NOTE: Google Chrome must be used to access the GURU website and for completing/downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edger browsers do not support all features required for PDF fill-and-print functionality. substitutes for an approved official University form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.
All individuals who are not citizens of the United States are required to complete an Alien Information Request form as an on-boarding task with HR Shared Services (HRSS). This form allows Penn State to collect information for U.S. tax withholding purposes regarding an individual's employment, immigration category, and the primary reason the individual is in the U.S.
This form is to be used only to enter non-U. S. citizen employees into the University payroll system.
The Foreign National page on the Payroll website provides a list of required documents and a link to upload the required Foreign National documents using the WorkLion Inquiry system.
An Alien Information Request Form is required to be submitted to Payroll. If either box 1 or box 2 is select in Part III of the Alien Information Request Form, an IRS form W-9 is also required.
Photocopies will be accepted for any of the following forms:
The valid version for use is dated 2021July30.
This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF documents for details. See Applying Digital IDs on PDFs (general instructions) for instructions on adding signatures.
For step-by-step instructions on completing the Alien Information Request form, click on link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF Forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.
The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.
Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting Web-based Documents to PDF Documents section).
There are two (2) options available to download forms:
Option 1 - To create a PDF of this document:
Option 2 - To change system settings to always open documents with Adobe:
There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:
Repeat this process for each document that will be combined (each file name must be different from the previous)
NOTE: Once a digital ID has been applied to a document, it is considered an "approved" document and it is not possible to make any revisions to the form. DO NOT apply any digital IDs until the document has been completed and is ready to be approved.
NOTE: The Alien Information Request Form contains personally-identifiable information (PII). DO NOT send as an attachment to an email.
This form has the "Clear Form" bookmarks enables. To clear all form field entires:
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.
|Document:||Ultimate Distribution:||Retention Periods:||Disposition Method:|
|Original||Payroll via HR Shared Services (WorkLion)||End of calendar year +7 years after date of final pay||Paper document = Secure Bin disposal or shred
Electronic document and data = delete and empty computer recycle bin
|Employee Copy*||- - - - -||- - - - -||Electronic document and data = delete and empty computer recycle bin|
*Transitory Copy - The copy created during the application of the digital ID process and/or a copy retained by the employee are considered "transitory" copies. Transitory/Disposable Records are University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule. This document contains personally identifiable information as define in Policy AD95 Information Assurance and IT Security and must be destroyed beyond recovery.
Please UPLOAD all required forms and documents (see the Foreign National Employee Information page for complete details) into WorkLion.
Hard-copies may be mailed to:
The Pennsylvania State University
120 S. Burrowes Street
101 James M. Elliott Building
University Park, PA 16802
NOTE: The Alien Information Request form contain Personally Identifiable Information (PII). DO NOT send the forms as an attachment to an email. Uploading documents into WorkLion is safe and secure.
For questions, additional details, or to request changes to this form, contact the Payroll Manager.