Payroll FAQ

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When is my payday?

If you are paid bi-weekly, you be paid every-other Friday. If you are paid monthly, your payday is the last working day of the month. Please refer to the Pay Calendars for more information.

Why is money being taken from my total pay?

Money taken out of your account is either due to deductions or mandatory garnishments. 

Deductions taken from your paycheck before taxes include:

  • Medical, dental, and vision plan premiums you have elected to purchase 

  • Required retirement contributions to the Alternative Retirement Plan (ARP), Ohio Public Employees Retirement System (OPERS), or State Teachers Retirement System (STRS) 

  • Voluntary contributions to 403(b) and 457 Supplemental Retirement Accounts 

  • Voluntary contributions to Flexible Spending Account(s) 

  • Fees for campus parking passes purchased 

  • Other deductions (i.e. pre-tax retirement service credit purchases) 

Deductions taken from your paycheck after taxes include: 

  • Union dues 

  • Charitable donations you choose to make through payroll deductions for the Campus Campaign, the Community Charitable Drive or other charity drives 

  • Savings bonds you elect to purchase 

  • Voluntary contributions you make to your Credit Union of Ohio Account 

  • Life insurance you choose to purchase 

  • Other deductions (i.e. after-tax retirement service credit purchases, contributions you choose to make to College Advantage)

Taxes taken from your paycheck as deductions:

  • Federal 

  • State 

  • Local 

  • School Tax

  • Medicare
    Note: university employees do not pay into Social Security. However, university employees hired after 4/1/86 are required to pay the medicare portion of Social Security.

Garnishments include:

  • Child Support - The appropriate County Child Support Enforcement Agency or court will send the university an order if you have had a new child support order filed or a change on a current order. 

  • Chapter 13 Bankruptcy - This type of garnishment stops all creditors that are listed in your filing agreement with the Chapter 13 Trustees from garnishing your checks (stops creditor garnishment only). 

  • Creditor Garnishment - Any Court, Civil Court or Common Pleas Courts can require the university to garnish your paycheck as a result of a court judgement. 

  • IRS Tax Levies - The Internal Revenue Service (IRS) can garnish your paycheck for tax levies the IRS has filed for any purpose such as taxes owed for property and back taxes. If you are married, the filing may be made on whichever person is employed by The Ohio State University. 

  • Student Loan - The Student Loan Guarantor sends notification to garnish your paycheck if you are in default on your student loan. 

  • Consumer Credit Counseling - This is a contractual agreement between you, the debtor, and creditors, to pay an agreed upon amount either monthly or biweekly. 

  • IRS Payroll Deduction Agreements - This is a contractual agreement between you, the debtor, and creditors, to pay an agreed upon amount either monthly or biweekly.

My paycheck has been mailed and I have not received it. What can I do?

If your paycheck has been returned to the university you will receive an e-mail notification. After 5 business days, you can log into Employee Self Service, Time and Pay – Other Payroll Information, and complete the Reissue Check Request.

How do I change my address?

Current Employees

Update your Home/Mailing Address via Employee Self Service (ESS), using your name.#, password and BuckeyePass method

  1. Click on “Personal Information Summary”

Personal Information Summary

  1. Click on “Change Home/Mailing Addresses”

Change Home/Mailing Address

 

  1. Click on the pencil icon on the Home/Current line.

pencil icon

 

  1. Type in your new address.  Include apartment or unit number, if you have one, on Address Line #1.  The Address 2 & Address 3 lines should only be used when entering a non-USA address.  Then click “Save”.

edit home/current address

 

Former employees

If you are within 60 days of your last day, you can still access ESS and use the instructions above.  If you have been separated from the university for more than 60 days, please contact Payroll Services at 614-292-2311. For more information, see What do I do if my paycheck has been returned to Ohio State.

What do I do if my paycheck has been returned to Ohio State?

If you are an active employee, please see instructions under How do I change my address. Once you have updated your address, please email the Payroll Services office to report that you have updated your address for the returned paycheck. Payroll Services will then mail the paycheck to the updated address.
 
If you no longer are employed by the university, please complete the Address Change Form for Returned Paychecks and email it to BF-CTL-PR-Accounting@osu.edu for updating. Once updated, Payroll Services will mail your check to the updated address.

What should I do if I forget my password or am having trouble logging in?

Visit my.osu.edu to validate or reset your Ohio State password. If you are still unsuccessful contact 614-688-HELP for assistance.

Direct Deposit

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How do I sign up for Direct Deposit?

Go in Employee Self Service at eprofile using your name.# login and password. Click on Direct Deposit.  Instructions for setting up your direct deposit can be found here: Direct Deposit Instructions.   

How do I know when my payment has been deposited?

Your payment is made available to you the morning of payday.  Your pay stub will be available for you to review in Employee Self Service at: eprofile several days prior to pay day. 

When do I have access to my money?

Your net pay will be deposited by the opening of business on the morning of payday and, unlike a paper check, the full amount deposited is immediately available in your account

How often will I have a problem with Direct Deposit?

Problems with Direct Deposit are rare since your payment is sent electronically to your banking institution. 

What happens if I change banks?

Log in Employee Self Service at eprofile.  Click Direct Deposit. On the Direct Deposit screen, click the edit button beside the account/s you need to change and/or delete.  Detailed instructions can be found at Direct Deposit Instructions.

What account will my reimbursement from the Travel Office be deposited to?

Reimbursements issued by the Travel Office are direct deposited into the account you designated as your Balance of Net Pay. 

What does "deposit order" mean?

Order of deposit is meant for those with multiple deposit accounts and is the order in which you want your pay deposited into your accounts. 

For example, say you want 10% of your pay deposited into your savings account and the balance / remainder of your pay deposited into your checking account.  You would set up the deposit order as follows (1 is the first account processed):

Deposit Order

Account Type

1

Savings

999

Checking

 

What does "balance of net pay" mean?

The term "balance of net pay" means that if you have only one account set up for direct deposit, the full amount of your pay check will be deposited into that account.   If you have multiple accounts set up, this is the last account your check will be deposited into on pay day. 

What does priority 999 mean?

This is the highest number the system can take, so this account will be processed last with the balance of your paycheck if you have multiple accounts. If you have only one account, then your full check will be deposited to this account.

If I terminated my employment and was later rehired, will my direct deposit information still be active?

Your direct deposit information is inactivated ninety (90) days after you terminate your employment with the university.

How many Direct Deposit accounts can I have?

You can elect to have your pay direct deposited in up to ten (10) accounts.

Can Payroll take money out of my account?

Generally, no.  However, if Payroll pays you too much (e.g., you were paid for too many hours or we sent two deposits to your account for one pay period), Payroll can reverse the incorrect payment, without notifying you, within five business days of making the payment.

Why do some employees on direct deposit have their money earlier than others?

Some institutions post funds to accounts at the beginning of the bank's business day, while others post the funds in the afternoon. 

What happens if I closed my bank account, but didn’t cancel my direct deposit or notify payroll?

