Navigation:  Workforce Administrator > Job Information > Job Data

NOTE:  Fields with an asterisks (*) are required and must have a valid value entered.

1. The Job Data search page displays.
2. Enter the applicable search criteria.
3. Select the Search button.
4. The Job Data page displays.
5. To update an existing NRA employee, start with the Work Location tab. Make note of the Company code, in this example it is 270. Then select the Add a New Row icon [+]. On the new row, enter the *Effective Date.
6. Select Data Change from the drop-down menu for the *Action field.

7. Select the Payroll tab. When updating an existing NRA setup, it is important to stop using the US Resident Pay Group (see above), and select the new NRA Pay Group appropriate for this employee. NRA Pay Groups have "NRA" in the description. (The search example for Pay Group look up below is using college code 270.)

8. In the Payroll for North America section, enter or use the lookup icon and select the appropriate Pay Group. In this example, the existing Pay Group is S27 (S-Student Semi-Monthly; XX- first 2 characters of Company code). The NRA Pay Group format is 27S (XXS).
9. Once the NRA Pay Group is entered or selected, the Pay Group in the Absence Management System section should automatically update: Existing S270AM- SXXXAM (S-Student Semi-Monthly; XXX- Company code; AM - Absence Management) would change to 270SAM - XXXSAM (XXX-Company code; S- Student Semi-Monthly; AM-Absence Management).

10. The image below shows the updated values on the Payroll tab for the NRA Pay Group.
11. When you tab out of the Payroll Pay Group field, the Absence Management Pay Group field dynamically populates based on the value entered.
12. FICA Status - Use the drop-down menu to select Exempt or Subject. All NRA earnings codes are subject to FICA. The FICA exemption should be reviewed at the employee level and maintained in Job Data. The employee's visa type along with student status will determine whether they are subject to FICA or not.

13. Select the CTC Earnings Distribution tab at the top-right. This is required for both salaried and non-salaried NRA employees.
14. For the NRA employee, select the appropriate Earnings Code for this employee's class or type. Use the lookup icon to see available options.
    NOTE:  If needing multiple distribution lines totaling 100%, use the Add a New Row icon at the end of the row.

15. Navigate to the Time and Labor Data link: From the bottom of the page links, select Employment Data.
16. The Employment Information page displays. Select the Time Reporter Data link in the Organizational Assignment Data section of the page.
17. The Time and Labor Data page displays.
18. Add a new effective dated row with an Effective Date of 06/16/2025 or later.

19. Return to Job Data page by selecting the link at the bottom, lower left.
20. Select the Save button.

The process of setting up Job Data for NRA employee is complete.
Continue to the Update Employee Tax Data step.

Navigation:  Payroll for North America > Employee Pay Data USA > Tax Information > Update Employee Tax Data

1. The Update Employee Tax Data search page displays.
2. Enter search criteria and select the Search button.
3. The Update Employee Tax Data page - Federal Tax Data tab displays.
4. From the Federal Tax Data tab, select the Nonresident alien for the Special Withholding Tax Status field. *This is a required field.
5. Expand the Tax Treat/Non-Resident Data section by selecting the arrow as shown below.
6. Select the appropriate Country.
7. Select the appropriate Treaty ID.
8. If the NRA is not subject to FWT withholding, select No for the Form W-9 Received option.
9. Select the appropriate NRA Withholding Rule.  By default, Subject to Rule is displayed.
10. Select arrow to expand the Education and Government section.
11. Enter the appropriate Date of Entry. The College will need to determine the Date of Entry, as this usually reflects the time of when the NRA employee is on-boarded. The Treaty Expiration Date will default for treaties that have Expiration information in the delivered Tax Treaty set-up table. However, you must have entered the appropriate Date of Entry in the previous field, otherwise the system cannot determine the Expiration Date.
12. Select the appropriate option for the Form 8233 Received field. *This is a required field.
    Whether or not Form 8233 was received, the earnings will be taxed as 1042, unless the Treaty Tax Rate for when the Form was not received is 0.9999.

13. Enter the appropriate Form 8233 Effective Date and Form 8233 Expiration Date fields.
14. Select the appropriate option for the Form W-8 Received. *This is a required field.
15. If a W-8 form was received, enter the Form W-8 Effective Date and Form W-8 Expiration Date accordingly.

16. Select the State Tax Data tab, located at the top of the page, to continue the process.
17. Every employee must have at least one State Information row for the State of Washington (WA). They may have more than one row if they reside in another state. If the employee does not have a WA row, then one must be added.
18. Steps 18 - 21 relate to the WA row: Uncheck the Resident checkbox if it is on.
19. If the employee has only one State Information row (resides and works in WA), then the UI Jurisdiction checkbox and the Exempt From SUT checkbox are on.
20. The LTC Status field is set to Subject, unless the employee has submitted an Exemption letter, in which case the status would be Exempt. For employees residing in another state, LTC Status will be Not Applicable.
21. In the State Withholding Elements section, in the Special Withholding Tax Status field drop-down menu, select None.
    With None selected, the Tax Status field should be N - Not Applicable.
22. Now, for the Non-resident alien that resides in another state, the Administrator will need to add a new row for a non-Washington state, if one does not already exist. The Special Withholding Tax Status would be Nonresident Alien and select the appropriate option for the Tax Status field. UI Jurisdiction would be On for the residing state and Off for the WA row.
23. Select the Save button.

The image below represents an example where the employee resides in another state and that second row is added. The first row for WA would be as it is above, minus the UI Jurisdiction checkbox.