International Employees Income Tax

Sprintax Calculus

Sprintax Calculus is an international taxation website used by the University of Kansas to determine foreign national tax status.  Sprintax Calculus determines if the foreign national is eligible for withholding exemptions and/or tax treaty benefits, as well as providing the University with other necessary tax information.

After a new international employee has been entered into HR/Pay, an email from Sprintax Calculus (noreplay@sprintax.com) will be sent to the employee instructing them on how to log onto the site.

 

Important Notice: Sprintax Calculus is a free program with no cost to complete the profile.  There is no need for a Payor EIN or fee.  If you see this, you were redirected to a different Sprintax program.  Sprintax Calculus is not the same program as Sprintax Returns or Sprintax Forms.  

 

Please Note: Sprintax Calculus is used by various financial departments at the University of Kansas.  It is important to direct your paperwork and questions to the requesting department.

  • Employee/Payroll: Payroll Office; Carruth O'Leary, Room 7
  • Grants/Scholarships/Fellowships: Student Accounts & Receivables; Carruth O'Leary, Room 20
  • Awards/Contractual Services: Payables Office; Carruth O'Leary, Room 20.

Completing Your Withholding Forms

Nonresident Aliens for U.S. tax purposes must fill out their tax forms as indicated below:

  • K-4 (Kansas Withholding) claiming single with one allowance (regardless of marital status) and writing NRA on the dotted line on line 5.
  • W-4 (Federal Withholding) must be filled out claiming single and writing NRA or Nonresident Alien in the space below Step 4(c).

NOTE: Sprintax Calculus may provide other tax information, such as treaty information or additional withholding allowances. The marital status on the W-4 and K-4 are for tax purposes only regardless of your true marital status.

If you are a Resident Alien for U.S. tax purposes and need help filling out the W-4 (Federal Withholding) and K-4 (Kansas Withholding) forms, please contact a tax advisor for assistance. Student employees can contact Legal Services for Students for assistance. The Payroll Office cannot give advice about how to fill out any tax forms.

Social Security and Medicare Taxes (OASDI/MED)

Nonresident Aliens who are in the United States on a J-1, F-1, M-1 or Q-1 Visa are usually exempt from Social Security (OASDI) and Medicare (MED) taxes.

Nonresident Aliens who are in the United States on an H1B, TN, O1 or J2 Visa are usually subject to Social Security and Medicare taxes.

Unemployment Insurance is paid by KU.

Filing Your Income Tax Return

An income tax return is a form used to report income, withholding taxes, expenses, and other tax information. Tax returns are filed with the IRS (Internal Revenue Service) and/or with the state Dept of Revenue. Tax returns are filed annually, at the beginning of each new calendar year and are typically due by April 15th. You cannot file a tax return before the completion of the tax year. For example: Tax return for 2024 is filed between January 1, 2025 and April 15, 2025.

Tax Documents for Filing a Return

W-2 Form

The W-2 form is issued to employees of The University of Kansas through The State of Kansas.  See our W-2 page for instructions on accessing your W-2.  W-2s are not issued until January, after the completion of the tax year.

1042-S Form

The 1042-S Form is only sent to employees who have a tax treaty that was honored through the Payroll Office. It will be mailed to your address on file with Human Resources between February and March.

Submit Documents to Payroll

  • Secure Email to payroll@ku.edu
  • SAR/Payroll Dropbox
  • Postal Mail or Campus Mail
  • In Office

Secure Email

Encryption: KU departments, faculty, staff, and graduate research or teaching assistants are eligible. Visit the KU IT email encryption page for further assistance or contact KU IT Customer Service Center at 785-864-8080 or by email at itcsc@ku.edu.

File Share from OneDrive: Both KU contacts and external contacts can securely share files through OneDrive for Business or Sharepoint Team Sites by granting permissions within OneDrive.

KU students, faculty, staff, and departments are eligible for a free download of Office 365 for home use through KU, which includes OneDrive for Business.

 

DropBox

If you simply need to give us documents, you may use the Student Accounts and Payroll dropbox. The dropbox is a depository located on the east side of Carruth O'Leary, built into the back of the building on the loading dock. The depository door needs to be pulled down until you see a space open. Drop the envelope in the space, and push the door up all the way to close.

  • All documents must be labeled Payroll.
  • It is best that documents are in an envelope, otherwise please staple, clip, or fold so they stay together in the dropbox.
  • No more than 10 pages should be deposited to avoid obstructing the dropbox opening and chute.

 

Postal Mail or Campus Mail

KU Payroll

Carruth O'Leary

1246 West Campus Rd, Room 7

Lawrence, KS 66045

 

Office Hours

KU Payroll is available for in-person services during office hours.

9:00am - 3:00pm, Mon - Fri

Please contact us by phone at 785-864-4385 or by email at payroll@ku.edu to schedule an appointment outside of these hours.