The financial institution will return the money to Ohio State, usually within 2 - 4 business days as "account closed." Payroll Services will inactivate the direct deposit account and reissue the payment.  Before an account is closed, the employee should update their direct deposit information on Employee Self Service and contact the Payroll Office immediately if payday is a few days away.

Can I set up my direct deposit before my hire date?

No, you must wait until your hire date to set up your direct deposit. 

Can I still get paid without having direct deposit set up?

Yes.  if you don’t have direct deposit set up, the system will automatically issue you a paper check that will be mailed the day before payday to your home address listed on Employee Self Service.

If I have direct deposit set up on BuckeyeLink for student financials, do I have to set up direct deposit on Employee Self-Service for my paycheck?

Yes, there are two separate systems, so you need to set up your direct deposit information in both places.

Why has my direct deposit stopped working?

If you have not been paid for 90 days, your direct deposit is automatically stopped. If this is the case, you must reactivate your direct deposit through the Direct Deposit section of Employee Self Service.

How long does it take for direct deposit to take effect?

Once you submit your bank information through the Employee Self Service web site, direct deposit should be fully processed within 1-2 weeks.

Can I stop this week's direct deposit?

Depending upon how soon your next payday occurs, we may not be able to stop the direct deposit. Please contact Payroll for assistance.

Employee & Dependent Education Assistance

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Are Graduate classes for employees taxable?

Yes. Any graduate tuition assistance fees paid by the university in excess of $5,250 per calendar year is taxable based on your current W-4 exemptions.

Are Graduate classes for dependents taxable?

Yes. All graduate classes for dependents are taxable. There is no exempt amount for dependent tuition benefits.

Are Undergraduate classes taxable for dependents?

If the dependent cannot be claimed on the employee’s current year federal tax return, then undergraduate dependent tuition is taxable.

Are Undergraduate classes taxable for employees?

No. Undergraduate classes are not taxable, unless the employee is a graduate level student taking undergraduate courses.

How do employees sign up for classes?

Review the Faculty & Staff Tuition Assistance guidelines on the Human Resources website and University Registrar’s website.

How do employees sign up their dependents for classes?

Employee fills out an on-line application from Human Resources website, retirees must fill out a paper form from Human Resources.

Do employees have to fill out an application to be eligible for classes?

No application is required for employees. They may register for classes on the University Registrar’s website.

If an employee disagrees with the amount they are charged for fees, who do they notify?

Employees may notify University Bursar at bursar@osu.edu or call 614-292-1056 

If the classes I am taking are a job requirement, do I have to pay taxes?

If you are a graduate student taking classes, you must pay taxes on any education assistance received over $5,250 per calendar year.

Garnishment

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There is a garnishment listed on my paycheck. Who do I contact if I have questions?

Email a request for additional information to Garnishments@osu.edu.  Please include your employee ID number and the amount of the garnishment deducted from your most recent paycheck.   

Why wasn’t I notified about this garnishment?

You should have received a notification from the court or agency of the garnishment filing and an email notification from Garnishments@osu.edu from Ohio State.

You can request a copy of the paperwork by sending an email to Garnishments@osu.edu.  Copies of the paperwork will be mailed to your home address listed on Employee Self Service.  Due to privacy restrictions, we cannot email the paperwork to you. 

Will you garnish my wages every paycheck?

Yes.  Each pay will be garnished until we receive a Release from the court.

How much will be deducted from my check because of the garnishment?

  • Child support: The amount is set by the child support agency
  • Bankruptcy: The amount is set by the court and approved by the employee
  • Student Loan repayment: 15% of your disposable earnings (gross wages minus all taxes)
  • Writ of Garnishment: 25% of your disposable earnings (gross wages minus all taxes)

Can I reduce the amount coming out of my check each pay?

The amount is set by the court or agency that manages the garnishment.   You would need to contact the agency or the creditor’s attorney to discuss arrangements to reduce your payment amount.

I have paperwork related to my garnishment that needs sent to the payroll department, where do I send it?

The paperwork can be faxed to the payroll department at 614-688-3640.  

My child just turned 18. Why hasn’t my child support stopped?

Once your child turns 18 and/or graduates from high school, the child support agency does an audit to make sure all the required payments have been received.   After the audit is complete, the agency will send a release to the Ohio State payroll department.  You can also contact your case worker several months before your child turns 18 and/or graduates from high school to request an audit. 

Relocation

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Who is eligible to be reimbursed under the Relocation Policy?

The reimbursement for relocations is for new regular faculty and staff. A fellow or student is not considered a faculty or staff member and therefore does not qualify for reimbursement for relocation.

What should the letter of offer contain that pertains to a relocation reimbursement?

The letter of offer needs to specify the payment option selected, for example cash advance or reimbursement of expenses.  The letter of offer also must be attached to the relocation reimbursement and contain a dollar figure stating the maximum amount for the payment option.

What needs to be submitted for a relocation reimbursement?

The relocation reimbursement should have:  Relocation Request, Relocation Check Request, Letter of Offer, a copy of direct bills, map quest or proof of mileage for any reimbursements, receipts for all expenses listed on the relocation request, with meals being the exception.  We will accept charge card statements or bank statements for expenses when the actual receipt is missing. 

Do I need separate relocation requests and relocation check requests for each submission?

You will need a separate relocation request for each type of reimbursement, but all the relocation requests can be added together onto one relocation check request.  Example:  a relocation request for the house hunting trip & the actual move, then a separate relocation request for temporary housing.  These can be combined together as one relocation check request.

Where do I send my completed relocation reimbursement request?

You can fax, mail or scan the completed reimbursement request to the Payroll Office. 

Fax: 614-688-3640

Scan/email to: taxoffice@osu.edu

Mail to:

901 Woody Hayes Drive, 2nd floor

Columbus, OH  43210

What is the per diem rate for lodging?

The reimbursement for lodging uses the ZIP code of the hotel, based on the U.S. General Services Administration.  

What is a non-qualified expense?

A non-qualified expense is a taxable expense to the employee.  Ohio State will reimburse the expense, but taxes will be withheld.  An example: All house hunting costs are non-qualified expenses and will be taxed.

Is a cash advance taxable?

Yes, at the following supplemental rates:

  • Federal - 25% 
  • Medicare - 1.45%       
  • State - 3.5%    
  • Local - 2.5%

Would a rental car be reimbursable if I sell my personal vehicle before or during my move?

An economy rental car can be reimbursed for the move only.

Are there items that cannot be reimbursed?

We cannot reimburse for

  • alcohol
  • tips
  • loss of security deposits
  • setting up of appliances
  • family and/or friends helping out on the move
  • or storage of household goods for longer than 30 days.

Do meal receipts need to be kept for reimbursement?

Meals are paid at per diem rates. All members of the family that are listed on the relocation request and are part of the household before and after the move can be reimbursed for meals. 

Can part of the house hunting be considered a business trip and not be taxed when reimbursed?

Yes, only the days that are actually spent on business can be reimbursed without being taxed.  Those days or expenses would need to be submitted thru the travel dept.

Can a relocation be reimbursed after the one year deadline has expired?

Yes, we can reimburse the relocation if a valid reason is listed or the delay has been noted in the letter of offer.

Social Security Number

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Why do I need a social security number?

