Payroll FAQ

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When is my payday?

Refer to the Pay Period Schedule for pay dates. The Pay Period Schedule has been adjusted as needed to account for holidays. Monthly employees are paid on the last business day of each month. Biweekly employees are paid two weeks after the pay period ends.  

Submit an Incorrect Pay case for payment related questions and issues.  Incorrect Pay cases are used for over payments, not enough pay, or no pay received.

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.

I found an old paycheck at home, can I cash it?

Please submit a ticket through HR Connection with the check information and your contact information. Payroll Accounting will research the check to see if it is still outstanding and respond back to you. If you are an active employee with direct deposit and the check is still outstanding, it will be reissued to you on an off cycle payment and direct deposited into your account or issued on a pay card. Any check over six months old is considered stale-dated and should not be cashed.

As a terminated employee, how do I request my final pay stub?

Please submit a Payroll Inquiry case in HR Connection for general payroll related questions and issues. Payroll Inquiry cases are used to submit requests regarding your final pay stub.

Change of Record

Clothing

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If I'm required to wear certain clothing for work, why must I pay tax on it?

The IRS requires us to tax all items given to an employee unless there is a defined exclusion.  Clothing must meet the IRS rules for exclusion to be treated as non-taxable. 

How do I know if the clothing issued is required to be worn?

Your department will be able to inform you if any clothing provided is required to be worn.

Who should I ask about the taxability of clothing provided?

Your department will be able to help answer if clothing issued will be treated as a taxable fringe benefit.

What if I receive a clothing allowance through my paycheck and am not issued the clothing directly?

Clothing allowances are always taxable when paid through your payroll check.  There is no exemption even if the money is spent on items that meet the excludable requirements.

What are some examples of clothing considered taxable?

Examples of taxable clothing includes shirts (logo or plain polo, tee, button down), pants, shorts, athletic clothing, shoes, boots, jackets, hats, etc. 

What are some examples of clothing considered non-taxable?

Examples of University wide non-taxable clothing include lab coats, scrubs (standard top and bottom only), and regalia.   

Who is responsible for submitting a Determination of Taxability Form and where can I find the form?

 A Determination of Taxability Form should be submitted by the unit providing the article of clothing.  Each unit will be responsible for identifying and designating the individuals responsible for submitting the forms. 

The Determination of Taxabiliy Form can be found on B&F website under policies and forms.

When should a Determination of Taxability Form be completed?

All instances of providing clothing to employees must be taxed unless an exclusion is requested by the unit and confirmed by Tax Office. Final determination of an exclusion by Tax Office will be made once a completed Determination of Taxability Form is received. The determination is applicable indefinitely unless the circumstances (items or usage) have changed. For example, a determination of taxability issued in the past excluding taxation of medical scrubs, would apply to new purchases/rentals of medical scrubs in the future.

How do I know if the clothing issued meets IRS requirements for exclusion?

The requirements review is performed on a case by case basis.  An example is a police officer or firefighter uniform; it is not adaptable for everyday wear.   However, a police detective's suit jacket and related clothing, since they are suitable for everyday wear, do not qualify as a non-taxable benefit and are taxable to the employee. 

How will I be taxed on the clothing?

The fair market value of the clothing will be added as income once the De Minimus threshold is met of $100 per year and will be included in your next available payroll check.  This will allow for the appropriate taxes to be withheld in accordance with IRS regulations.

How is fair market value (FMV) determined?

In general, fair market value is determined on the basis of all the facts and circumstances. Specifically, the fair market value of a fringe benefit is the amount that an individual would have to pay for the particular fringe benefit.  In instances where the university purchases an item of clothing from a vendor, the cost incurred to purchase the item is the FMV.

How is FMV determined when cost is not available or no cost was incurred (i.e. Athletics Nike contract, donated items given to employees that have value)?

When the university provides items to employees where no cost, or discounted cost, was incurred, the employee still receives value. FMV can be determined by the retail cost to the employee to purchase same item. Where this is not readily determinable, consult Tax Office for assistance.

