Frequently Asked Questions

Displaying 1 - 541 of 541
Displaying 1 - 541 of 541

What amounts are reported on Form 1098-T?

2019 Form 1098-T

Box 1 represents payments received, from any source, for qualified tuition and related expenses.

Box 2 amounts billed are not reported by The Ohio State University. 

Box 3 reflects a change in reporting method. 

Box 4 represents reductions made to amounts billed for qualified tuition and related expenses that were reported for a prior calendar year.

Box 5 represents the total amount of scholarships or grants that were processed for the payment of qualified tuition and related expenses.

Box 6 represents the amount of reductions or refunds made for scholarships or grants that were reported for a prior year.

Box 7 is checked if a reported payment was made for a semester beginning in early 2020 (January - March). 

Box 8 is only checked if you have been at least a half-time student (6 credit hours) for a least one academic period that began during the calendar year.

Box 9 is checked if you were enrolled as a graduate student for at least one academic period during the calendar year for which reporting is required. As of 2019, Box 9 will also be checked for students enrolled in professional school.

What is the Departmental User Guide?

Departments that sell goods and services to students, employees, and external customers (individuals and organizations) must record accounts receivable as well.

Per the Office of Business and Finance Policy 5.14 – Accounts Receivable, if a receivable remains uncollected after 90 days (120 days after the original due date), the department is REQUIRED to transfer the receivable to the Office of the University Bursar (OUB) for collection.

The Department Collections User guide will walk you through the steps needed to transfer your uncollected receivables to OUB and the subsequent steps OUB will take to collect these receivables.

For additional questions, please contact Collections@osu.edu

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!

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.

Who can I contact if I have any questions?

Contact tax@osu.edu with any questions.

Submit a ticket through HR Connection.

When can a non resident alien expect payment?

Payment will be made in five to seven days after all paperwork is received in Accounts Payable.

What do I do if I have problems uploading a document to DocuSign?

“Fillable form” and “Active XFA Form” PDF files, will not upload properly for use with DocuSign. To work around this difficulty, fill out the form in Adobe Acrobat and print it to a PDF file (can be chosen from the Print menu in Acrobat). Then, upload the “printed” file, which will work with no problems.

PDF files larger than 5MB are generally not safe for use with DocuSign. In Adobe Acrobat Pro, you can do a Save As and save the file as a Reduced Size PDF or as an Optimized PDF, both of which will allow you to reduce the file size. 

Can I combine personal travel with a business trip?

Travelers may combine personal travel with a business trip, but should consult with their supervisor before initiating arrangements. When arranging travel in these instances, travelers must ensure that arrangements are made in such a way that stewardship of university resources and administrative time is the priority. Travelers incurring additional costs by taking personal travel in conjunction with business travel must pay for the costs of travel and other expenses with personal funds and request reimbursement for the business travel costs after completion of the trip. Travel expenses to and from alternate vacation destinations occurring before, during, or after university business travel are not eligible for payment with university procurement methods. In cases when personal travel is added to university business travel, any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified and documented in Workday, to validate that the vacation time does not add additional cost to the university.

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.

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.

Where/how do I submit my Glacier forms?

Instructions are included in your Glacier packet with information on submitting your forms.  (Refer to the Glacier Tax Prep section below for more information)

How do I expediate a report?

Match Exceptions Report (APB100OS) 
Match Exceptions Report provides current match exception detail for a selected business unit based upon a specific date range. The report provides a rule description to assist users with the match exception cause. Departments can use this report to sort out POs associated with their ORG, in order to resolve an outstanding match exception. 

Purchase Order Report (POB101DW) 
Purchase Order Report provides detail for POs associated with a selected business unit, VP/College area and department based upon search criteria. The report can assist departments with monitoring the lifecycle of POs associated with their ORG. 

Unpaid Voucher Report (POB113DW) 
The Unpaid Voucher Report provides detail regarding unpaid invoices (vouchers) that have been entered against a PO for designated area. The report is a useful resource to verify the status of a voucher and indicate problems that may be holding the voucher from processing. 

Why is it that some recipients do not see the invitation email for them to sign?

If the recipient doesn’t see the email inviting them to sign, try the following steps:

1. Have the recipient check their spam filter and deleted items for a message from dse@docusign.net. Invitations that are forwarded to another service may be considered spam.

2. If the recipient receives their mail on a service other than OSU’s (such as Gmail), obtain their email address on the service where they read their mail, and correct the envelope to use that address. This skips the forwarding and will avoid problems with most anti-spam systems.

What documentation is needed to document meals or other travel expenses that are included in the conference registration fee?

Conference documentation, such the agenda, program or itinerary are critical resources in determining eligible payment for meals or other travel expenses incurred while on travel status.  Travelers should provide all available resources to assist with the accurate processing of travel payments and reimbursements.

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.

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. Any check over six months old is considered stale-dated and should not be cashed.

If the check is outstanding, you are no longer employed by the university, and your address has changed, please complete the Address Change Form for Returned Paychecks and submit a request through HR Connection for updating. A pay card will be issued to you and mailed to your home address with the amount of the outstanding check loaded on it.

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.  

What training is available?

The Travel Office offers a variety of training options, from in-person workshops to online courses, as well as a number of self-service guides. In addition, the Travel Office can schedule custom sessions with colleges or units that request them.

What is a PI?

The Principal Investigator (PI) is the person(s) that monitor the fiscal responsibilities of the grand funds and research associated with the project.

What is the pricing date?

The pricing date is the day the interest rate, yield, and price for each maturity of a bond issue are established. The pricing period length can range from hours to multiple days depending on the circumstance.

 

How do I obtain a certificate of completion?

A learner must attend a course in its entirety to be eligible to receive a workshop certificate. After completing the course, access BuckyeLearn to download or print a certificate.

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.

Does my department need a plan?

All departments can benefit from participating in the continuity planning process. The first step is completing a business impact analysis and risk assessment for your area.  If a plan is recommended, it can be established and exercised in as little as 3-6 planning sessions.

How do I check on the status of an invoice?

Please see Invoice and Payment information on the Accounts Payable website.

Do I need to provide the Vendor Setup Form for a vendor that has been determined appropriate to Reactivate or Re-Open (see question above) when the “W9 Form Scanned” box is checked?

Please contact someone on the Vendor Maintenance Team to determine if appropriate documents are on file. Even if the box is check-marked, it does not guarantee that current and complete documentation is on file. Only Vendor Maintenance staff is able to access this content.

Where do I send my external scholarship checks?

Requirements to receive external scholarship funds:

The Ohio State University assumes full-time enrollment is required for all external scholarships.  Please include term of attendance and distribution of funds.  Funds will be applied to one term only unless documentation specifies otherwise. For more information please view our External Aid Resource Guide.

To ensure proper processing, external scholarships should be mailed to the following location:

Office of the University Bursar – External Scholarships
The Ohio State University
PO Box 183248
Columbus, OH 43218-3248

Each item should include the student’s name and OSU ID number.

Where can I get a COVID-19 vaccine?

You can walk in for an appointment today or schedule one on Ohio State’s Columbus campus or at Wexner Medical Center locations around central Ohio at no cost to you.

There are also sites throughout the state of Ohio, including in the communities in which the university’s campuses are located, so it is easy to find a location near you.

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

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 AND in English.

Will I need to enter start and end times in eLeave too?

No. eLeave users will still record leave requests in elapsed time format (e.g. 3.2 vacation hours). Holiday Benefit Hours will continue to be reflected in elapsed time as well.

Will this payment be included in my Form W-2?

The Form W-2 includes salary and wages issued through payroll. As this payment is through Accounts Payable and not Payroll, it is not reported on the Form W-2; however, depending on the reason for this payment, you may receive a Form 1099-MISC.

(Prior to tax year 2018) Why is box 1, payments, blank on my 1098-T?

Prior to tax year 2018, the IRS gave institutions the option to report either payments in box 1 OR amounts billed in Box 2. Ohio State chose to report amounts billed in Box 2.

To calculate payments made to Ohio State, prior to tax year 2018, see the official Statement of Account for the semesters within the appropriate tax year. Students can access their Statement of Account once signed into buckeyelink.osu.edu. Click the “Term” arrow to view previous semesters.

How do I contact the Ohio Attorney General?

The Office of the Ohio Attorney General assists The Ohio State University in the collection of delinquent accounts.  If you have received communication from the Ohio Attorney General’s Office for a delinquent debt, please contact their office at:

1-888-665-5440
http://www.ohioattorneygeneral.gov/

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.

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

How do I pay or reimburse a non resident alien for work performed outside the US?

Refer to the Administrative Resource Center (ARC) for the related job aids.

Contact Supplier Maintenance for appropriate documentation and taxes. Contact AP Customer Service if you have additional questions.

What do I do if I want to make a change to a standard form or template?

Standard forms or templates should not be changed. If you have a recommendation, please contact the form owner. Form owners are responsible for making any changes.

What documentation do I need if I will be combining business travel with personal travel?

