general supervision, responsible for nonresident alien tax and immigration compliance, processing of related paperwork, and customer service. Consults with and provides guidance and customer service to department administrators, managers, supervisors, colleagues, external agents and student/employees with regard to hiring, paying and taxing nonresidents.
Provides service to foreign national walk-ins, phone calls, and emails. Answers questions and assists with questions about general Payroll and non-resident specific items, including; work eligibility, taxation, and on-boarding. These include, but not limited to department and central administrative offices, paid students, faculty, staff, researchers, and independent contractors. Assists these customers with their hiring paperwork and any additional paperwork required while at NU (immigration extensions, tax treaty renewals, independent contractors, etc).
Verifies and authorizes employment for non-residents
Verifies the identity and work authorization for employment of individuals seeking employment at Northwestern University by completion of I-9s and E-Verify. This includes but is not limited to:
Assists employees and departments with completion of I-9s
Reviewing and resolving E-Verify issues that prohibit employment (e.g. tentative non-confirmations (TNCs) issued by Department of Homeland Security (DHS) and Social Security Administration (SSA))
Monitoring the timeframe of employment eligibility and notifying appropriate parties of the imminent expiration of employment eligibility
Tracking and communicating with the employee regarding the impact of immigration expiration and appropriate next steps
Enters FNIS paperwork for non-residents
Receives completed FNIS (Foreign National Information System) packets and enters them into FASIS. This includes but is not limited to:
Checking the Substantial Presence Test for tax residency based on individuals entry into FNIS and by review of immigration documents
Reviewing data entry in Windstar, correcting errors, and confirming results
Review and enter appropriate tax (including FICA) and treaty forms by reviewing the applicant’s immigration status, position at University, country of tax residency and immigration history
Analyzing, correcting and adjusting treaty benefits based on confliction of one or more factors.
Denying and/or revoking benefits and disclosing the reasons for such.
Reviewing this tax data annually and with any immigration extensions or changes and assuring continued eligibility (tax residency, FICA, and tax treaties). Keying these changes into FASIS.
Transactions processing and reporting
Monitors the payroll system and performs various adjustments and corrections including but not limited to:
Reprinting W2/1042-S form
Locating, assessing and correcting inconsistencies with federal, state and FICA withholding and determining continued eligibility of active tax treaty benefits.
Processing any retro and refunds related to these inconsistencies, which can include tax refunds and collection of back taxes.
Processing corrected 1042-S and W-2 tax forms when problems are identified, which can include processing FICA refunds across tax years and collecting written signed statements student/employees.
Bachelor’s degree in human resources, accounting, business or related field
Five or more years of professional experience in a similar role with increasing levels of responsibility
Demonstrated knowledge and experience processing payrolls
Basic knowledge of immigration law, visa processes, tax treaties, etc.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35968
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.