A nonresident alien must obtain a social security number only if he / she is engaged in a trade or business in the U.S. and will be required to file a U.S. tax return.  A social security number is also needed to invoke your tax treaty.

Where do I go to get a social security number?

You can go to a social security administration office near you or visit the Social Security Administration website.   

What documents should I bring with me when I apply for a social security number?

You need to prove your identity and work-authorized immigration status by showing your current U.S. immigration documents and your unexpired foreign passport.  Below is a list of acceptable immigration documents: 

  • Form I-551 (Permanent Resident Card, includes machine-readable immigrant visa);

  • Admission stamp showing a class of admission permitting work;    

  • I-94 (Arrival/Departure Record); or

  • I-766 (Employment Authorization Document, EAD, work permit)

Exchange Visitors (J1 or J2):

  • DS-2019 (Certificate of Eligibility for Exchange Visitor Status)

International Students (F1 or M1 student):

  • Form I-20 (Certificate of Eligibility for Nonimmigrant Student)

Do I need to sign my new social security card?

Yes, to make the card valid you will need to sign the social security card in ink.


NONRESIDENT AND RESIDENT ALIENS (NRA)

NRA - General

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What is a Tax Return or Tax Filing? Why Do I Need to File?

Any of your earnings in the United States are subject to applicable federal, state, and local taxes. Filing tax paperwork, such as a tax return, is a reconciliation that compares what you actually paid in taxes throughout the year to what you should have paid in taxes.

Employers and schools are required by law to withhold taxes from your paychecks or taxable stipend payments. If the taxes that were withheld from your payment are higher than what you should have paid, you will get a refund after filing your tax return ("tax refund"). If taxes were not withheld, or insufficient tax was withheld, then you will owe money at the time of filing your taxes. You declare your income and account for the taxes owed on a form or set of forms called a “tax return.” 

Am I considered a Nonresident Alien or a Resident Alien for tax purposes?

A Nonresident Alien is a foreign national on a temporary visa who is not making a permanent home in the United States and is subject to special tax withholding and reporting regulations.  If you are a Resident Alien for Tax Purposes, you are taxed in the same manner as a U. S. Citizen. To determine whether you are a Nonresident Alien or Resident Alien, see IRS Publications 515 and 519. For further questions, go to the IRS website, or call 1-800-829-1040.

Why Is My Tax Status Important?

In order to comply with the U.S. tax laws, your U.S. Tax Residency Status must be determined.  The substantial Presence Test is used to determine whether an individual is a Nonresident Alien or a Resident Alien for purposes of U.S. tax withholding.  Glacier Online Tax Compliance System will calculate your U.S. Residency Status for Tax Purposes based on the information provided by you.

How do I get back the federal and state taxes that were withheld if I have no filing requirement?

You will have to submit federal and state tax returns to obtain a refund of the taxes withheld. 

All of my income was exempt from tax under an income tax treaty with my home country. Do I still have to file a tax return?

Yes. Even if you had no taxes withheld on your income because you were exempt from withholding due to the treaty benefit, you are required to submit a tax return to describe the treaty claim to the IRS.

Which tax forms will I receive at the end of the year?

  • If you have a job, receive a paycheck and don't have a tax treaty benefit you will receive a W-2 at the end of the year.
  • If you have a job, receive a paycheck and do have a tax treaty benefit you will receive a 1042-S at the end of the year. If your tax treaty has a limit, you may also receive a W-2.
  • If you have a reportable stipend or other taxable income and do have tax treaty benefits you will receive a 1042-S.
  • If you did not have a job, but receive a stipend or other taxable income, you will receive a 1042-S.
  • If you have a job and also receive a reportable stipend or other taxable income, and don't have a tax treaty benefit you will receive both a W-2 and 1042-S

NRA - Information Returns

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As a Nonresident Alien am I required to file a tax return with the federal government each year?

Yes, you are required to complete a form and file it with the Internal Revenue Service each year. These returns are due to be filed each year by April 15.  

If you are filing Form 8843 only, the deadline to file is June 15.

I am a Nonresident Alien. How do I know whether I should file a Form 1040NR or a Form 1040NR-EZ?

Form 1040NR-EZ was designed specifically for foreign students and scholars. The first page of the instructions gives the conditions that you must meet to use this form.

They are:

  1. No dependents
  2. Not claimed as a dependent by another U.S. taxpayer
  3. Income consists of only wages, tips, taxable scholarships or fellowships, state tax refunds
  4. No exemption claimed for a spouse if married
  5. Only income exclusions are for student loan interest and nontaxable scholarship and fellowship grants.
  6. Only deductions are for state/local taxes 

What is a W-2, 1042-S, 1099-INT?

These are income reporting forms which are required to be issued by employers and payers to report your  income and taxes withheld if any, to you and the Internal Revenue Service. The IRS uses this information to compare against your tax return to assure that you are reporting your income on your return. The forms report different types of income:

  • Form W-2 is for taxable wages of U.S. citizens, resident aliens, and nonresident aliens. It also includes Medicare wages and taxes which are used by the Social Security Administration for determining future Medicare benefits.
  • Form 1042-S is used for reporting income other than taxable wages to nonresident aliens. (Treaty exempt wages are supposed to be reported on this form with Exemption Code 04.)  The Income Code (IC) indicates the type of income reported on the form such as 16 (Scholarship or Fellowship), 17 (Independent Personal Services), 18 (Dependent Personal Services), 19 (compensation of a teacher or researcher), 20 (compensation during studying or training), 54 (Other Income).
  • Form 1099-INT is for taxable interest. Sometimes banks issue these forms to nonresident aliens who are not subject to tax on bank interest. The fact that a form was issued incorrectly does not make the interest income taxable. 

NRA - Scholarships and Fellowships

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I have a scholarship and all of it goes to tuition. Is this taxable?

No, as long as the organization giving you the tuition scholarship applies it directly to the school’s tuition, it is not taxable. However, if a grantor gives you cash and you then apply it to your tuition, the grantor is supposed to withhold 14% if you are in F, J, M, or Q immigration status and report the cash scholarship on Form 1042-S under Income Code 16.

You can obtain a refund of the amount withheld by filing a Form 1040NR-EZ and reducing the scholarship by the amount of your tuition. You will have to attach a letter from your school or an invoice which shows the amount of your tuition as proof that the cash was applied to your tuition.

Is a scholarship taxable if it is foreign-based?

Foreign nationals who are resident aliens are taxed on worldwide income in the same manner as U.S. citizens, so the source of their income is not relevant.

Nonresident aliens are taxed only on U.S.-source income and income connected to a U.S. trade or business. Therefore, Nonresident aliens are not taxed on foreign-source scholarship and fellowship grants.

A scholarship or fellowship grant is foreign-source if the grantor is a foreign resident, a foreign government, international organization, or if the grantor is a U.S. resident but the educational activity takes place outside the U.S.

I received a Form 1098-T. What is this for?

Form 1098-T reports qualified scholarships and related expenses for purposes of the American Opportunity Credit and the Lifetime Learning Credit.  Nonresident aliens are not eligible for these credits even if they receive a Form 1098-T. The IRS regulations state that, although no Form 1098-T is required for nonresidents, educational institutions may create the form for all students for administrative ease since many student systems lack information about the tax status of the students.

