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Welcome to Loyola

Congratulations on your new faculty appointment, and welcome to Loyola University Chicago. To help ease your transition to the LUC community, this information will guide you through the onboarding process. 

Human Resources: Faculty Benefits

Loyola University Chicago supports its employees and retirees with a wide array of benefits centered around health and wellness, financial security, and work-life balance. These benefits are affordable, comprehensive, and competitive. They include:

New employees have 31 days from the date of hire to enroll in the medical plan, along with other benefits options. Current employees can make changes to their benefit elections during the annual Open Enrollment Period each fall or 31 days from the date of a qualifying life event (e.g., birth of a child, loss of coverage, etc.).

Many of Loyola’s benefit vendors offer easy-to-use applications so you can access your account from the convenience of your smartphone. The apps are secure and interactive mobile apps for members to access personal account information and other features. These apps can be downloaded for free from the App Store® for iOS devices, or Google Play™ for Android. View the Benefits Vendors Smartphone Apps available now.

For a complete list of benefits and contacts/resources, please review the Benefits Booklet. If you have questions, please contact the Benefits team for more information.

https://www.luc.edu/hr/benefits.shtml

Loyola Alert

Loyola Alert is an emergency messaging service that provides personalized, time-sensitive alerts to students, faculty, staff and other personnel in the event of unforeseen events or potentially life-threatening emergencies at the lakeside campuses. Loyola Alert will immediately send messages to registered participants via the following communication channels:

  • Text messages to cell phones
  • Voice messages to land lines and cell phones
  • Written messages to personal e-mail accounts

Registration is required to receive Loyola Alert emergency communications. Loyola Alert messages are supplementary to the University’s emergency communications that are sent to all Loyola e-mail addresses and made available at LUC.edu.

Alerts will be sent for emergencies occuring on University property that present a significant threat to loss of life. Examples of emergencies in which Loyola Alert may be activated include, but are not limited to: barricade/hostage situations; widespread and threatening weather conditions; national civil emergencies; terrorism, active shooter, or other violent acts; and health emergencies as ordered by public health authorities.

To ensure that you receive emergency information through Loyola Alert, please sign up by filling out a simple registration form as soon as possible. A Loyola affiliated person is able to register multiple phone numbers in the system, this is useful for students who want to register their parents, or a faculty member who wants to register their spouse.

For more information, please review the Frequently Asked Questions.

Campus Card

The Rambler Card is Loyola's official identification card and identifies all members of the Loyola community.

Faculty and staff can be issued a Rambler Card upon confirmation of employment. Prior to visiting the Card Office, all new faculty and staff are encouraged to confirm the issuance of their Loyola Identification Number (or LID), which authorizes them to receive a Rambler Card. At that time, new faculty and staff may visit either of our Campus Card Office locations.

The Rambler Card provides access to the university shuttle bus and campus libraries. Departments can also grant specific cardholders access to specialty facilities, such as computer labs and other campus buildings by notifying the Department of Campus Safety, via the Security Log Access Request. Additionally, other campus facilities (i.e. the Halas Recreation Center, the Parking Garages) use the Rambler Card as a membership card to gain access once the cardholder is authorized.

More information here

GLACIER Nonresident Alien Tax Compliance System

All Foreign National (NRA) Faculty, Staff and Students who are working or receiving taxable scholarship/fellowship/grant/stipend payments must sign up for an account with the GLACIER System to determine appropriate tax withholding from paychecks and other payments. This nonresident alien tax compliance system uses information you enter to determine foreign national residency status, determine eligibility for tax treaty benefits, and generate tax reporting documents.

How to Log in and Create Your Profile in the GLACIER System

If you are a Foreign National working or receiving a taxable payment from the University you will be added to the GLACIER System. The system will send you an email from support@online-tax.net, with a subject line of "Payments from Loyola University Chicago". The email is from the GLACIER System, and contains your personal login and password information.

If you have not received an email or have deleted it in error, here are the steps to take:

Request a username and password

  • Send an e-mail to nra-processing@luc.edu requesting a GLACIER account
  • Your e-mail should contain your full legal name and e-mail address
  • You will receive an e-mail, to the address you provided, with a username and password
  • Access GLACIER with the link provided in the e-mail, or here: www.online-tax.net

NOTE: By accepting the User Agreement, you agree to receive your Form 1042-S electronically.

The GLACIER software answers almost any question you could have as you go along. The software includes sample instructions and comments for each Glacier page and should help you complete your information online. Also see the Glacier - Step by Step Guide (employees) in the Resources section below for a guide to completing your profile.

