Windstar Update

1
Windstar Update Discussion

• Spring Finance Conference
• Greensboro, NC
• May 5, 2005

2
A Review of the Issue

• The State of NC was out of compliance with
  federal tax withholding and reporting
  requirements for foreign nationals
• OSC purchased the Windstar software to assist in
  tracking, withholding and reporting according to
  IRS rules
• Based on survey responses submitted to OSC, 29
  colleges were selected to receive the software on
  campus

3
A Review of the Issue (contd.)

• User training was held 2/15-16 for the colleges
  receiving the software
• Colleges receiving the software must establish
  policies and procedures for using Windstar
• Colleges receiving the software must establish
  the internal workflow between Human Resources,
  Student Services and Accounts Payable

4
A Review of the Issue (contd.)

• 29 colleges will be managed centrally through the
  system office and via the internet
• Colleges managed centrally have submitted initial
  information and need training on the internet
  tool, FNIS (Foreign National Information System)

5
Colleges Managed Centrally

• It is the colleges responsibility to gather all
  data to be tracked through Windstar
• maintain copies of visas, I-9, and all other
  supporting documentation
• Report that data through the web interface FNIS
• use the FNIS Data Gathering Form to gather the
  information for input into the web interface.
• Anytime a college identifies a foreign national
  to be compensated

6
FNIS Initial Setup

• Complete the FNIS Information Spreadsheet and
  submit via email to the System Office to
  vanmetrek_at_nccommunitycolleges.edu
• The System Office will set up the initial records
  and advise the agency contact via email to enter
  the data in FNIS

7
FNIS Information Spreadsheet
8
FNIS Data Gathering Form

• Use this form to gather information for each
  foreign national employee, contractor, or vendor
  that must be tracked in the Windstar Tax
  Navigator
• The information gathered on this form will be
  used to enter the data into the Foreign National
  Information System (FNIS) to be uploaded into Tax
  Navigator

9
FNIS Data Gathering Form
10
FNIS Data Entry

• Access website fnis.windstar.cc/nccco

11
FNIS Data Entry
12
FNIS Screens
13
5 Data Entry Screens

• Basic Information
• name, SSN, other IDs
• Individual Information
• date of birth, marital status, dependents,
  telephone, fax, email, date first entered US
• Address Information
• USA address, foreign address

14
5 Data Entry Screens

• Additional Information
• passport citizenship country, passport number
  expiration, tax residence country,
  self-employment information, other yes or no tax
  questions
• Visa/Immigration Status History
• activity within the last three calendar years in
  a list format

15
Step 6 - Confirmation
16
Immigration Status Data
17
Immigration Status Data
18
FNIS Initial Setup (contd)

• The college will print the data sheet, have it
  signed by the authorized signature and then
  submit the signed copy to the System Office
• The data will then be loaded into Tax Navigator
  for the Substantial Presence Test (SPT) and any
  applicable forms will be generated
• Any forms generated will be returned to the
  college via email for printing, signatures, and
  distribution

19
FNIS Tax Navigator Processing

• For each individual added to the system for
  tracking, initial payment information must to be
  submitted on the Foreign National Payments Form
  (Excel spreadsheet)
• This form will be submitted by the college on a
  monthly basis to update the payment information
  in the Tax Navigator

20
Foreign National Payments Form
21
FNIS Tax Navigator Processing

• 1042Ss will be printed and sent to the college
  for distribution at the end of the year
• A 1042S report will be electronically filed with
  the IRS in March of each year

22
Next Steps

• Further define policies, procedures and forms
• all parties - students, employees, vendors,
  college contacts, college authorizations
• Obtain all FNIS Information spreadsheets from all
  colleges managed centrally
• Set FNIS training dates for colleges managed
  centrally
• Address training needs and other concerns of the
  colleges with the software on campus

23
Next Steps

• Establish ways to monitor compliance by the 29
  colleges with the software on campus
• Verify IRS Transmitter Control Codes
• System Office must acquire a TCC via Form 4419
  for the 29 colleges managed centrally
• Colleges with the software on campus must obtain
  a separate TCC for filing Form 1042-S

24
Discussion

• Questions Answers