Resident Aliens are eligible for the credits under the same rules that apply to U.S. citizens. For information about the credits, refer to IRS Publication 970, Tax Benefits for Education.

Can I send different tax forms together?

You should send tax returns and their related forms and tax payments, if any, in separate envelops to the address indicated in the instructions for the form.  

 Do not send your state income tax return with your federal tax return.

 Do not combine tax payments owed for multiple years on one check.  You must send a separate tax return and check for each year. 

Can my wife and I file a tax return together?

If both you and your wife are nonresident aliens the answer is generally NO, for federal income tax purposes.  In limited cases, a spousal exemption may be claimed, but this is not the same as filing a joint return and is discussed in the “exemptions” section of the instructions for the 1040NR.  State filing rules may be different.

For information on filing a joint tax return, refer to IRS Publication 519, U.S. Tax Guide for Aliens

I have a child who is a U.S. citizen with a Social Security number. Can I claim him/her as a dependent on my tax return?

If you are a nonresident alien, you may be able to claim dependents if you are in one of the following categories:

I'm married and have a child who was born in the U.S. Can I claim personal exemptions for my wife and child?

Generally, no. Only students & scholars from certain countries (Mexico, Canada, Korea, Japan. and India) can claim exemptions for their dependents. Specific requirements are outlined in this website.

NRA - Form 8843

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If I have been here for over five years and have no income at all do I have to file taxes?

If you have no income, you do not have to file a tax return. However, if you are an exempt individual in F, J, M, or Q status, you should submit a Form 8843. 

What happens if I don’t send in Form 8843?

Form 8843, Statement for Exempt Individuals and Individuals Claiming a Medical Condition is required by the regulations to be submitted by all individuals in F, J, M, or Q status who are exempt from counting days for purposes of the substantial presence test (the 183-day residency formula). The form should be attached to Form 1040NR or 1040NR-EZ if you have a return filing obligation. Otherwise, the Form 8843 should be signed and dated and submitted separately. 

I’m an F-1 or J-1 student and I had no U.S. earned income or scholarships for the year. Do I need to file?

Yes. You must file IRS Form 8843. Dependents in F-2 and J-2 status must also file Form 8843. 

I arrived in the U.S. in December and I didn’t work. Do I still have to file Form 8843?

Yes. If you were in the U.S. even one day, you must file Form 8843.

I only worked for a very short time during the year and I didn’t earn very much. Do I still have to file?

Yes. If you had any U.S. source earned income, you will need to file IRS Form 1040-NR-EZ or form 1040-NR and Form 8843.   The Glacier Tax Prep (GTP) system that is available on the Glacier system is used to assist international students and scholars with tax concerns. GTP is a tax software designed exclusively for international students, scholars, teachers, researchers, who are Nonresident Aliens for tax purposes in the U.S.

How can GLACIER Tax Prep help me complete my tax forms?

GLACIER Tax Prep includes a tax resource library and a comprehensive tax preparation program that:

  • Calculates the substantial presence test to determine the foreign national's U.S. tax residency status.
  • Checks each type of payment against any applicable tax treaty to ensure that the individual takes advantage of any tax treaty benefits.
  • Completes the correct U.S. federal income tax form - either Form 1040NR or Form 1040NR-EZ
  • Prepares any additional statements or attachments, as applicable - Form 8843, Schedule C, and/or Scholarship/Fellowship Grant Statement.
  • Prints the federal tax return and all additional attachments.
  • Provides detailed instructions about how, when and where to submit the tax forms, as well as information about the required documents to attach and complete the federal tax return filing process.

NRA - State Tax Filing

Some international students and scholars are required to file a State of Ohio Tax Form. http://tax.ohio.gov/.  The GLACIER Tax Prep link on the Glacier system only provides assistance with the Federal tax return. The Glacier Tax Prep system does provide an additional link to another tax preparation software (Sprintax) to help you with your state tax return. 

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Do I need a Social Security Number?

If you are employed at Ohio State University, you will need a Social Security Number (SSN).  If you don’t have an SSN you will need to apply for one from the Social Security Administration.  This is done by completing Form SS5, Application for SSN.  You will also need a letter from the Office of International Affairs with the SS5.  You can apply in person at the local Social Security Office. The Form SS5 is available on the Social Security Administration website at www.ssa.gov.  If you are not employed by OSU (for instance only receiving a   scholarship or fellowship with no work or service requirement, you are not eligible for an SSN and you will need to apply for an ITIN (Individual Identification Number) from the Internal Revenue Service.

What’s an ITIN number? Is it the same as a Social Security Number?

An ITIN (Individual Taxpayer Identification Number) is a number assigned by the Internal Revenue Service, not the Social Security Administration. It is not the same as an SSN, an ITIN is not to be used for employment purposes. An ITIN number is only used for tax purposes. That is, in order to be employed you need an SSN.  If you are just receiving a scholarship or fellowship and are not employed otherwise, then you need an ITIN.

You must apply for an ITIN using a form W-7.  The W-7 is available on the IRS website at www.irs.gov

The W- 7 form must be mailed to the IRS office at the address in the instructions with the W-7 form.  

  • You cannot take it to the IRS office nor is it to be mailed to the OSU Payroll Department. The IRS is the agency that issues the ITIN.  
  • Do not send original documents (passport and immigration documents) with the W-7 form and insure that you follow the directions in the instructions for additional documents you must attach to the W-7.  
  • You will also need a letter from the Office of International Affairs to accompany your form W-7 stating you are not employed by the university and do not qualify for an SSN.

What’s a Tax Treaty?

A Tax Treaty is a tax agreement between the United States and other countries. Currently there are approximately 66 different tax treaties in effect. Some of the tax treaties allow a student/researcher/scholar to receive income in the US without it being taxed by the federal and state government.  There are several limitations on this benefit such as the amount of money received, the time you receive the money, your length of stay in the US, your visa status, the status in which you entered the US and others.

Are NRAs automatically exempt from FICA (Medicare) tax?

No. Your visa type determines when you are exempt and when you are taxed for Medicare.

VISA types

FICA

 

F-1  based on student enrollment

Exempt for the first 5 years from the date of entry; may be exempt

J-1 Student enrollment

Exempt for the first 5 years from the date of entry; may be exempt based on  student

J-1 scholars, Research

Exempt for either the first 2 calendar years in the US, or 2 out of the first 6 calendar years in the US regardless of visa status.   

H-1B, O-1, TN

Must pay FICA (Medicare)

I’m unable to file by the deadline, what do I do?

File Form 4868, “Extension of Time to File” which extends the deadline to file until August 15. If you owe any taxes though, you must still mail your full tax payment by April 15 or you will be assessed a penalty and interest charges as of April 15 on any payment owed.

I’m leaving the country before I can file my taxes. What should I do?