The GLACIER process should take approximately 20-30 minutes to complete. Unless you have already provided copies of your immigration documents with your New Hire Paperwork, please provide copies of all requested personal documents you prepare and submit for your records.

Contact GLACIER directly with any questions or technical problems you encounter in the software. If you have any questions about the software or what a particular question means, contact the GLACIER Support Center where help is available that will respond to your questions within 24 hours.

If you have not received your SSN/ITIN

If you have applied for but not yet received a Social Security Number/ITIN, you will need to log into GLACIER and update your profile once you have received your card in the mail.

GLACIER provides a Tax Summary Report, which includes the following (if applicable):

W-8BEN
Form 8233
Tax Treaty Statement
W-9
W-4/IL W-4

Send Information to General Accounting

You will need to print, sign and mail the signed copy of your Tax Summary Report along with any forms that GLACIER may have printed for you. Unless you have already provided copies of your immigration documents with your New Hire Paperwork, include photocopies of your personal documents listed on the bottom right section of the Tax Summary Report. The Tax Summary Report is not final until it is reviewed and approved by General Accounting. You will be notified if there are any changes to your Tax Summary Report.

Completed packets may be sent via mail/inter-campus mail to:

NRA Processing
General Accounting
Loyola University of Chicago
820 N. Michigan Avenue, Lewis Towers 13th Floor
Chicago, IL 60611

GLACIER will also produce the year-end form 1042-S for reporting payments that were made to foreign employees and vendors. It also produces the Form 1042 that campuses file annually with the IRS.

If Your Information Changes

If your information changes, please log back on to GLACIER and update your record. You will need to print, sign and mail the updated Tax Summary Report and document copies to General Accounting so that your changes may be reflected in the systems from which you might be receiving payments.

If you have questions or need assistance with your GLACIER profile, email nra-processing@luc.edu.

Resources

https://www.luc.edu/finance/nracompliance/

Glacier - Step by Step Guide (employees) (.pdf)
Glacier for Hiring Managers and Administrators (.pdf)

 

Out of State Employees

Loyola University Chicago recognizes the occasional need to hire or reassign an employee who will, due to the nature of a particular position or business needs of the University, need to reside and perform their University work outside of the state of Illinois.

However, because having employees who work outside of the State of Illinois subjects the University to numerous other laws and imposes additional insurance and payroll requirements and costs (e.g., workers compensation liability insurance, unemployment requirements, payroll tax withholding/reporting, administrative costs, and other reporting requirements to other states), the University asks all out of state employees to certify that they are living and working in a state other than Illinois.

They can do this by completing the Personal Fact Sheet, which can be found on the Human Resources website. The completed form should be submitted to Human Resources via e-mail at

Additionally, we request that the employee complete and submit the appropriate state withholding tax form. The United States Department of Labor lists all US state tax forms on its site.

Attention Hiring Managers: Loyola University Chicago is currently registered with the following states. If you are hiring a staff or faculty member to work in a state other than the ones listed below, please contact Human Resources and Payroll so they can begin the registration process.

  • Arizona
  • Arkansas
  • California
  • Colorado
  • Colorado - Denver
  • Connecticut
  • District Columbia (D.C.)
  • Georgia
  • Idaho
  • Indiana
  • Iowa
  • Kentucky
  • Louisiana
  • Maryland
  • Massachusetts
  • Michigan
  • Minnesota
  • Missouri
  • Missouri - St Louis
  • Nebraska
  • New Jersey
  • New York
  • North Carolina
  • Ohio
  • Ohio - Cleveland Heights, Upper Arlington
  • Ohio - Dayton City
  • Ohio - Montgomery City
  • Oregon
  • Pennsylvania
  • Pennsylvania – Ashton Township
  • Rhode Island
  • South Carolina
  • Virginia
  • Wisconsin

The following 9 U.S. States do not levy a state income tax, however, Human Resources must be notified if an employee is living and working in one of these states in order to stop withholding Illinois State Tax:

  • Alaska
  • Florida
  • Nevada
  • New Hampshire
  • South Dakota
  • Texas
  • Tennessee
  • Washington
  • Wyoming

Questions may be directed to the following departments.

Payroll Services - kronoshelpdesk@luc.edu

Human Resources - hr-payroll-processing@luc.edu

https://www.luc.edu/finance/outofstateemployees/#d.en.272093