When combining personal travel with business travel, only those expenses directly related to the business travel can be paid/reimbursed by the university. Travelers must ensure that all business related and vacation expense variances are clearly documented and available for audit review. It is best practice to keep all business related expenses separated when possible; this ensures that documentation is as clear as possible. When this cannot be done (e.g. Airfare), cost comparisons should be done to show the pricing differences as if only business time was included. Cost comparisons should be conducted at the same time the expenditure of funds occurs and must be clearly documented and available for audit review. Expenses such as parking and Per Diem will be prorated and limited to only the business travel date/time.

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.

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.

Will I still get paid if I haven’t submitted my Glacier forms?

Yes, Glacier is only used for determination of taxation.

How do I close a purchase order?

Before requesting PO Closure, authorized college or departmental personnel must complete the following steps:

    1    Issue change orders in the Financials system.

    2    Enter receipts in the Financials system.

    3    Validate total amount matched equals total amount vouchered.

    4    Validate voucher activity has occurred on the purchase order.

    5    Submit request via P.O. Closure.

Note: When PO Closure is requested, no further activity can be processed against the purchase order (including: change orders, credits, vouchers or receivers).

Can I share my inbox and sent folder with individuals on my team so they can see and act upon my folders when I am out of the office?

Yes. DocuSign has a sharing feature that allows other users to see and act upon your folders as well as you having the ability to see and act upon other user’s folders. Simply make a request to 8help providing the name of the individuals you want to share with. Please be aware that when you share your inbox, you are sharing all documents in your inbox. 

A traveler has multiple small dollar receipts for miscellaneous expenses related to business travel – is a receipt required?

Miscellaneous expenses considered necessary for business travel (e.g. taxi fares, baggage fees, parking, tolls, internet connectivity, Visas, immunizations, etc.) may be reimbursed without a receipt for each individual expense that is $50 or less.  However, a detailed description (e.g. “taxi fare to and from JFK airport”) and associated business purpose for the expense must be documented for auditing purposes.  Individual expenses in excess of $50 require an original, itemized receipt. 

Note:  Travel related expenses that are specifically noted in the Procedure Section of the Travel Policy (e.g. airfare, hotel, rental car, et al) have specific documentation requirements and should not be included as a miscellaneous expense.

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.

I think I am missing a paycheck, what can I do?

Please submit a request through HR Connection with any available check information for the missing check(s) 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.

If the check is outstanding, you are no longer employed by the university, and your address has changed, please complete the Address Change Form for Returned Paychecks and submit a request through HR Connection for updating. A pay card will be issued to you and mailed to your home address with the amount of the outstanding check loaded on it.

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.

Who do I contact for AP Payment status, non-payment, vendor questions, unresolved issues?

Payment issues should be directed to the Division of Accounts Payable: (614) 292-6831. Unresolved issues should be directed to the Office of the Controller: (614) 292-6220.

Can I book international flights?

Yes. International flights for individual business travel can be booked through CTP’s full-service agents or the online booking tool (Concur).

These capabilities apply to flights to and from the United States and within many countries. CTP provides access to more than 1,000 domestic/international airlines and is available 24/7 and 365 days a year.

Note: The university recognizes that local travel within some countries requires the use of small airlines that are best booked on location and on short notice. In these cases, where use of an outside agency would be impractical, there is an exception process. 

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

How do I get a copy of the State of Ohio CAFR?

Call the State of Ohio, Office of Budget and Management at (614)466-4034 to request a printed copy. The report (in PDF format) is also available on their website at: http://obm.ohio.gov/SectionPages/FinancialReporting/default.aspx.

How will a PI know if a spend authorization has been approved on their project in Workday?

The Principal Investigator (PI) may independently access Workday to monitor the approval status of a spend authorization issued in their name.

What is the retail order period?

The retail order period gives retail investors an opportunity to place orders on a first priority basis.

 

Are there additional training opportunities available?

Ohioans have access to free e-learning courses. To access the courses follow these steps:

  • Follow Access ohiomeansjobs.com
  • Select the “Online Training” picture/link at the bottom of the screen
  • Select the Sign In button
  • Register as a new user
  • Select a user name and password
  • Under the All Assessments drop down menu, select “Improve Your Computer Skills”
  • On the left hand menu, select the menu option that interests you (uncheck Tests or eBooks if you want eLearning classes)

You can access versions of Microsoft Access, Outlook, PowerPoint, Project, Publisher, SharePoint Designer, Vision, and Word. Class versions for Microsoft 2007-2013 are available.

Remember that:

  • Microsoft.com offers many quick tutorials on all of their products
  • Members of the Columbus Metropolitan Library have access to Lynda.com. Lynda includes thousands of video based training available at no cost. Access Lynda using your library card number here: https://www.lynda.com/portal/sip?org=columbuslibrary.org.  

Are Graduate classes for dependents taxable?

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

Do you have a plan template I can fill out?

No, plans are documented in a planning system that captures data for medium to large scale incident management.  Plan development is a facilitated process. Please contact your continuity plan coordinator for planning assistance.

Do I need to be a U.S. citizen or have a Social Security number to get a Wisely Pay card?

No. Foreign nationals may be required to provide some additional documentation (e.g. passport, visa). This information will be requested by Payroll Services when needed.

How do I pay an invoice in foreign currency?

 

If the department has an invoice that requires payment in foreign currency and is to be paid via wire, send an AP Wire Request form and the invoice (if present) to apbanking@osu.edu.

 

Contact AP Customer Service with questions.

Can I upload the Vendor Setup Form to my eRequest?

Due to the confidentiality of the information contained in the documents we recommend that you do not upload to eRequest. The online Vendor Maintenance request form has layers of security built in to encrypt and protect your uploaded documents. 

How can I make an electronic payment?

Current students – (if you are currently enrolled in classes or still have access to your Student Center account via buckeyelink)

  1. Go to buckeyelink.osu.edu(link is external).
  2. Click Payment in Payments and Refunds and choose from the options listed

Electronic check payments: Make an online payment from your checking or savings account using your routing and account numbers. The account must be located within the United States.

Credit cards: Ohio State currently accepts Discover, Master Card, VISA and American Express. Note: A 2.75% non-refundable convenience fee is charged by the credit card company per transaction.

Please note: On-line/ePayments MAY NOT be made using credit card checks, from a home equity line of credit account, investment account, or a money market account.

To avoid paying the 2.75% convenience fee for card transactions, please consider using ePayment (ACH) check. You will need your bank account and routing number to complete the transaction.

Payments made with debit-only cards will be rejected by the bank, as OSU is only able to accept Credit and Debit/Credit cards. Debit/Credit cards will be assessed the 2.75% convenience fee.

Foreign currency: Make an online payment using foreign currency. Note: Currency conversion rates are updated daily and are effective for 72 hours after the point of transaction. Foreign currency ePayments are pending until the wire transfer of funds from the bank is completed.

Past due students – (If you have a past due balance, are no longer attending classes and no longer can access My Buckeye Link or have no affiliation with The Ohio State University.)
If you have your account number and pin number located on the bottom of your bill, an electronic payment may be made by following these steps:

  1. Go to bursar.osu.edu
  2. Under the University Bursar drop down menu select Make a Payment
  3. Select Prior Students Pay Here
  4. Enter your account number and password*

*if you do not know your account number or password, please call 614-292-1056 option 2.

Will there be a requirement to get a third dose of the COVID-19 vaccine?

At this time, third doses are available for some populations but those doses are not required in order to meet the university’s requirement.

Additional requirements may be added to the Non-Discretionary Vaccine Policy based on guidance issued in the future by the CDC and FDA.

How do I sign up for Direct Deposit/Payment Elections?

Go to Workday to sign up for Direct Deposit.  Instructions for setting up your direct deposit/payment elections can be found here: Manage Your Pay Options.   

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 if I take leave in the middle of the day?

If you take leave during the day and return to work (doctor’s appointment, for example), you would record hours worked, plus the amount of leave required to bring your hours up to the full work day.

For example, an employee normally works 8 AM – 5 PM, with an hour lunch at noon, and left from 9:30 – 11 AM for a doctor’s appointment. The employee should record:

8 AM – 9:30 AM

11AM – 12PM

1PM – 5 PM

An eLeave request for 1.5 hours of sick leave. 

What employee payments are issued as a direct deposit?

All employee payments through Accounts Payable, including travel reimbursements, are distributed as direct deposit, provided the employee has elected direct deposit for payroll.

How can I make payment arrangements?

Payment arrangements can be reviewed by contacting the Collections department in the Office of the University Bursar at (614)292-1056 and press prompt number 2.  A collector will work with you to establish the best option for repayment.

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.

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.

How do I reimburse a non resident alien for travel expenses?

Refer to the Administrative Resource Center (ARC) for the related job aids.

Contact Supplier Maintenance for appropriate documentation and taxes. Contact AP Customer Service if you have additional questions.

What do I do if a PDF is rejected by DocuSign when preparing a Template?

1. Open the PDF file in Acrobat

2. Click the Print icon

3. Select the Adobe PDF printer

4. Click Print

5. When prompted, save the new PDF file

6. Upload this new PDF file to DocuSign, it will be accepted 

Can I upgrade my coach airfare to priority boarding or an upgraded seat?