Make sure the Payroll Office has your foreign address so that your Form W-2 and/or Form 1042-S can be mailed to you if you requested this option.  W-2 Forms are distributed electronically and Forms 1042-S can be distributed electronically if you opted for this delivery method. Download the appropriate forms and instructions from the IRS website and file your US taxes from abroad.  Save copies of all forms submitted for your tax records.

Where can I find additional information about my tax responsibilities?

You may view information regarding foreign taxpayers on the IRS website. 

You may also view and print Publication 519 from the IRS.

You may also review the university's Office of International Affairs website

Glacier Tax Prep (GTP)

GTP - General

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What Is My “U.S. Tax Status” and Why Is It Important?

“U.S. Tax Status” is used to determine which tax system applies to an individual – and thus, which tax returns are applicable and how that tax return must be completed. An individual’s U.S. tax status is different from one’s immigration status; however, many of the terms used for immigration issues are similar to those used for tax purposes. For U.S. tax purposes, there are four U.S. Tax Statuses: U.S. Citizen, Permanent Resident Alien, Resident Alien for Tax purposes, and Nonresident Alien for Tax purposes

What is the Difference between a Resident Alien and a Nonresident Alien?

A Resident Alien for Tax purposes is treated in the same manner as a U.S. citizen when filing a tax return and paying taxes. A Nonresident Alien for Tax purposes has a completely different method of having tax withheld, completing tax forms and tax documents, and is eligible for very few and limited deductions and allowances when paying taxes. A Resident Alien for Tax purposes must report ALL income from ALL sources, regardless of whether from the U.S. or foreign payors, whereas, a Nonresident Alien for Tax purposes must only report and pay tax on money that he or she receives from U.S. sources.

How Long Will I Be a Nonresident Alien?

The time period for which you are a Nonresident Alien for Tax purposes depends on the results of what is called the “Substantial Presence Test.” In general, individuals present in the U.S. under an F, J, M, or Q STUDENT immigration status will be a Nonresident Alien for the first FIVE calendar years they are present in the U.S.; individuals present in the U.S. under a J or Q NON-STUDENT immigration status will be a Nonresident Alien for the first TWO calendar years they are present in the U.S. There are many exceptions to the general rule so further questions must consider the facts and circumstances of the particular individual’s current and past visits to the U.S.

I Didn’t Receive Any Money – Do I Have To File a Tax Return?

The requirement to file a federal tax return is based on receiving income from U.S. sources – not on receiving “money.” Income can include, but is not limited to: wages, salary, free housing, travel to/from a conference, scholarship, stipend, per diem, prize, award, gambling winnings – income does not have to be paid to you as a check or cash. Generally, if you did not receive any income from U.S. Sources, you are not required to file a U.S. tax return; however, if you are a Nonresident Alien who is present in the U.S. under an F, J, M or Q immigration status, you are required to file Form 8843, regardless of whether or not you have received any income.

I Received Money From Sources Outside of the U.S. Do I Have to Report It and/or Pay Tax On That Money?

Nonresident Aliens are not required to report or pay tax on money that they received from sources outside the U.S. If you remain in the U.S. long enough to become a Resident Alien for Tax purposes, then income from ALL sources (both U.S. and foreign) must be reported on the U.S. tax return.

Am I Required to Have an SSN or ITIN (a U.S. Tax Identification Number)To File My Tax Return?

Any individual who works in the U.S. as an employee is required to apply for an SSN; if an individual does not work as an employee, he or she cannot apply for an SSN. Any individual who receives income from U.S. sources must file a tax return and everyone who is required to file a tax return must have either an SSN or ITIN. Individuals who complete a tax return in GTP and do not have an SSN or ITIN will be prompted to complete Form W-7 to apply for an ITIN in connection with the filing of the tax return

What Documents and Forms Should I Have Received?

The forms that you are supposed to receive from the institutions that paid you will depend on the facts of your particular situation. In general,

Form

Type of Income

Situation

W-2

Wages or Salary as an Employee

You will receive Form W-2 to report the wages or salary on which you DID NOT claim a tax treaty exemption

1042-S
(income code 18, 19, or 20)

Wages or Salary as an Employee

You will receive Form 1042-S with income code 18, 19, or 20 to report wages or salary on which you claimed a tax treaty exemption

1042-S
(income code 16)

Scholarship or Fellowship (no services performed)

You will receive Form 1042-S with income code 16 to report scholarship or fellowship regardless of whether tax was deducted or you claimed a tax treaty exemption. Please note that if you received tuition, required fees or a book allowance, these items should NOT be reported to you on any form.

1042-S
(income code 17, 42 or 43)

Consulting, Performance Fees

You will receive Form 1042-S with income code 17, 42 or 43 to report consulting or performance fees.

1042-S
(income code 54)

Participant Payments, Prizes/Awards

You will receive Form 1042-S with income code 54 to report prizes, awards, or participant payments.


In some cases, you may receive a Form 1099 (DIV, G, INT, or MISC). Generally, Nonresident Aliens should not receive such forms; however, if you do, you may use the information on the form to complete GTP – you do not need to request a new form from the payor.

NOTE: You should not receive Form 1098-T; however, if you do receive Form 1098-T, simply keep the form and do NOT enter any data from Form 1098-T into GTP.

What Should I Do If I Did Not Receive All of the Forms That Should Have Been Sent to Me?

DO NOT COMPLETE GTP UNTIL YOU HAVE RECEIVED ALL OF YOUR FORMS. If you believe that you should have received a Form W-2 or Form 1042-S and you have not yet received such form, do not contact GTP Support, you must contact the institution that made payments to you and request the form. Generally, Forms W-2 are issued by the Payroll Department; generally Forms 1042-S are issued by the Tax or Payroll Department. If the form was sent to the wrong address, the institution will provide you with a new copy of the form. You should NOT complete GTP until you have ALL of your forms; doing so, may mean that you will file an incomplete and incorrect tax return.

I Received a Form 1098-T but GTP Didn't Ask Me to Enter Any Data From That Form - Why Not?

Nonresident Aliens should not receive Form 1098-T; however, some institutions incorrectly provide Form 1098-T to Nonresident Aliens. If you do receive a Form 1098-T, simply keep the form and do NOT enter any data from Form 1098-T into GTP. You should not throw away or return the form, simply keep it with your tax files.

Will GTP File My State Tax return?

GTP may only be used to prepare your U.S. federal income tax return. GTP Support cannot assist you with questions regarding the filing of a state tax return. When you have finished your federal tax return, GTP will provide you with a link to your state’s tax website or the blank state tax return form.

Entering Data Into GTP

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I’m an L-1 and that is not a choice for immigration status?

As an L-1, you should select "Other Immigration Status".

Why Didn't GTP ask me about my bank account interest?

For nonresident aliens, interest from a U.S. savings and/or checking account is not considered to be income to you and is therefore not taxable or reportable. If your bank or financial institution did report interest from a savings and/or checking account to you, you may have received a Form 1099-INT. If so, check the Form 1099-INT box and you will be prompted to fill in the Form 1099-INT on the screen. However, if you did not receive a Form 1099-INT (as you should not because you are a nonresident alien), there is nothing to report on your Form 1040NR or 1040NR-EZ. Also, you may have received a Form 1042-S with an Income Code 29. You do not need to input a Form 1042-S with an Income Code 29 into GTP because the interest income is not taxable to a nonresident alien.

