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Temporary Payroll ID Instructions

Temporary payroll ID numbers are assigned in order to payroll international individuals while awaiting the issuance of either a social security number or an individual taxpayer identification number.

Social security numbers are assigned to most all international faculty, students, etc. that are payrolled by the University. Individual needing social security numbers must apply at the local Social Security Office at 6011 Odana Road.

An Individual taxpayer identification number (ITIN) is assign by the Internal Revenue Service to individuals that receive payroll payments through the UW payroll system, however, do not have an employer-employee relationship as defined by the IRS. These individuals have appointments as Scholars, Fellows, Advanced Opportunity Fellow, Post Doctoral Fellow or Trainee, Graduate inter/Trainee, or Trainee. Individuals required to obtain an ITIN number must apply at the Office of Human Resources, 21 N Park Street, Suite 5101.

Related information can be found on our web at:

http://www.bussvc.wisc.edu/ecbs/itx-ssn-itin-requirements-uw1370.doc

http://www.bussvc.wisc.edu/ecbs/itx-ssn-itin-app-process-uw1369.doc

Procedures for Issuance of Temporary Payroll ID

  1. Before requesting a Temporary Payroll ID number, use CNAM to look up the individual to see whether the individual has an existing record with an existing social security number or an ITIN number.
  2. If no record exists, complete the online Temporary Payroll ID Request form:
    1. Indicate whether the individual is in a "0" dollar appointment--if so the Processing Center will not expect that a social security number or ITIN number will be assigned.
    2. Indicate the UDDS of the department to which a copy of form UW1046 should be sent.
    3. Indicate whether the employee is going to be physically present in the U.S. or whether the person will be physically present in the U.S. while on the U.W. Payroll.
    4. Indicate the individual's appointment title.
    5. Provide the individual's local address. Employee Compensation and Benefits Services will be sending information directly to the individual advising of the process for applying for a social security number of an ITIN number.
  3. Click on the "Send" button and your request will be forwarded electronically to Employee Compensation and Benefits Services. If at any point you click on the "Clear Form" button, all information that has been entered on the form will be deleted.
  4. Upon clicking the "Send" button, you will receive a screen listing the information you submitted. You may want to print this page for your files.

Service Center Instructions:

  1. Use CNAM to check that there has not been a Temporary Payroll ID number assigned previously.
  2. Use W4EN to assign a Temporary Payroll ID Number.
  3. If the requestor indicates that the employee will be payrolled, process as follows:
    1. If the individual's appointment is a Post Doctoral Fellow or Trainee, Graduate Intern/Trainee, Fellow, Scholar, Trainee or Advanced Opportunity Fellow, send the individual template letter UW1367, requesting that the individual apply for an ITIN number.
    2. If the individual's appointment is other than above, send the individual template letter UW1046, requesting that the individual apply for a social security number.
  4. Send a courtesy copy of either UW1367 or UW1046 to the department payroll and benefit coordinator. The UDDS of the department payroll coordinator is indicated on the Temporary Payroll Identification Request.

Department/Division Instructions: If the individual reports their social security number to your office, indicate the number on your courtesy copy of UW1046 and send the information immediately to Office of Human Resources, 21 N Park Street, Suite 5101, Madison, WI 53715.

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