No. Economy plus, seating upgrades, and/or pre-boarding options are not permitted to be purchased with university resources and will not be reimbursed for coach fares.

Note: When applicable, requests for reasonable accommodations for a disability will be considered by units in consultation with the Americans with Disabilities Act (ADA) coordinator.  To determine eligibility, travelers must submit a Reasonable Accommodations Request that identifies the personal need and provide related documentation to support the request (e.g. letter from physician) for expenditures outside of policy.  Requests should be submitted prior to the scheduled trip and allow sufficient time to gather required documentation.

For more information, contact the ADA Coordinator’s Office at 614-292-6207.  Submit request to:  ada-osu@osu.edu

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 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.

What if a host or 3rd party is paying for my airfare expenses?

Determine if the host/3rd party requires use of their contracted agency. 

  • If yes, documentation is required to demonstrate requirement that prevents use of the university's contracted agencies.  
  • If no, OSU employees must procure airfare through the university contracted agencies to be reimbursed by the host/3rd party.

What is the university's investment strategy?

The university’s investment strategy is designed to produce steady growth over the long term while mitigating downside risk. We are committed to preserving the impact of every donor gift in perpetuity.

Will OSP accept electronically signed documents now?

Yes. All units must accept electronic signatures as of September 1, 2015, unless prohibited by policy. 

Does Ohio State receive any discounts for travel related expenses?

Yes, note the following discounts programs:

  • Airline Discounts: Ohio State has negotiated discounts with American Airlines, United Airlines, Southwest Airlines, and Delta Airlines. Flights for OSU business travel are eligible to these discounts when they are booked using the university’s contracted travel agencies. Discounts are based upon market pair and/or service class designations. Book with the university’s contracted travel agency via a full service agent or online.
  • Rental Car Discounts: Ohio State has negotiated pricing (inclusive of the required insurances) with Enterprise, National and Hertz. Reservations made for university business must be reserved through the rental car agency website for most reservations or through Concur when reserving rentals associated with airfare. 

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.

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

Clone of What Does Financial Training Offer?

Financial Training offers a blended learning approach by providing eLearning, instructor-led courses, and “Experience” sessions. The eLearnings are offered through BuckeyeLearn and the series of instructor-led workshops focus on the on the university’s fiscal procedures, covering university policies and procedures as well as how best to work with the offices that have central financial responsibility. The Facilitated “Experience” sessions are facilitated and provide learners the opportunity for learners to practice how to complete journal entries, make deposits, create purchase orders, enter receipts, etcand many other hands-on tasks.

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)

Who do I contact for Student Loan Information?

Student loans are the responsibility of the Office of Student Financial Aid at (614) 292-0300. Students can access their account information by calling (614) 292-EASE.

Can I book flights that include my family or others?

Yes.  In the instances when you wish to secure adjacent booking/seating for spouse, kids, other family members or others, you will need to contact a full service agent with CTP by phone/email who will service the business portion of your trip (collect SA# and validate employee credentials) and then service the portion for your spouse/family/other – ensuring that seating assignments are as requested and have similar itineraries.  An agency fee is applicable to travelers without a SA#.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

 

Are there special considerations when flying internationally for sponsored travel?

Yes. The Fly America Act, enacted in 1974, mandates the use of U.S. flag air carriers for federally funded international travel. If you are scheduling international travel that is funded by a federal grant, you must ensure that all flights (where possible), are scheduled on U.S. flag air carriers or on foreign air carriers that code share with a U.S. flag air carrier.  See Office of Sponsored Programs website for more information.

What is the difference between buying a bond in the "primary" market versus the "secondary market"?

New bond issues are sold in the primary market. In a new issue, most of the terms are set, including the initial price and interest rate, and the bonds are sold to investors, with the issuer receiving the proceeds of the sale.

A secondary market transaction does not involve the issuer, but is a transaction between two investors - a buyer and a seller. Secondary market transactions involve a brokerage firm which acts either as an intermediary between the buyer and seller, or as a buyer or seller itself. Market conditions, such as prevailing interest rates, supply and demand, and credit quality, among other variables, determine the price, which may differ from the original price.

 

What is the vendor COVID-19 Vaccine Requirement?

All vendors that have been identified as embedded within our university, as defined below, are expected to have their employees fully vaccinated against COVID-19 or meet exemption criteria by Dec. 8, or test weekly.

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.

How long does is it take to complete a plan?

Initial plan development can take as little as 3-6 1.5-hour planning sessions. The plan should be updated every six months and exercised once a year.  The annual planning cycle is designed to progressively mature the plan over time.

How do I find a surcharge-free ATM?

Wisely Pay card posts links to surcharge-free ATMs on its ATM locator webpage, which includes links to:

Why are payments issued through Accounts Payable processed as an ACH deposit instead of a check?

ACH deposit is a safe and convenient method for issuing payments to individuals that significantly reduces the time delay between approval and processing of the payment.  In addition, use of ACH deposit reduces the University's risk of theft by eliminating the need for manual check handling and errors in the employee mailing addresses.

I'm unable to attach my .pdf to the Online Vendor Maintenance Form, what is the problem?

The Online Vendor Maintenance form is only supported by Microsoft Internet Explorer (IE). Attachments must not exceed 2MB. (Need to reduce the size of your document?)

How do I reset my Guardian ePay password?

  1. Log into My Buckeye Link 
  2. Under the Finances section click Guardian Setup
  3. Click Guardian Setup
  4. Scroll down to Managing Guardian Logins 
  5. Select Edit next to the account you would like to reset
  6. Select Reset Password

*Only students have access to reset a Guardian ePay password.

I am a vendor registered in the Wexner Medical Center’s Vendormate System. What do I need to do?

For any vendor registered in the Wexner Medical Center’s Vendormate system, credentialing should be verified and submitted similar to other criteria (flu, measles, TB, etc.), with a badge printed and worn while in patientcare areas.  If not credentialed in the system, badges will not print and access to Wexner Medical Center facilities will be denied.

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.

My employee worked more hours than they should have. Should I deny the extra hours or overtime?

No. Federal law states that an employer must pay employees for hours worked. If the hours were not approved ahead of time, the university must still pay the employee. Unauthorized work hours or overtime should be managed as a performance issue. See your department’s attendance policy for more details.

How frequently does the Accounts Payable system receive employee updates from the Human Resources system?

Updates occur immediately. Updates include new employees, name and address changes as well as bank account changes.

What are the instructions for the 1098-T form?

To help you figure your education credit, you should receive Form 1098- T.

Generally, an eligible educational institution must send Form 1098-T to each enrolled student postmarked by Jan. 31. The Ohio State University reports payments received in Box 1 that pay toward qualified tuition and related expenses.

Box 1 may not reflect the entire payment as noted on your bank statement. Payments (or payment portions) that apply toward housing, dining, health insurance, or other non-qualified  expenses will not be reflected in Box 1.

For more information see IRS resources. In addition, your Form 1098-T should give you other information for that institution, such as adjustments made for prior years, scholarships or grants, reimbursements or refunds, and whether you were enrolled at least half-time or were a graduate student.

What are some of the benefits of the contracted supplier agreement with Enterprise, National and Hertz?

Highlights of the agreement include:

  • Discounted rates
  • Unlimited daily/weekly mileage. Some exceptions may apply, including monthly and one-way rentals.
  • Loss/Collision Damage Waiver (also known as DW, CDW or LDW) coverage included at no additional charge.
  • Liability coverage included at no additional charge
     

NOTE:  Exceptions may apply with International rentals.

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.

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. 

How much taxes will come out of my pay?

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

How do I retire capitalized assets in the Financials system?

Disposition of an asset (e.g. retirement, sale, transfer, et al) must adhere to specific Asset Management policy criteria and properly documented in the Financials system.   A UNIV Asset Maintenance Form must be initiated by the unit and submitted to Asset Management in order for capitalized assets to be removed from the organization's records in the Financials system. OSURF asset retirements must be submitted to OSP Asset Management for approval.

If I am a Sender and I need to route an envelope to a 3rd person, does that line need to be in the template?

Yes. The Template should include every role needed for a Sender to use as is.

Can I purchase an upgraded seat instead of the business class airfare permitted with an international flight that meets the five consecutive flight hours criteria?

Business class airfare purchases are only permissible with international flight times in excess of five consecutive hours (excluding layovers), however a lower priced economy seat with a seating upgrade may be purchased in lieu of the business class flight as long as the cost does not exceed the  business class option quoted at the original purchase.

!Note:  An upgraded economy seat instead of a business class seat may be considered an adequate option for an International flight that is more than five consecutive hours.  In many cases, the cost of the upgraded economy fare is less expensive than the business class fare that is eligible with an international flight of more than five hours.  Comparison quotes should be collected at time of original booking to ensure the upgraded economy fare is less than the most reasonable business class option that meets the business needs of the traveler.  A screenshot image of the comparison fares and relevant details should be taken to properly justify the selection.

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 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.

Are guests/recruits/speakers/students/groups obligated to follow the Travel Guidelines?