I Received a Form 1098-T but I don’t see a checkbox for it. How do I enter my data from my Form 1098-T?

Form 1098-T is not an income form. Form 1098-T is not applicable to a nonresident alien. Nonresident aliens are not supposed to receive Forms 1098-T, however, if you do receive one, it is okay, but it is of no value and has no effect on your U.S. tax return. Please disregard your Form 1098-T, but retain the form in your tax files

I am asked to enter the name of my Program Director – who is that?

Please enter the name, title and address of the person who signed your Form I-20 or DS-2019; this is usually a person in your host institution’s Office of International Students.

I Received a Form 1095-B or Form 1095-C, but I don’t see these forms in GTP. Where do I enter this data?

You may receive a Form 1095-B or Form 1095-C from your insurer about your health insurance coverage.  While these forms are required to be provided to you, the forms are generally not applicable to a nonresident alien. Please disregard any of the Forms 1095-B or 1095-C – the forms are provided for your information only; do NOT enter any data from these forms into GTP and do NOT attach the forms to your tax return.

I Received a Form 1095-A, but I don't see this form in GTP. Where do I enter this data?

If you enrolled in health insurance through the Marketplace, you should have received a Form 1095-A.  Form 1095-A is provided to assist you in determining your premium tax credit under the Affordable Care Act.  However, if you are eligible to claim the premium tax credit and wish to do so, you will need to prepare your tax return manually, outside of GTP.

My Form W-2 contains information in box 14 but I can't enter that information into GTP, what should I do?

Box 14 of Form W-2 is generally used by your employer to provide you with additional information you may need regarding payments made to you. If moving expenses were reported in box 14, the amount was likely included in box 1 as well. Box 12, code P is used to report qualified moving expenses paid directly to you and amounts reported properly in box 12 are not generally included in box 1. Box 12, code D are for elective deferrals into a 401K or plan. These amounts are generally not included in box 1. However, if you have any questions about the amounts reported in box 12 or 14 and their impact on your situation, you should contact your employer.

My Form W-2 contains a 16-digit Verification Code, but I don't see where to enter this information into GTP, what should I do?

The 16-digit verification code shown on your Form W-2 is required only if your tax return is filed electronically.  Because your nonresident alien tax return will not be filed electronically, you do not need to enter this code in GTP; you may ignore the code

Can I Claim a Charitable Contribution?

If you were not asked to enter a charitable contribution in GTP, then you are not eligible to deduct charitable contributions.

Results From GTP

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GTP Says I'm a Resident Alien but I Don't have a Greencard?

A Resident Alien for U.S. tax purposes is NOT the same as a Permanent Resident Alien. A Permanent Resident Alien is an immigration status whereby the individual has been granted permission to live and work in the U.S. for the rest of his or her life. A Resident Alien for U.S. tax purposes simply means that you have been in the U.S. for a long enough period of time that you will be treated in the same manner as a U.S. citizen – it does not confer any immigration privileges, it simply has to do with tax issues.

As a Resident Alien for U.S. tax purposes, you must file your tax return in the same manner as a U.S. citizen; GTP is only for use by Nonresident Aliens for U.S. tax purposes.

I Think I Should Be Exempt From Tax But GTP Says I Have To Pay Tax - WHY?

Many Nonresident Aliens incorrectly believe that they will not pay ANY tax in the U.S.; however, all individuals who receive income in the U.S., regardless of their U.S. Tax Status, are required to pay tax, unless you qualify for certain deductions, allowances, or exemption based on an income tax treaty. The amount of tax you will owe, if any, depends on your particular situation, the amount of income you receive, and whether or not you qualify for an exemption from tax based on an income tax treaty, or the limited deductions and allowances available to a Nonresident Alien.

My Friend Used GTP and Got a Different Tax Return Than I Did - Why?

Whether you must complete Form 1040NR or Form 1040NR-EZ depends on the particular facts and circumstances of each individual’s situation. Based on the information entered into GTP, it will determine the most appropriate form for your situation – which may or may not be the same as your friend’s tax return.

I Don't Want to Be a Nonresident Alien - I'd Rather Be a Resident Alien - What Should I Do?

U.S. Tax Status is based on the results of the Substantial Presence Test. The Substantial Presence Test is applied by GTP based on the information entered. An individual may not “pick and choose” which Tax Status he or she wishes to have. In some cases, if you are married to a U.S. Citizen, you may make an election to be treated as a Resident Alien for Tax purposes.

I Don't Want to Be a Resident Alien - I'd Rather Be a Nonresident Alien - What Should I Do?

U.S. Tax Status is based on the results of the Substantial Presence Test. The Substantial Presence Test is applied by GTP based on the information entered. An individual may not “pick and choose” which Tax Status he or she wishes to have.

GTP - What to do when finished

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Do I Need To Send My Documents and Forms With My Tax Return When I Submit It - and What If I Do Not Submit My Forms and Documents?

When you finish the data entry in GTP, please refer to the instruction sheet that prints with your tax return or forms. The documents that you must send with your tax return depend on your particular situation. The GTP instruction sheet will list each form or document that must be attached and how/where to attach the form or document.

If you do not attach the forms or documents that are required to be attached to your tax return, the IRS will likely reject your entire tax return. In such case, you will then be required to write a letter explaining that you failed to submit the necessary documents with your original tax return and then attaching the documents.

My Friend Said to Mail My Forms to a Different Address Than What Is On the GTP Instructions - What Is the Correct Address?

The specific mailing address will depend on your particular situation and which forms are being submitted. When you finish the data entry in GTP, please refer to the instruction sheet that prints with your tax return to find the correct mailing address for your specific situation. Please note that individuals who are U.S. Citizens, Permanent Resident Aliens, or Resident Alien for Tax purposes mail their tax returns to locations based on the state in which they live.

GTP is an Online System - Why Can't It Just Electronically File My Tax Return For Me?

Nonresident Aliens for Tax Purposes are NOT generally eligible to electronically file their tax documents.  As stated in the instruction sheet that prints with your tax return, you must PRINT, REVIEW, SIGN and MAIL your tax documents to the IRS.  Do NOT mail your tax return to GTP.

My Friends All Filed Their Tax Returns "Online" - Why Can't I Do That With GTP?

Individuals who are U.S. Citizens, Permanent Resident Aliens, or Resident Alien for Tax purposes are eligible to electronically file their tax returns; however, Nonresident Aliens are NOT generally eligible to electronically file their tax documents.  As stated in the instruction sheet that prints with your tax return, you must PRINT, REVIEW, SIGN AND MAIL the return to the IRS. If your “friend” is a Nonresident Alien and he or she filed his or her tax return online, you should be a good friend and alert him or her that it sounds as if an incorrect tax return was filed. Filing an incorrect tax return is a very serious issue and will result in a $205 penalty and possible elimination of all tax deductions, allowances and/or treaty exemptions.

When Is Form 1040NR or 1040NR-EZ Due?

