ALIEN INFORMATION REQUEST FORM

Table of Contents:

• Purpose
• General Information
• Exhibit and Instructions
• Form Requirements:
  • Accessing GURU Forms
    • Web-based Documents
    • Converting Web-based Documents to PDF Documents
  • Exceptions
    • Combining PDF Documents
  • Applying Digital IDs on PDFs (general instructions)
  • Clearing Fill-and-Print Form Field Entries
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

---

Purpose:

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.

General Information:

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 I-94 print-out from Homeland Security, OR the I-94 Record (the small white card contained in the passport), OR 797 Notice of Action document showing visa status and duration of stay if extension or change in status was obtained without leaving the USA
• DS2019 - All J-1 visa holders must provide along with the Alien Information Request form.
• Photocopy of your EAD (Employment Authorization Card) J-2, H-4 or G-4 visa holders and alien individuals seeking political asylum in the USA, DACA - Deferred Action for Childhood Arrivals, etc.

The valid version for use is dated 2021July30.

Exhibit and Instructions:

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:

Alien Information Request Exhibit

Form Requirements:

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.

Accessing GURU Forms:

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.

Web-based Documents:

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).

Converting Web-based Document to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF of this document:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

• Click the download icon located in the upper right-hand corner of the web-page
• Select a location to save the document where you will be able to locate the document
• Click Save
• The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
• Click the "Always open with system viewer" option
• The form now opens as a PDF and can be completed
• All PDF files will now open in a separate window in Adobe

Exceptions

Combining PDF Documents

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:

• Click on the appropriate form in GURU
• Complete the fill-and-print boxes on the web-based form
• Click the printer icon located in the upper right-hand corner of the screen
• Change Destination to Microsoft Print to PDF using the drop-down arrow
• Click Print at the bottom of that panel
• Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
• Click Save

Repeat this process for each document that will be combined (each file name must be different from the previous)

• Now, open one of the completed PDF documents and on the far right select combine files
• Click Add Files and select the files to be combined
• Click Combine
• The new document will have the title "Binder," change the name of the document and Save

Applying Digital IDs on PDFs (general instructions):

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.

1. Download the Alien Information Request Form
2. Complete all fill-and-print form fields
3. Once the form is completed, click in the signature form field and either:
   • select your digital ID and click continue, or
   • create your digital ID, select your digital ID, and click continue
4. Review the information in the appearance box and click sign
5. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
   • the file name will contain the name "alien-information-request-form" in the file name field, add a dash and your last name - first-name (no spaces and all lower case (i.e., -smith-joseph) to the end of the file name (alien-information-request-form-smith-joseph)
   • choose a location to save the file where you will be able to locate/retrieve this saved version
   • click save
6. Close the form version appearing on your screen
7. Open the version containing your last name saved in the previous steps
8. Verify that the digital ID appears on the document
9. Close the document and upload into WorkLion for processing, following the instruction on the Foreign National Employee Information page on the Payroll website

NOTE: The Alien Information Request Form contains personally-identifiable information (PII). DO NOT send as an attachment to an email.

Clearing Fill-and-Print Form Field Entries:

This form has the "Clear Form" bookmarks enables. To clear all form field entires:

• If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of the screen to reveal the column
• Click "Bookmarks" (looks life a ribbon)
• Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.

Number of Copies and Ultimate Distribution:

*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.

Where to Send Completed Forms:

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
Payroll Department
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.

Contact Information:

For questions, additional details, or to request changes to this form, contact the Payroll Manager.

Cross References:

• Policy AD35 University University Archives and Records Management
• Policy AD95 Information Assurance and IT Security
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility

---

(2/3/2022)