Yes, all travelers, including guests/recruits/speakers/students/groups must adhere to the Travel Guidelines.

What is the Long-Term Investment Pool?

The LTIP contains thousands of endowments funded by private gifts, strategic investments by the university, and rainy-day funds that the university has saved to protect the financial health of the university and Wexner Medical Center.

The LTIP includes two types of funds:

  • The gifted endowment includes funds created by donors through gifts to The Ohio State University.
  • University funds include endowed funds and quasi-endowed funds created by the university.

Can we get a copy of the Policy?

Yes. The eSignature Policy is available at the bottom of the DocuSign Home Tab (Look for - eSignature Policy) and the University Policy website. 

Why do I have to use the university’s preferred travel agencies to be eligible for OSU’s airline discounts?

Applying the discount to the fare reservation is limited to the GDS (Global Distribution System) associated with the travel agency, which permits the airline to connect the purchase to OSU. As the OSU business spend increases, the university can leverage more substantial discounts in the future.

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 Does Financial Training Offer?

Financial Training offers a blended learning approach by providing eLearning, instructor-led courses, and “Experience” sessions. The eLearnings are offered through BuckeyeLearn and the series of instructor-led workshops focus on the on the university’s fiscal procedures, covering university policies and procedures as well as how best to work with the offices that have central financial responsibility. The Facilitated “Experience” sessions are facilitated and provide learners the opportunity for learners to practice how to complete journal entries, make deposits, create purchase orders, enter receipts, etcand many other hands-on tasks.

Will you garnish my wages every paycheck?

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

I had university-owned property stolen. Do we have insurance for that?

The University is self-insured for the first $1 Million for most property losses. The General Fund underwrites the exposure so that a department will pay no more than $50,000 (or $100,000 water related) per any occurrence. If your loss exceeds $50,000 in value, you should submit a Property Insurance Claim Form with OSU Insurance and file a report with OSU Police.

Please see the Loss Reimbursement Policy before you submit a claim.

Is the travel initiative just about saving money?

No – the initiative will have a variety of benefits by approaching universal use of our university-contracted travel agencies.

Some are financial. Ohio State has negotiated discounts through airlines that are not being fully utilized, and these benefits will grow if we all book travel in a consistent manner.

But universal use of these contracts has non-financial benefits too. For instance, the university can better support travelers during emergencies (e.g. COVID-19) to ensure duty of care needs are met when booking through one of the contracted travel agencies.

How do I set up ChartField values?

The New ChartField Value Request Form is designed as an Excel spreadsheet. There is one page for each ChartField segment (i.e., organization, fund, account, program, project) that is centrally maintained. The spreadsheet may be completed and sent to Chartfield-Request@osu.edu as an attachment to an e-mail message. This message must be sent to Accounting from the e-mail account of the Senior Fiscal Officer or the Chartfield Approver.

Financials Access Request form must also be completed when creating a new Organization value.

Where can I find more information about Sponsored Travel?

The travel section of the Office of Sponsored Programs website may be found at the Office of Sponsored Programs website. For more detailed information, contact the Office of Sponsored Programs Travel Office at 614-292-2126 or to OR-travel@osu.edu.

What are some risks involved in investing in municipal securities?

Credit Risk - Risk that the issuer is not able to pay the scheduled principal and interest on a full and timely basis. A change in the credit rating on bonds after they are issued can affect their value.

Interest Rate Risk - Interest rate risk is the risk that changes in market interest rates may increase or decrease the market value of a bond. When interest rates decrease, the price of fixed-rate bonds and notes increases, and when interest rates increase, the price of fixed-rate bonds and notes decreases.

For a more thorough discussion of the risks associated with a particular municipal security, potential investors should read the associated official statement and consult a licensed financial professional.

 

Who is considered a vendor?

The term “vendor” includes vendors, sales representatives, consultants, contractors, subcontractors, subconsultants and any other such service providers as the university designates. The university retains sole discretion to determine whether a vendor is covered by the requirement.

Government auditors and inspectors are not considered vendors and are not covered by this requirement.

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 paycard that will be mailed to the home address you have in Workday.

What does the planning process entail?

The planning process is covered in the Planning Process Overview.  Please feel free to contact your continuity coordinator to discuss details and schedule a presentation for your area.

What do I do if my pay card is lost or stolen?

Call Wisely Pay card immediately at 888-220-4477.

 

When I receive a payment through Accounts Payable, will I receive a notification?

Yes, you will receive an e-mail notification from Accounts Payable when the payment has been processed. The email will be sent to your OSU internet email account (name.#@osu.edu). The email will provide you with the dollar amount of the payment and the date it was submitted to your bank. There will be an Excel spreadsheet attached to the email that itemizes the payment information.

Can I use a PCard?

Please utilize the decision tree to determine the preferred procurement method. (By order of Internal Supplier, eStores, PCard, Convenience Order, Purchase Order)

What is Guardian ePay?

The Guardian ePay(link is external) functionality allows a student to permit parents, guardians, or others to make a payment to their tuition and fees account.

See step-by-step instructions(link is external).

What if a vendor does not submit the online attestation form by the deadline?

Progressive actions that may include:

  • Limitations or restricted presence on Ohio State’s campus
  • Removal of access to facilities and systems
  • Further action up to and including contract termination

How can I verify transaction information for my area's PCard?

Posted transaction information is available for a specified time period in the Transaction Report (APU132DW).

Go to eReports.

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. 

My employee submitted a timesheet with overtime because of an incorrect AM/PM selection. What should I do?

When entering start and end times, users must be careful to select the appropriate AM or PM times from the drop-down menu. An incorrect AM/PM selection (e.g. 8 AM – 5 AM, instead of 8 AM – 5 PM) will record extra hours and possibly overtime. It’s important for supervisors to consider total hours when approving timesheets. If incorrect hours are recorded, supervisors have the option to deny the timesheet or ask the employee to edit and resubmit.

Does the direct deposit of payment affect all companies (University and Health Systems)?

All employee payments, including travel reimbursements will be distributed as direct deposit. All employee payments, including travel reimbursements will be distributed as direct deposit.

Did Ohio State send a copy of this form to the IRS?

Yes. Section 6050S of the Internal Revenue Code, as enacted by the Taxpayer Relief Act of 1997, requires institutions to file information returns to assist taxpayers and the Internal Revenue Service in determining eligibility for the American Opportunity and Lifetime Learning education tax credits. The annual deadline to file the required tax information electronically is March 31, although data may be transmitted earlier. 

Who is eligible to rent under the Vehicle Rental Agreement?

Any university personnel (and guests), 18 years or older, who is renting for official university business. Exceptions may apply by location. Vehicle restrictions may apply for young renters.  It is recommended that the renter call the location to ensure eligibility criteria.

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, 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.

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.

Where can I find the policy?

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

How do I retire non-capitalized assets in the Financials system?

Disposition of an asset (e.g. retirement, sale, transfer, et al) must adhere to specific Asset Management policy criteria and properly documented in the Financials system.  For retirement of non-capitalized assets, see step-by-step ASSIST guide:  Retire an Asset.

What does access code mean on the Template Form?

Access codes are required when sending a document that will include restricted data or when sending a document to someone that is external to the university. Please use either the access code or the SMS option. Full details on how to use access codes is available in the following links:

Access Code: https://support.docusign.com/en/guides/ndse-user-guide-access-code

SMS Code: https://support.docusign.com/guides/ndse-user-guide-recipient-authentication

What is the university best practice for navigating the various airfare classes?

Travelers should book the lowest cost Economy or Coach Class airfare that fits the business needs of the trip. Consult with the university contracted travel agency for airfare bookings. The contracted travel agency is aware of OSU’s policy regarding airfare purchases, and provides the industry expertise to help travelers navigate the booking process.

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’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. 

Does the university manage the entire LTIP the same way?

Yes. The entire LTIP is managed under a common strategy. The portfolio is diversified across various types of investments, and all endowments share proportionately in the overall rate of return.

Each individual endowment fund is assigned a number of shares in the LTIP depending on the size of the gift. This process is similar to the way a mutual fund works. Earnings are distributed proportionately based on the number of shares owned by each fund.

How will Authors be approved, is there any specific criteria?

Authors should be aware of the requirements associated with private and restricted data, the delegation authority in their College/VP unit, and the electronic signature policy.

Can I utilize any of the university’s discount programs for personal/leisure travel?

Yes, discount rates are available for personal/leisure vehicle rentals through the university’s agreement. Insurance is NOT included in the rate. The young renter fees for drivers that are between 18-25 is NOT waived. For more detailed information, go to Ohio State Human Resources - Buckeye Nation Reward.

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

Clone of What Does Financial Training Offer?

Financial Training offers a blended learning approach by providing eLearning, instructor-led courses, and “Experience” sessions. The eLearnings are offered through BuckeyeLearn and the series of instructor-led workshops focus on the on the university’s fiscal procedures, covering university policies and procedures as well as how best to work with the offices that have central financial responsibility. The Facilitated “Experience” sessions are facilitated and provide learners the opportunity for learners to practice how to complete journal entries, make deposits, create purchase orders, enter receipts, etcand many other hands-on tasks.

