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Best Practices for Tracking NRA Employees

  • 1.  Best Practices for Tracking NRA Employees

    Posted 02-26-2026 12:11 PM

    Hi.  We are evaluating our internal processes and tracking our non-resident alien employees (F-1, J-1, F-1 OPT, USMCA).  We are looking to see what other community colleges and universities are doing for best practices in tracking this information.  Key information, days in the USA, landing card dates, visa expiration, tax collections requirements/parameters.  Any information you could share would be greatly appreciated.   Are you outsourcing to a third-party or tracking it all internally?

    Thank you,



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    Kat Andrew
    AVC of Finance
    Metropolitan Community Colleges Administrative Center System Office
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  • 2.  RE: Best Practices for Tracking NRA Employees

    Posted 02-27-2026 02:35 AM

    Hello Kat,

    We use a third party called Arctic International. It has been very effective for the past 10 years we have been using them.

    Thank you,

    Nnenna Ikwuagwu



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    Nnennaya Ikwuagwu
    Director Payroll Services
    The University of Texas at San Antonio
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  • 3.  RE: Best Practices for Tracking NRA Employees

    Posted 02-27-2026 06:45 AM

    We also use Arctic International's Glacier product to track this.   



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    Tracy Berman-Kagan
    Controller
    American University
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  • 4.  RE: Best Practices for Tracking NRA Employees

    Posted 02-27-2026 07:48 AM

    We have been using OneSource Tax Navigator to track.  We have been using for over 15 years and it has been very effective.  We have an interface between it and our payroll systems for applying the correct withholding and treaty benefits to our non-resident alien employees.



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    Susan Clark
    Sr Director of Tax
    Emory University
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  • 5.  RE: Best Practices for Tracking NRA Employees

    Posted 02-27-2026 08:28 AM

    Hi Kat,

    We have been using Sprintax software since 2022 and I love it.  It tracks all the items you stated and at year end the information transfers to the tax side for the students to prepare their tax returns.  I started working with NRAs in 2022 and Sprintax has been there to answer every question I have regarding why the system did or didn't do as I expected.  They have been there to explain the reasoning behind their analysis so that I could understand and grow in my knowledge base.  I highly recommend Sprintax.  Plus our students really appreciate the website and 24/7 assistance when needed.  



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    Reina Moseley
    Tax Manager
    Elon University
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  • 6.  RE: Best Practices for Tracking NRA Employees

    Posted 02-27-2026 11:12 AM

    Hello Kat, 

    We been using Arctic International since 2007.



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    Nang Xiong
    Tax Compliance Analyst
    University of California, Davis
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  • 7.  RE: Best Practices for Tracking NRA Employees

    Posted 02-27-2026 02:46 PM

    I've used Artic International in the past and its really good, we now use Spintax and as a double check to track the treaties and withholding for 1042' purposes and even just to assess the individuals we use a SmartSheet that helps us track the individual and the withholding and payments. 



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    Alberto Contreras
    Director, Accounts Payable & Travel
    California State University, Fullerton
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  • 8.  RE: Best Practices for Tracking NRA Employees

    Posted 03-06-2026 02:17 PM
    Edited by FRANK GASHI 03-06-2026 02:17 PM

    Hi Kat, We previously used Arctic, but switched to Sprintax Calculus because it allows campus admin access to records, offering more flexibility. Sprintax Calculus also provides modular reports, customizable filters, Single Sign-On access, and integration with major ERP systems, which has streamlined our processes. We considered OneSource Tax Navigator, but it required extra IT resources for hosting.  I'm not sure if they've migrated to a cloud-based model these days, but that was a consideration for us at the time.

    Best of luck in your search! 



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    Frank Gashi 
    OHRM University Payroll 
    The City University of New York (Central)

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  • 9.  RE: Best Practices for Tracking NRA Employees

    Posted 03-09-2026 11:05 AM

    Hi Kat - We use Arctic/Glacier. We are considering looking at other options, such as SprinTax. I definitely think Arctic has the expertise to answer any question that arises. However, the platform itself is inefficient in my opinion. It requires alot of action/attention from an administrative standpoint. Additionally, they don't have a state filing solution for NRAs. They do partner with SprinTax in this regard, but don't believe it integrates so the NRA has to re-enter everything. We are considering looking at other Happy to discuss further. tcatrett@southalabama.edu



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    Lewis Catrett
    Director, Tax Accounting and Special Projects
    University of South Alabama
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  • 10.  RE: Best Practices for Tracking NRA Employees

    Posted 03-10-2026 08:40 AM

    Hi Kat, We have migrated to Sprintax about an year ago here at the GWU.  It has been work great for us.  Feel free to reach out if you need any further information.



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    Sonia Singh
    Managing Director
    The George Washington University
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  • 11.  RE: Best Practices for Tracking NRA Employees

    Posted 03-10-2026 09:25 AM

    Hi Kat - 

    We just switched from using Artic/Glacier to Sprintax this year. Both are effective solutions, but we were having some issues with customer service/responsiveness from Glacier. Sprintax's team has been great and my teams seem to like the Sprintax interface and ability to query much better. 



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    Jacquelyn Martin
    Assistant Controller
    Rensselaer Polytechnic Institute
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