The due date for a tax return depends on the type of income you receive. If you receive wages as an employee, you must file by April 15 (or the next business day if April 15 falls on a weekend or holiday). If you did not receive wages as an employee during the tax year, you have until June 15 (or the next business day if June 15 falls on a weekend or holiday) to file your tax return. If you have no income and are only required to file Form 8843, you must file on or before June 15 (or the next business day if June 15 falls on a weekend or holiday). We strongly suggest that you always file by April 15 so that you get your tax documents submitted on time and you don’t have to worry about them being late! If your tax documents are late, you’ll have a $205 late filing penalty, plus possible elimination of all tax deductions, allowances and/or treaty exemptions. File ON TIME!

Do I Have to File A Tax Return For My State?

Please remember that in the U.S., there are federal tax issues, state tax issues, and local tax issues (in addition to many other types of tax such as FICA, sales, property, etc.). Whether or not you must file a STATE tax return will depend on the tax rules of the state in which you lived and/or worked. GTP will prepare your FEDERAL tax return (if applicable to you); GTP will not prepare a STATE tax return. You should check the state’s website for information about the filing requirements of that particular state. Also note that not all states have a tax return filing requirement. In the U.S., there are 50 states and the District of Columbia – only 43 of the states and District of Columbia have state tax filing requirements.

Should I Make A Copy Of My Tax Return?

Always make a copy of any correspondence you send or forms/returns you submit to the IRS or any other U.S. governmental agency, especially an income tax return. You MUST keep the copy of your tax return and all attached forms for THREE CALENDAR YEARS AFTER YOU FILE YOUR TAX RETURN. You should take the copies of your tax returns with you when you leave the U.S. If you return to the U.S. for a future visit, when you apply for a future visa to the U.S., you may be asked to show that you complied with all U.S. tax laws.

Can I File Electronically?

When you complete your tax return in GTP, you must print and mail your forms to the Internal Revenue Service; GTP will NOT electronically file or mail your forms to the IRS for you and you should not mail your forms to GTP. Please read and carefully follow the detailed instructions provided by GTP with your tax forms.

GTP - Dependent Issues

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I Have Children But GTP Did Not Allow Me to Claim an Exemption For Them - Why Not?

The eligibility to claim an exemption for a spouse and/or dependents (children) is very limited for Nonresident Aliens. Only individuals from the following countries in limited situations may claim an exemption for a non-working spouse and/or dependents (children): American Samoa, Canada, Korea, Mexico, and Students from India (F-1, J-1, M-1 or Q-1 Student immigration statuses only).

My Spouse Is In the U.S. and Doesn't Work - Why Didn't GTP Allow Me to Claim an Exemption For My Spouse?

The eligibility to claim an exemption for a spouse and/or dependents (children) is very limited for Nonresident Aliens. Only individuals from the following countries in limited situations may claim an exemption for a non-working spouse and/or dependents (children): American Samoa, Canada, Korea, Mexico, and Students from India (F-1, J-1, M-1 or Q-1 Student immigration statuses only).

My Spouse Is Also In the U.S. and Works or Receives Income Too. Does He or She Have to File A Separate Tax Return or Can I Just Add Both of Our Incomes Together and File One Tax Return?

Nonresident Aliens are not allowed to claim a “joint” tax return. As such, EACH Nonresident Alien who receives ANY income from U.S. sources must file an income tax return. Therefore, if you have a spouse who works and/or receives any income, he or she must file an income tax return that is separate from you – you may not combine your income on one tax return.

Can I Give My Spouse My GTP Access Code So That He or She May Complete a Tax Return?

Each individual who needs to file an income tax return must have a User Account in GTP; two people may not share the same User Account. To obtain a new Access Code, you should contact the institution that gave you the Access Code or you may purchase an Access Code from GTP at www.glaciertax.com.

My Spouse and/or Children Are Present With Me in the U.S. Do They Need to File Form 8843?

Each individual who is a Nonresident Alien and present in the U.S. under an F, J, M, or Q immigration status (both the “-1” and the “-2”) is required to file a Form 8843 – regardless of the age of the individual or whether any income was received by the individual. For example, if your spouse is present in the U.S. under an F-2 immigration status, he or she must file Form 8843. Likewise, if your son, who is 3 years old, is present in the U.S. under an F-2 immigration status, he must file Form 8843 (or more likely, you must complete the form and sign it on his behalf). IF you have a child who was born in the U.S., Form 8843 should not be filed for that U.S.-born child.

Are My Spouse and/or Children Required to Apply for an SSN or ITIN (a U.S. tax identification number)?

If you are from one of the following countries and you qualify to claim an exemption for your non-working spouse and/or dependents, each of those individuals must apply for an ITIN: American Samoa, Canada, Korea, Mexico, and Students from India (F-1, J-1, M-1 or Q-1 Student immigration statuses only). In such case, GTP will complete a Form W-7 for your spouse (husband or wife) and/or children. Please note that when applying for an ITIN in connection with filing the tax return, appropriate document copies must be attached; please refer to the Form W-7 instruction sheet that prints from GTP with the tax return.

If you are not from one of the countries listed above and your spouse and/or dependent does not receive any income from U.S. sources, they are not required to have an SSN or ITIN.

Can I Claim My Spouse or Dependent?

Typically nonresident aliens may only claim one personal exemption. However, there are a few exceptions.

  • Residents of American Samoa, Canada, Mexico, and the Northern Mariana Islands may claim a personal exemption for a spouse and dependents who do not work or receive income;
  • Residents of Korea may claim a personal exemption for a spouse and dependents who does not work and who are present with them in the U.S.;
  • Students from India may claim a personal exemption for a spouse who does not work and is present in the U.S., as well as any children who were born in the U.S.

Unless you meet one of the exceptions listed above, you are not eligible to claim your spouse and/or children as dependents.

GTP - AMENDED AND PRIOR YEAR TAX RETURNS / TAX REFUNDS / IRS NOTICES

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What If I Filed the Wrong Tax Return in a Previous Year and Need to File an Amended Tax Return?

If you find out now that in a past tax year you filed the wrong tax return, you must correct the previously filed tax return (that contains incorrect information) by filing an amended tax return. You may not simply lump the incorrect amounts from a previous tax year onto this year’s tax return – each tax year must be separate and correct. To file an amended tax return:

1. Go to www.irs.gov

2. Print BOTH a Form 1040-X and a Form 1040NR or 1040NR-EZ for the tax year that you wish to file an amended tax return. Be sure to also get the instructions for the preparation of that year’s Forms 1040NR or 1040NR-EZ as the tax rates and exemption amounts may be different for each tax year;

3. Complete a NEW Form 1040NR or Form 1040NR-EZ with the correct information (what you should have put on your original incorrect tax return) and write “AMENDED” on the top of each page of the new tax return;

4. On Form 1040-X simply complete the following:

  1. Enter your name, current address, and social security number (SSN) or IRS individual taxpayer identification number (ITIN) on the front of Form 1040X;
  2. Do not enter any other information on page 1. Also, do not complete Parts I or II on page 2 of Form 1040X;
  3. Do not enter any other information on page 1. Also, do not complete Parts I or II on page 2 of Form 1040X.
  4. Enter in Part III the reason why you are filing Form 1040X.