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. 

Is damage to our space due to a flood, fire, lightning, or other disaster covered by insurance?

The University has insurance for qualifying perils that damage property. There must be damage to a structure or its contents caused by the qualifying peril. Damage from fire, high winds, lightning, and some floods qualify as a peril. There may be other causes of significant damage to property. Contact OSU Insurance (see contact information above) to determine whether you have a qualifying event. Anytime you believe that you may have an event that qualifies for insurance, you should photograph damage and document the event. You should also contact Facilities or your property manager for emergency repairs, cleanup, and restoration. You must keep track of the costs of repairs and associated expenses. You will not be reimbursed for your time or labor.

What happens if I purchase airfare outside of CTP/Concur?

If you purchased airfare outside of CTP/Concur after Aug. 1, 2018, you ultimately will not be reimbursed for that cost. 

In the first two instances that you buy airfare outside of the policy, the travel office will send an email to you, your supervisor and the fiscal officer in your area that reiterates the policy. In the third instance, the university will not reimburse you for the cost of your airfare.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

How do I change ChartField values?

To close, inactivate, rename or change project end dates, send an e-mail to Chartfield-Request@osu.edu with the appropriate information.

Who created the Vendor Setup Form and why?

The Vendor Setup Form was a collaboration between University Purchasing, Accounts Payable, Office of Sponsored Projects Purchasing and Accounts Payable, and The Ohio State University Wexner Medical Center. All three business units will utilize the form.

What if I want to sell my municipal security prior to maturity?

Municipal securities may be sold prior to maturity with the assistance of a brokerage firm. If an investor sells a municipal security prior to maturity, he or she may receive more or less than the original price depending on prevailing market interest rates, supply and demand, and perceived credit quality of the bond or note, among other variables. In addition, the investor should consult a tax advisor for any tax implications.

 

How do you define embedded?

Embedded status applies to those vendor employees who routinely share an indoor environment with students, faculty or staff for three consecutive hours or more, more than once in a calendar week, or for more than six consecutive hours on any one day in a calendar week.

Employees in the vendor organization who do not meet the definition of embedded are encouraged but not required to get the COVID-19 vaccine. 

  • Typically, embedded vendors have electronic or other advanced access to our campus facilities and systems.
  • The university may require vendors that it believes to meet the definition of embedded to execute an agreement confirming their compliance with this requirement.
  • Medical Center Lab courier service vendors are considered embedded.
  • This requirement applies to any Ohio State campus and in any location where the university conducts business.
  • University leasehold tenants are not covered by this requirement. (eg., Wendy’s, Café Oasis, Au Bon Pain), however, these tenants are strongly encouraged to comply.

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.

Is the plan done after 3-6 planning sessions?

No, a plan is a living document that, over time, is matured into a more comprehensive set of validated and exercised strategies that can be implemented in the face of a disruptive event.  Please contact your continuity coordinator to design a plan maturity process for your area.

Can I withdraw all the money off my card at one time?

Yes. You can go to a bank that services VISA and withdraw all of your money to the penny. Inform the teller you wish to do an over-the-counter transaction, and tell them the exact amount you would like to withdraw.

See your cardholder agreement from Wisely Pay card for details.

 

What if I do not have an email account?

If you do not have an active Ohio State email account, you will not receive an email notification; however, the payment will still be directly deposited into your bank account.

I was told my vendor request was not a “TIN Match” with the IRS. What does this mean?

The vendor's Tax Identification Number (TIN) needs to match the name with IRS files. The university complies with TIN matching all vendors that are created, Reactivated or Re-Opened. This process is completed by the Vendor Maintenance team prior to performing maintenance in PeopleSoft.

See additional information from the IRS(link is external).

How can I grant access to my information (SIR) Student Information Release?

  • The Family Education Rights and Privacy Act (FERPA) of 1974, as amended, is a federal law that protects the privacy of student educational records, including financial records. Without the appropriate student information releases, student account and academic records cannot be discussed with a parent, guardian, spouse or other parties. Information releases for academic, account and financial aid information are completed through the Student Center.

To change or update your information releases:

  • Click on Student Information Release in the Personal Information section of your personalized My Buckeye Link page, available via buckeyelink.osu.edu.
  • Fill in the requested Designee Information, including a unique access code of your choice for each designee to use to validate their identity when seeking information about you from the university.
  • Check the appropriate releases for each designee (you can select more than one release per designee)
  • Click the “Add” button to list multiple designees.

Note: Any adjustments or changes made through My Buckeye Link will replace and void all releases previously on file.

Please be aware: by completing the Student Information Release you are only allowing the person to have Information. All account action MUST be initialized by the student.

Ohio State is not required to have consent before releasing directory information, which includes your name, contact information, major and more. You do, however, have the right to restrict the release of this information.

To restrict the release of directory information:

  • Click on Student Information Release in the Personal Information section of your personalized My Buckeye Link, available at buckeyelink.osu.edu(link is external).
  • Go to the Withhold Directory Information tab, read the disclaimer, select “I wish to withhold the release of my Directory Information” and click Save.

Note: By selecting “I wish to withhold the release of my Directory Information,” Ohio State is prohibited from releasing information to anyone, including YOU – THE STUDENT unless in-person with a valid photo ID. Anyone requesting information on your record will be told that there is no record.

If I am no longer able to fulfill contractual obligations due to the COVID-19 vaccine requirement, what will happen?

Vendors who have concerns should contact their university representative for additional information. 

What is the deadline for reallocating and approving transactions in the Financials system?

Reallocation must be completed by the designated date for the applicable month. See PCard Reallocation Calendar.

Financial system approval must occur no later than 30 days from the end of the month in which the transaction was made (or as applicable to card type).

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.

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. 

Do students who are employed have payments distributed as a direct deposit?

Yes, hourly and monthly paid students who are active in the Human Resources system are established as vendors in the Accounts Payable system. If the employed student receives his or her pay as a direct deposit then his or her payment will also be processed as a direct deposit and will receive the email notification. Students who receive a paper check for their pay will receive a check mailed to their home address.

What am I supposed to do with the 1098-T form?

Keep it for your personal records and share it with your tax preparer; Ohio State sends your 1098-T information to the IRS. The information contained in the 1098-T will help you to determine if you may claim various tax credits and/or deductions for qualified educational expenses. Please be aware that the 1098-T captures financial information on a calendar year basis (January 1 – December 31) and you will likely need your statements of account (also available from buckeyelink.osu.edu) and other personal receipts (eg. books & supplies) to calculate your tax credits and deductions

Is there a minimum age requirement?

At most locations, Enterprise, National and Hertz will not assess an additional charge when renter is between the ages of eighteen (18) and twenty-four (24), provided that the rate selected at the time of business rental is a rate or discount specified in the Agreement. Vehicle restrictions may apply for young renters.  It is recommended that the renter call the location to ensure eligibility criteria.  Renter must be twenty-one (21) or older in order to drive 12 Passenger vans, or box truck rentals.

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.

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 am I being taxed for an item I received?

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

Do I have to track non-capitalized assets?

All capitalized assets must be tracked in the Financials system.  For non-capitalized assets, use of the Financials system for tracking is strongly encouraged in preparation for the transition to WorkDay in 2019.

How do we make a template ADA Compliant?

Instructions can be found in the Author Training: eSignature Author

How is a mileage reimbursement calculated when my normal home to work commute includes alternate destinations?

The travel policy limits reimbursable miles to the number driven in excess of the number of miles involved in the individual’s daily commute (round trip) for work. This calculation applies even in cases where the individual does not normally drive to the primary work location. This calculation does not apply if the individual drives to a place other than the usual work site on a non-normal workday.

Best Practice Examples:

Example A: Joe generally drives 13 miles to and from his usual work site on Main Campus in Columbus for a normal round trip commute of 26 miles. Today, however, Joe needs to drive from his home to the Mansfield Campus to attend an early morning meeting (66 miles). After the meeting, he continues to his primary work location (69) where he completes his work day and then drives home. As a result, today Joe drives 148 miles – from home to Mansfield to his office and back to his home. Joe can request reimbursement for 122 miles today. This represents the number of miles that he drove in excess of his usual round trip commute (66+69+13-26=122).

Example B: Sue drives to her Main Campus office on Monday morning, leaves to attend a required function in Newark, and returns to the office. She can request reimbursement only for those miles driven in excess of her normal commute, in this case, the drive to Newark and back to Main Campus.

Example C: Jake usually drives 14 miles round trip to his work site on Main Campus. His normal work schedule is Monday through Friday. On Sunday evening he drives 27 miles to Columbus Airport to catch his flight to an out-of-state conference. Jake can request reimbursement for all 27 miles driven this day, since it is not a normal work day and he is not going to his normal work site. (If, however, he had needed to work in his office on that Sunday, his 14 mile round-trip commute would not have been reimbursable.)

See Mileage Best Practice Graphic Guide

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.

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

A paycard will be assigned; however, there are countries that our paycard provider does not do business with. You may want to leave your bank account open until you have received your last paycheck. Submit a ticket through HR Connection to determine if your country is supported.