Direct Deposit

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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 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 to Workday and update your Direct Deposit/Payment Election with your new bank information.  Detailed instructions can be found at Manage Payment Elections.

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 Expense Account in Workday.  Here are the instructions for Manage Payment Elections.  

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. 

If you have more than one account, use the arrows in the Order column to dictate the order in which your money should be deposited into the accounts.

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. 

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

Your payment election information is inactivated fourteen (14) weeks 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 payment election information in Workday.

I am a new hire/rehire, when can I set up my direct deposit?

You can set up your Payment Elections once your information has been entered into Workday.

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

Yes.  if you don’t have direct deposit set up, Payroll will issue you a pay card that will be mailed to the home address you have in Workday.

If I have direct deposit set up on BuckeyeLink for student financials, do I have to set up direct deposit in Workday for my paycheck?

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

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 submit a ticket through HR Connection for assistance.

I did not work over the summer. Why did my direct deposit stop when I came back to work?

Your department terminated your appointment for the summer and direct deposit information is inactivated fourteen (14) weeks after your termination.

I am leaving the university and moving out of the country. How do I get my last pay if I close my bank account?

You want to leave your bank account open until you have received your last paycheck. If you have already closed your account, submit a Direct Deposit/Pay Card ticket through HR Connection.

I have fraud on my bank account(s). Who do I contact?

Submit a Direct Deposit/Pay Card ticket through HR Connection for fraud or theft related questions and issues.

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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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 Form" 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 is 18 and graduated from high school. 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. 

My garnishment has been released. Why hasn’t the deduction stopped from my paycheck?

Contact the court/agency that issued the garnishment to see if a release has been sent to Payroll Services. 

Non-Cash Items

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How much taxes will come out of my pay?

In general, tax is withheld at the supplemental rate, currently 29.45%.

Where can I find the policy?

The Expenditures Policy outlines information related to non-cash items.

Why am I being taxed for an item I received?

IRS requires us to tax all items unless there is a defined exclusion.

Are gift cards considered non-cash?

No, gift cards are considered the same as cash and are taxable in any amount.  

What type of non-cash items are required to be reported?

All non-cash employee prizes, gifts, tickets to events, any clothing that was not approved for exemption, etc.

Are there non-cash items that do not need to be reported?

Non-cash employee items that will not be required to be reported will include employee achievement/service awards and items addressed within the expenditure policy.

Do items received by student employees need to be reported to financial aid?

No.  If they are receiving the item because of their employment, then it does not need to be reported to Financial Aid Office.

Social Security Number

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I am an International person, where can I find information regarding a social security number for a nonresident alien?

See the social security number questions under the Nonresident and Resident Aliens section below.


NONRESIDENT AND RESIDENT ALIENS (NRA)

NRA - Glacier / General Information

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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.

I’m a foreign national, how am I being paid (award, fellowship, compensation & wages)?

Talk to your Supervisor, Hiring Manager, and/or HR Consultant

I don’t have an SSN, will I still get paid?

Initially yes, while the SSN is processing at SSA, however, there are some exceptions.  If an individual is not SSN eligible per their visa status, then they cannot be paid.

How do I update my status to Permanent Resident or Naturalized citizen?

Submit a request through HR Connection and include a copy of your Permanent Resident Card or Naturalization Certificate.

I am a Fellow but I am also a GRA, GTA, GA, how will my taxes be withheld, reported?

Compensation/wages are reported on form W-2 and fellowship income is reported on form 1042-S.

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.  

F-2, J-2, H-1B, O-1, TN

Must pay FICA (Medicare)

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.

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. 

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. 

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

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.

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 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.

Submit a ticket through HR Connection if you have not received your forms from Ohio State.

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 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.

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 Permanent Resident Card (Green Card)

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.

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? 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.

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.

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.

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, 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 him/her?

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, 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 (U.S. Taxpayer 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, 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;
  • 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 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 Form 1040NR as the tax rates and exemption amounts may be different for each tax year;

3. Complete a NEW Form 1040NR 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, 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?

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 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 Form 1040NR 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.