5. Submit the Form 1040-X, with the new amended Form 1040NR or Form 1040NR-EZ, along with a copy of the original incorrect tax return (marked "Original as Filed". Note that ALL Nonresident Alien tax returns, included amended tax returns, must be sent to the following address:

  • Department of the Treasury, Internal Revenue Service, Austin, TX 73301-021

6. Please allow 16 weeks for Form 1040X to be processed. You may track the status of your amended return at the IRS website. It can take up to 3 weeks from the date you mailed the amended return to show up in the IRS system. Please visit www.irs.gov and click on “Tools” and then on “Where's My Amended Return.” You will need to provide the following information:

  1. Your Taxpayer Identification Number (SSN or ITIN);
  2. Your date of birth; and
  3. Your ZIP code.

What If I Didn’t File A Tax Return in a Previous Year . . . But I Should Have Done So?

If you find out now that in a past tax year you were supposed to file a tax return, but you failed to do so, you must file a late tax return as soon as possible. To do so, go to www.irs.gov and print a Form 1040NR or Form 1040NR-EZ for the tax year that you wish to file a late tax return. Be sure to also get the instructions for the preparation of that year’s Forms 1040NR or 1040NR-EZ as the tax rates and exemption amounts may be different for each tax year. You may not simply lump the amounts from a previous tax year onto this year’s tax return – each tax year must be separated and correct.

You may purchase an Individual Access Code to prepare a prior year tax return in GLACIER Tax Prep at www.glaciertax.com. To do so, you will be logged out of GLACIER Tax Prep and taken to our website to purchase the Access Code. You will then receive an email with the Access Code so that when you log back into GLACIER Tax Prep, you will use that new Access Code to prepare your prior year tax return.

What If I Decide Not to File a Tax Return?

If you are required to file a tax return and you do not, you are subject to a $135 penalty and may lose any deductions or tax treaty exemptions that you would have otherwise been eligible to claim. In addition, failure to file a tax return may have an impact on your ability to obtain an entry visa to the U.S. for future visits and/or application for Permanent Resident Alien status.

If you are required to file a tax return the best thing to do is file the tax return on time!

How Long Will It Take to Get My Tax Refund?

If you are due a tax refund, it generally takes up to six months to receive your tax refund.

What Should I Do If I Don't Get My Tax Refund?

If you requested that you receive your tax refund via direct deposit, be sure to check your bank statement or online account to ensure that you have not in fact received the refund. If it has been more than 6 months and you have not received your refund, go to the IRS website section entitled “Where’s My Refund” (https://sa2.www4.irs.gov/irfof/lang/en/irfofgetstatus.jsp) to check the status of your tax refund. You will need to enter the following information from your tax return:

  • SSN or ITIN
  • Filing Status
  • The amount of your tax refund (only the dollars, not the cents)

What Should I Do If My Tax Refund Is Not the Amount GTP Calculated?

The IRS should send you a letter within two weeks of sending the tax refund to explain any difference between the refund amount shown on your tax return and the actual amount refunded to you. You should wait until you receive the letter from the IRS to determine whether the tax refund amount is correct. Please note that if the amount refunded to you is different than that calculated by GTP, you should contact the GTP Support Center at support@glaciertax.com – in many cases, the IRS can make a mistake so do not presume that the IRS is correct – GTP will assist you in getting the issue resolved.

I Received a Letter from the IRS Saying That My Tax Return is Incorrect - What Should I Do?

The letter from the IRS will provide information about what is the issue that they believe to be incorrect. You should review the IRS letter and compare the issue(s) identified in the letter with the tax return completed in GTP. You should contact the GTP Support Center at support@glaciertax.com – in many cases, the IRS makes a mistake so do not presume that the IRS is correct – GTP will assist you in getting the issue corrected.

I Received an Email from the IRS Saying That I Need to Provide More Information Regarding My Tax Return To Them and The Email Instructed Me to Click on a Link or Asked Me To Provide My SSN or ITIN - What Should I Do?

ATTENTION: The IRS never sends out unsolicited emails, all correspondence from the IRS will come to you via a letter through the U.S. postal service. Under no circumstances will the IRS request credit card information, pin numbers, SSN and/or ITIN through email. If you receive an email claiming to be from the IRS, you should NOT attempt to visit any site contained within the email and should report suspicious emails to the IRS by forwarding the message to phishing@irs.gov.

DO NOT click on any link in the email because it may download a virus onto your computer. NEVER include your SSN or ITIN or credit card or banking account information in ANY EMAIL to ANYONE. The GTP Support Center will NEVER ask you to send us your GTP Password, SSN or ITIN or credit card or banking account information – and PLEASE DO NOT SEND SUCH INFORMATION TO US IN ANY EMAIL

GTP - Other Issues

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Where Can I Get More Information or Assistance?

If you have questions or need assistance, please click on "Help" at the top right of any screen in GTP.  If you have additional questions, you may send an email to support@glaciertax.com.  In your email, please be as specific as possible.  Please DO NOT include your social security number or ITIN in the email as we do not need that information to assist you. ALL support questions are handled by GTP Support via email; no phone calls will be accepted.

I Prefer to Call and Speak With Someone at GTP Support - Why Can't I Just Call Them?

The reasons that we require all support questions to be sent via email are:

  • to ensure that we understand your questions - sometimes there are language or accent issues that may make it difficult to understand your questions over the telephone;
  • to ensure that you understand our answers - sometimes there are language or accent issues that may make it difficult for you to understand our answers over the telephone, remember that GTP Support Center is in Texas and we like to say "y'all" :);
  • to allow you to have the answer in writing so that in the case you forget what we said, you will have an email to review at a later time; and
  • to allow us to have a record of the questions that come in so that if we receive the same question several times, we can consider whether we need to make an adjustment in GTP.

Will GTP File My State Tax Return?

GTP may only be used to prepare your U.S. federal income tax return. GTP Support cannot assist you with questions regarding the filing of a state tax return. When you have finished your federal tax return, GTP will provide you with a link to your state’s tax website or the blank state tax return form.

GTP said that I'm a Resident Alien so I Want a Refund of my GTP Purchase Price.

As indicated on the Individual Use Sales page, you are asked to enter information about your tax status so that we may determine whether GTP is the right product for you. Based on the information you entered, you were determined to be a nonresident alien. It appears that you entered different information from what you provided to us at the time of purchase so we will not provide a refund.

What is the Privacy Policy of Arctic International LLC and GTP?

Arctic International LLC (”Arctic”) is the owner of GTP.  Arctic agrees that all data entered into GTP and stored on our secure servers is for use only in connection with your use of GTP. Arctic will not use, disclose, sell, distribute, or otherwise make available any data related to a user for any purpose except and only as necessary in connection with the operation of GTP and the preparation of any applicable federal tax forms. Arctic, however, will respond to any subpoena and will cooperate with any legal or governmental proceeding. Arctic will use reasonable efforts to notify you in the unlikely event of any such subpoena or proceeding. Arctic will take all steps reasonably necessary and possible to ensure the security of your data.