Why use endowments to fund priorities instead of spending money as it comes in?

Endowments provide steady, perpetual funding for academic and medical center priorities and help protect Ohio State against economic downturns or other short-term fluctuations.

Through sound investment strategy over an extended time horizon, the university seeks to grow the principal while providing annual distributions. This ongoing funding is particularly important for universities, where costs tend to be ongoing rather than one-time.

Will all University Forms be available in eSignature?

The form owners will assess whether eSignature is the appropriate place for the documents to be housed. The timeline will be determined by the form owner. 

How do I get a printed copy of the university's Financial Report?

Contact Tricia Privette at (614) 688-3728 or Privette.3@osu.edu. If you would like to be added to the annual mailing list, please indicate this.

Are OSU employees eligible for educational or government discount rates for lodging?

When making a hotel reservation, it is worthwhile to inquire about educational, institutional or government rates.  As an instrumentality of the State of Ohio, employees of The Ohio State University may be eligible for government rates with business reservations.  However, be sure to check with the hotel directly before arrival to determine the discount rate criteria for check-in.  In some cases, the OSU BuckID will be accepted in order to receive the government rate, while other hotels may require more specific/official government ID.

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.

What Types of Programs Does Financial Training Offer?

Financial Training offers a blended learning approach by providing eLearning, instructor-led courses, and “hands-on” sessions. The eLearnings are offered through BuckeyeLearn and the series of instructor-led workshops focus on the university’s fiscal procedures, covering university policies and procedures as well as how best to work with the offices that have central financial responsibility. The Facilitated hands-on sessions provide learners the opportunity to practice how to complete journal entries, create purchase orders, enter receipts, etc.

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

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

We are negotiating a contract with an outside party. They are requiring us to have various types and limits of insurance coverage. What should we do?

You must have a representative from Legal Affairs review your agreement. If there are any questions regarding the terms or limits for insurance, Legal Affairs will consult with Risk Management.

Can I use my PCard for airfare purchases?

No.  Airfare must be purchased through a CTP full-service agent or Concur using the preloaded cards applicable to business travel.  PCards issued to Ohio State employees cannot be used to purchase airfare from any source and will be audited to the same compliance review as airfare purchase.  Failure to comply may result in the revocation of the PCard.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

 

How do I obtain a ChartField Reference Guide?

ChartField Reference guides are available from the Corner Store. The Stores stock Number is #53755.

What if I do not understand something on the form?

This form is to be filled out by the Individual or Supplier you are working with; they can direct their questions to the appropriate Vendor Maintenance business unit

What are variable rate demand obligations?

Variable-rate demand obligations (VRDOs) are debt securities that bear interest at a floating, or variable, rate adjusted at specified intervals (daily, weekly, or monthly) according to a specific index or through a remarketing process. Holders can redeem these securities at designated times. VRDOs are short-term, tax-exempt instruments whose yield is reset daily or weekly based on an index of short-term municipal rates.

 

Who does the vendor COVID-19 vaccine requirement apply to?

The vendor COVID-19 vaccine requirement applies to all employees of vendors who have been identified as embedded on any Ohio State campus and in any location where the university conducts business. To meet the definition of embedded, the employees must be physically present on an Ohio State property. Vendor employees who do not meet the definition of embedded are encouraged but NOT required to get the COVID-19 vaccine.

  • Vendors are also required to affirm that their embedded subcontractors and subconsultants are in compliance with this requirement.

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 create my own plan?

No, the University planning process is required.  Plan data documented in the planning system are a resource used by your continuity coordinator to assist the University Emergency Operations Center in managing medium to large scale incidents.

Is there a Concur mobile app?

Although Concur does offer a mobile app, it is not recommended for use by OSU employees for booking business travel.  The Concur mobile app does not offer the security features for personal devices that would be standard for OSU.  All airfare (hotel, car...) bookings should be made through the Concur online access at:   OSU Travel – Book Travel Online.

What does the email notification look like?

From: APNotify@osu.edu
Sent: Tuesday, November 28, 2017 9:55 AM
To: 
Subject: Electronic Remittance from the Ohio State University

A disbursement has been processed from OSU and will be deposited directly into your bank account.

Total amount submitted:
Date Processed

The attached file is provided for your information UNIV_00000XXXXXXXXXXXXXXXX.csv. Open this file to bring up an Excel worksheet which provides supporting detail of the specific transactions included on this payment. 

If you have further questions, please contact:

Accounts Payable
The Ohio State University
Stores Bldg. Room 120
2650 Kenny Rd.
Columbus, Ohio 43210
Phone: 614 292-6831
Fax: 614 292-2294
Email: apcustomerservice@osu.edu

sample remittance

How long does my online Vendor Maintenance request take to process?

The length of time for processing depends on many variables. It is important to submit your online request only once you have all required paperwork, with all the procurement questions answered. This will reduce the amount of back-and-forth emails, communication and requests being put on hold.

What is the Student Information Release?

The Student Information Release page enables you to designate individuals and organizations to whom The Ohio State University can release information. The Family Education Rights and Privacy Act of 1974 (FERPA) governs the release of educational records to third parties. By completing the Student Information Release you ensure that Ohio State can discuss your information with others (such as parents, spouses and third parties) whom you wish to have access.

See step-by-step instructions(link is external)

Who do I call if a PCard has been lost, stolen or comprised?

Call the Bank, 800-685-4039, immediately to report the lost, stolen or compromised card

Contact the PCard Office to advise them of the situation and to request a replacement card.

Contact the local or campus police (as applicable).

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

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.

If I process a payment for a student who is employed in a different department, will the payment be submitted as a direct deposit?

Yes, as long as the student is active in the Human Resources system and receives their pay as a direct deposit, then his or her payment will also be distributed as a direct deposit.

Which expenses qualify for the American Opportunity, or Lifetime Learning Credits?

The Ohio State University cannot legally provide tax advice. Please consult with a qualified tax preparer or the IRS if you have questions concerning how to use this form on your taxes. For more information see Additional Resources

How will I pay for the vehicle rental?

Personal Credit Card (with renter's name embossed on card) or OSU PCard (with renter's name embossed on card) are permitted.  Department or Service Center PCards will not be accepted.

Contact travel@osu.edu for further information on billing options.

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.

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.” 

Are gift cards considered non-cash?

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

How do I order non-capitalized tags?

To request non-capitalized assets tags, send an email to Asset Management Office including the requestor’s contact information, 5-digit unit number and number of tags needed.

What happens if we were unable to complete the Template Review by 9/1?

Any templates that you are unable to review prior to 9/1 will be available in the Demo environment: Demo.Docusign.com, for a period of time, until the Template review is completed. Simply log into the Demo instance and complete the template review and then the template will become available again

If I use my personal vehicle for business travel, should I contact my insurance company before the trip?

Yes. Use of a personal vehicle for business purposes may be excluded on the average private insurance policy. Additional coverage may need to be purchased to cover specific circumstances and requirements. Employee and guest travelers are advised to check with their insurance company for provisions and rates to cover such activity.

For more information visit Risk Management.

Best Practice Tip: Consider using one of the university's contracted rental car agencies in lieu of personal vehicle for business travel. Costs are considerably less expensive and the required insurance is included in the rate.

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.

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. 

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.

How does the university distribute earnings from endowments?

The LTIP works like a mutual fund in that there are “shares” owned by different funds, and earnings are distributed across the funds.

Distributions to each fund are made at the beginning of every fiscal year. The university's policy sets annual distributions at 4.5 percent of the seven-year moving average of the market value per share of the LTIP.

By utilizing a seven-year moving average for distributions, this formula provides stability and avoids sudden changes in funding from year to year that could result from market dynamics. The distribution policy was last updated by The Ohio State University Board of Trustees in April 2016.

What is a tag?

DocuSign tags are used to indicate locations on a document where the recipient needs to take an action and to provide information for the recipient. Some examples include: Signature, Date Signed, Radio Button and Check Box.

More information can be found: https://support.docusign.com/guides/ndse-user-guide-field-types

What is a Spend Authorization?

A spend authorization (SA) is a request for travel within the Workday system. A Spend Authorization does not provide authority to spend or travel until the spend authorization is in approved status.

Who are the University’s Contracted Travel Agencies?

Contracted Travel Agencies are offered to the university community to serve specific travel demographics.

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.

Is there a cost to attend the Financial Training Courses?

The instructor-led courses are offered by the Controller’s Office as a service to the university community and are free of charge to your department.

Our department is considering an activity or event and I am worried about the liability. Do we have insurance to cover that?

The answer depends on the activity and the individuals involved. The University does have a general liability policy covering the institution, its boards, employees, and its qualifying volunteers. When undertaking a new initiative, a department or unit should first perform a risk assessment to help identify threats to the initiative’s success.

Can I purchase Basic Economy flights with the contracted travel agency?

Yes. All fares, including basic economy, are eligible for purchase. 

When using Concur, a warning is provided to inform you that there are limitations with Basic Economy fares, including that there would be no refund in the event of cancellation.  If the fare meets your business need and you are willing to accept the risks, simply acknowledge that you understand the restrictions and continue with the purchase.  If you are an arranger and booking on behalf of a traveler, be sure they understand the restrictions that may impact their travel.

How can I determine if a ChartField value is valid?

Chartfield Informational Reports are located in eReports/Financials.

The ChartField Reference Guide (revised 6/15/00) contains valid account values as of 6/15/00. This may be useful in determining the proper numeric range for an online search.

Do I have to have my Individual/Supplier check the Vendor Interaction Policy?

This policy pertains to OSUWMC only, at this time. If you have questions related to this policy, please contact OSUWMC Vendor Maintenance.

How do I view my Statement of Account?

To view your statement of account:

  1. Go to buckeyelink.osu.edu
  2. Click on the Statement of Account task located in Payments and Refunds
  3. Select the term.

You may need to disable your pop-up blocker on your browser or phone to view your Statement of Account.

For questions about your Statement of Account, please contact Buckeye Link via email at buckeyelink@osu.edu or via phone at 614-292-0300.

How do you define Ohio State campus facilities?

This definition includes any Ohio State campus and any location where the university conducts business.

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.

Where is the OSU Surplus Department located?

OSU Surplus Department is located at 2650 Kenny Road, Columbus, Ohio 43210 inside the Stores and Receiving Building (#381) on the east side of the building at the end of the loading docks. Take the stairs up to the door labelled Surplus; ring the doorbell for assistance.

 

Why is eTimesheet changing?

The changes to time entry in eTimesheet are being made in preparation for conversion to Workday’s timekeeping entry system. In Workday, users must enter start and end times each day, including recording meal breaks.

Recording time-in/time-out each day will more accurately reflect hours worked and applicable overtime, ensuring the university is compliant with federal and state regulations for nonexempt (i.e. overtime-eligible) employees.

I have not accessed my OSU email account before. Where do I start?

Instructions for activating your Ohio State email account are available on the OCIO help pages or by calling 8-HELP.

How do I access a listing of open POs for my departments?

Visit eReports(link is external). Run the Purchase Order Report (POB101DW) to review the list of outstanding purchase orders with summary and detail information.

How do I grant permission for Title IV aid to pay all charges on Statement of Account?

  1. Go to buckeyelink.osu.edu(link is external)
  2. Click the Title IV Permissions task in Payments and Refund
  3. Click Grant Permissions and follow the prompts.

For more information, see Student Permission for Title IV

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.

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.

Who can claim an Education Credit?

You may be able to claim an education credit if you, your spouse, or a dependent you claim on your tax return was a student enrolled at or attending an eligible educational institution. If a student is claimed as a dependent on another’s tax return, only the person who claims the student as a dependent can claim a credit for the student’s qualified education expenses. If a student is not claimed as a dependent on another person’s tax return, only the student can claim the credit. If you claim an exemption on your tax return for an eligible student who is your dependent, treat any expenses paid (or deemed paid) by your dependent as if you had paid them. See additional restrictions for claiming the credit in the IRS instructions to Form 8863

Will I need to show OSU identification at the time of rental?

  • Enterprise/National:  Buck-ID or OSU affiliated validation is required to authorize use of OSU business rates.
  • Hertz:  Buck-ID or OSU affiliated validation may occur.

 

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.

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.

Can I donate/sell assets that no longer have a useful life?

Please refer to the Dean or Vice President of your college and the OSU Surplus Department

Will all future templates be reviewed?

Authors are required to follow the new guidelines when creating templates. In addition, periodic reviews will be completed where any template can be randomly selected for review.

If I use my personal vehicle for business travel, whose insurance assumes primary liability?

In the event an injury or accident occurs during business travel status, while in a private vehicle (OSU non-owned), the vehicle driver’s insurance company assumes primary liability for personal injury or property damage incurred by the accident. Primary insurance coverage follows the vehicle’s owner. If this occurs during business travel, injuries to employees may be covered by Worker’s Compensation. Injuries to other parties would fall under the driver’s insurance policy or other insurance such as health insurance of the individual injured. Any private insurance used will have its own deductibles. The University policy may be excess to the owners policy.

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.

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.

Does the university use internal or external fund managers?

The Office of Investments determines the investment strategy for the LTIP, makes asset allocation decisions and places investments with external fund managers.

The university selects investment managers based on their record of success, alignment with our strategic investment priorities and approach to risk.

Why did my credit card payment get refunded?

In order to comply with credit card industry standards, please be aware that when paying by a credit card, any potential refunds may be credited back to the source card. This includes any refunds generated from a financial aid disbursement, after a credit card payment is made.

As a result of this, the use of gift cards, when making a payment, is discouraged.

What are the advantages of using the Contracted Travel Agency for my business travel?

  • Prepayment option – No out-of-pocket expense to traveler
  • Access to extensive airline selection
  • Eligible for OSU airline discounts
  • Customer service 24/7
  • Online Booking available with Individual Business Travel (CTP)
  • No service fees

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.

Who presents the Financial Training Courses?

Financial Training staff members, Volunteer and Subject Matter Experts take time from their schedule to be course contributors and presenters. In addition, liaisons from areas such as the Office of Financial Services, Payroll, Accounts Payable, Student Life and the University Archives make short presentations, answer questions for their respective areas, and serve as facilitators for the hands-on sessions.

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.

Does the University have automobile insurance?

All University owned and when required by contract leased or borrowed vehicles are covered by the University's insurance program. If driving your personal vehicle, auto insurance follows the owner of the auto. If you are using your personal auto for university business, your insurance policy is primary.

Why should I sign up for a pay card?

Direct deposit has advantages over paper checks for a variety of reasons, including greater security, speed and simplicity. Starting July 1, 2019, Ohio State will pay all employees through a direct deposit option - either a checking account, savings account or pay card. (Paper checks will no longer be an option.)

You can choose the direct deposit option that works best for your situation, including splitting your pay into several accounts. A pay card is simply one of the options for direct deposit. 

Wisely Pay card publishes a webpage that provides some details about its pay card system. 

Will paper monthly reports be distributed from the PeopleSoft general ledger?

No. You may access and print your reports using the eReports server.

If a vendor is “Approved” but not marked “Open for ordering” what is my next step?

If a vendor is “Approved” but not marked “Open for ordering” what is my next step?

  • If you want to create a voucher through PREP for payment: If a vendor is “Approved” but not checked “open for ordering” you can still create a voucher through the PREP system (no additional steps are necessary).
  • If you want to create a REQ or PO? Your vendor must be “open for ordering”. You will need to submit a request to “Reactivate/Re-Open” your vendor on the Online Vendor Maintenance Request form

Who do I contact if I have a question about my Statement of Account?

Please contact Buckeye Link via email at buckeyelink@osu.edu or via phone at 614-292-0300.

How will I know if I am considered an embedded vendor?

All vendors are expected to evaluate whether they meet the definition of embedded and, when applicable, self-identify as an embedded vendor. Vendors who self-identify as embedded should notify their regular university contact and also affirm their compliance online.

In October and November 2021, Ohio State contacted vendors that the university believed to meet the definition of embedded and asked them to reach out to their regular university contact and to affirm their compliance online.

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 materials should be sent to OSU Surplus Department?

All OSU retired assets (furniture, electronics, laboratory and medical) should be sent to the OSU Surplus Department for disposal.

When is eTimesheet changing?

Beginning the week of October 13, 2019, all eTimesheet users will be required to enter hours worked by indicating time-in and time-out.

How long will it take for my payment to be deposited into my bank account?

You should allow at least 3-5 business days for your bank to deposit the payment into your account from the time you receive the email confirmation.

How do I change my direct deposit account information?

  1. Sign into My Buckeye Link at buckeyelink.osu.edu(link is external)
  2. Select the Account Refund link under the finances section of your personalized My Buckeye Link.
  3. Select Transfer. The Cashnet page will open in a new window or tab.
  4. Select the Edit link in the Direct Deposit box.
  5. Select Edit on the current account.
  6. Enter the new account information and select
  7. Read and indicate your agreement to the terms and conditions and check the agree box.
  8. Select Submit

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.

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.

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 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.

How do I sign-up to be a Sender?

Sign-up to be a sender by going to my.osu.edu and selecting eSignature from the menu bar. Select the “Request for eSignature Sender privileges” link. From there you will be asked to accept Terms and Conditions and take the required training. In addition, your request will be validated with your supervisor. 

Can I use this agreement for international rentals?

Yes, however rates and insurance requirements will vary by International destination and may not match domestic rates and other provisions provided by the Agreement Summary for Business Rentals. Additional fees and insurance requirements may be applicable to the country/region laws.

Note: When reserving internationally (including Canada and Mexico), contact the applicable rental agency or travel@osu.edu to determine whether insurance coverage is included in the rate. In most countries the required insurances are not included and must be purchased in addition to the rental rate to meet Travel Policy requirements.

 

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, Mexico, and Students from India (F-1, J-1, M-1 or Q-1 Student immigration statuses only).

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 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.

Can a Template owner be changed?

Yes. Users can send a request through Service Now and ask for the eSignature administrator to change ownership of a Template. This is especially beneficial when someone leaves the University or goes on extended leave.

Note: Make certain to state the Template Name, original Template owner and who should be the new owner when completing the Service Now request

What documentation is required in order to be reimbursed mileage for business travel using a personal vehicle?

For one-time trips between two primary destinations, an online map source (e.g. MapQuest or Google Maps) is the best source of address-to-address documentation. When traveling to multiple destinations, or travel covering a wide range of dates (for the same business purpose), a log including odometer readings and address-to-address locations are required to document for audit review.

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

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.

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

Why should donors give now?

There are compelling reasons for contributing to the university, with benefits to acting now:

  • Gifts that are invested in the LTIP generate annual support for the university while they continue to grow. This means immediate and long-term support for priorities including scholarships, faculty positions, student programs and capital projects.
  • Endowments allow the university to plan, based on committed resources. An endowment that funds a faculty chair, for instance, supports that chair and also frees up college resources for other priorities.
  • There are advantages to Ohio State’s status as a public institution and institutional investor. Gifts that support Ohio State grow tax-free, because the university is a public institution. Our size as an institutional investor provides both economies of scale and investment opportunities that are not available to individual investors.
  • Endowments provide consistent, sustainable income that helps offset variations in state funding and other sources.

For information on how to give, go to give.osu.edu

How do I apply to be a volunteer for the Financial Training workshops?

We always like to hear from knowledgeable individuals who are willing to assist. Please complete the volunteer agreement form found here. For presenters, we have a multi-step train-the-trainer program to help you get started. We need more than presenters!! We seek volunteers to participate in a focus groups or design sessions.

What are the booking options available with the Contracted Travel Agency?

  • Individual Business Travel:  Corporate Travel Planners offers both agent assist booking by phone/email, as well as the Concur Online Booking Tool.
  • Group Business Travel:  Due to pending updates with Group Travel, contact the Travel Office for more information.
  • Athletic Team/Individual Business Travel:  Anthony Travel offers agent assist booking by phone/email

Note: All bookings must be secured with an authorized SA# for advanced payment eligibility.

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.

What do I do if I have an automobile accident in an university-owned, managed, leased, or rented vehicle?

Call the police and have a report taken at the scene. Obtain the other driver's name, address, phone #, insurance information and the make, model and license # of the other vehicle. At first chance, call Transportation & Traffic Management (TTM) at 614-292-6122 to report the accident.

How do I sign up for a pay card?

Requests for pay cards can be submitted through the Employee Service Center under the Direct Deposit/Pay Card service.

What is the monthly cut-off for interdepartmental billings?

IDB's (both online and interface) may be processed through the end of business on the second working day of the following month.

What is the difference between Approved and Inactive?

An “approved” vendor can still create a voucher for payment (see above) but will not allow for the creation of a REQ or PO.

What is the Financial Responsibility Statement?

The Financial Responsibility Statement outlines the terms and conditions of the financial responsibilities and obligations associated with attending The Ohio State University.

Because certain eligibility is required and must be maintained in order to have the cost of attending Ohio State covered by other means, students who have their cost of attendance paid by graduate fee authorizations, appointments, sponsorship, scholarships, or other third-parties are ultimately financially responsible for these costs. As such, all students must agree to the Financial Responsibility Statement each term for which they are enrolled. Students who do not complete the Financial Responsibility Statement prior to registering each term will have a Registration Lock Hold placed on their account, preventing them from registering, adding courses, or moving off a wait-list. Once the statement is completed for the term, the hold is removed.

All students must agree to a Financial Responsibility Statement prior to registering for classes each term.
Students will have a Registration Hold until the statement is complete

Financial Responsibility Terms & Conditions

What should I do if I am unsure if I am an embedded vendor?

Vendors should contact their local university representative for additional information.

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.

How do I dispose of old equipment?

You should create a Disposal Request (DR) in the Surplus Property Management System. Most departments have an approved equipment coordinator responsible for this task. 

How do I obtain approval to submit a DR?

What if I already submitted timesheets for the week of 10/13/19 or after?

If you’ve already submitted a timesheet, it will process as usual. No further action is necessary. 

How can I change the bank account where my payment will be deposited?

Submitting changes to your bank account can be done through your Workday worker profile. 

am i awake?

not sure

How can I set up Direct Deposit?

  1. Sign into My Buckeye Link at buckeyelink.osu.edu(link is external)
  2. Select the Account Refund link under the finances section of your Student Center.
  3. Select Transfer. The CashNet page will open in a new window or tab.
  4. In the Direct Deposit section, select Enroll in Direct Deposit.
  5. Enter account information into the following fields:
    1. Name of this Account
    2. Account Holder Name
    3. Account Type
    4. New Account Number
    5. Confirm Account Number
    6. Routing Transit Number: Routing numbers can be found at the bottom of a check or contact the bank for the information. Additional information can be found by selecting What are my Routing Transit and Account numbers?
  6. Select Continue.
  7. Review the terms and conditions and select the agree check box.
  8. Select Submit.

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.

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.

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. 

I have indicated "Hold for Pick-up" on the reimbursement request in the Travel system. How will this impact the employee who has direct deposit?

The "Hold for Pick-up" designation will not be effective for employees who have direct deposit. The same is true for the "Mail" designation.

How do I sign-up to be an Author?

Users can sign-up to be an author by sending an email to access@osu.edu. Access will get approval from the appropriate college / VP authority and the B&F business sponsor to be granted “Author” access. From there you will be asked to accept Terms and Conditions and take the required training. You must first complete all of the Sender steps before becoming an Author.

Should I accept the optional Loss/Collision Damage Waiver?

No, the optional Loss /Collision Damage Waiver (also known as DW, CDW and LDW) is already included in the rate agreement for business rentals and should be declined. Accepting the Loss/Collision Damage Waiver Option would simply duplicate the negotiated agreement benefits. The Loss/Collision Damage Waiver is included on business rentals only.

Note: When reserving internationally (including Canada and Mexico), contact the applicable rental agency or travel@osu.edu to determine whether insurance coverage is included in the rate. In most countries the required insurances are not included and must be purchased in addition to the rental rate to meet Travel Policy requirements.

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).

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. 

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.

Can an employee keep or purchase an asset after its use is complete?

An employee cannot take possession of an asset without documented authorization from the Dean or Vice President of the College/VP area and the Surplus Department.

How will Template sharing work?

Authors will share templates with Senders and other Authors as needed to create efficiencies.

If I am unable to rent with National, Enterprise or Hertz, and gain the benefits of our contract, what insurances should I purchase?

OSU travel policy requires that any rental car used for university business have Liability Insurance, as well as Damage Waiver or Collision Damage Waiver or Loss Damage Waiver (DW/CDW/LDW). The traveler must provide documentation demonstrating the required insurances were included in the rental on the receipt documentation.

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.

How do I update my visa/immigration info?

Update your information through the Glacier website and submit a request through HR Connection with a copy of your updated paperwork.

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.

How do I place an invoice on hold or release a hold?

If a department does not want an invoice to be paid, they must notify Accounts Payable via e-mail at apcustomerservice@osu.edu and request that the invoice be placed on hold. When the department approves the invoice, it is their responsibility to notify Accounts Payable (via email) to release and pay an approved invoice formerly on hold in the Financials System.

What is the travel initiative?

The Travel initiative requires university-wide utilization of Ohio State's travel partners (also known as university contracted agencies) for business travel expenses such as airfare and rental car to support the strategic focus on operational excellence and resource stewardship. 

Read the message from Provost Bruce McPheron and interim CFO Michael Papadakis

  • Airfare for individual business travel must be purchased through Corporate Travel Planners, using its full service agent assist or online booking tool (Concur). People may continue to directly arrange local flights within countries where booking through outside travel agencies is impractical. See the details.
  • Vehicle rental for university business must be reserved through the rental car agency website for most reservations or through Concur when reserving rentals associated with airfare. 

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

How do I register for a Financial Training workshop?

Financial Training uses a self registration method; use the BuckeyeLearn website to register for any instructor-led workshop.

Where do I submit feedback regarding my experience with the Contracted Travel Agency?

The travel office meets regularly with the contracted travel agencies to ensure they are providing the university with the best level of service. We encourage any traveler or administrator to provide feedback regarding their experiences.

Submit feedback to travel@osu.edu.

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 do I apply to volunteer for the Financial Training Courses?

We enjoy hearing from knowledgeable individuals who are willing to assist. Please complete the volunteer agreement form. For those looking to present we have a multi-step train-the-trainer program to help you get started. In addition to presenters, we also seek volunteers to participate in a focus group or course design sessions.

If I rent a vehicle while traveling on university business, should I obtain the insurance from the rental agency?

When using the university’s contracted agencies (as required by policy for business travel), the optional Loss/Collision Damage Waiver (also known as DW, CDW and LDW) is already included in the rate agreement for business rentals and should be declined. Accepting the Loss/Collision Damage Waiver Option would simply duplicate the negotiated agreement benefits. The Loss/Collision Damage Waiver is included on business rentals only.  See additional FAQs regarding vehicle rental at the University’s Travel Website.

What will a pay card cost me?

There is no charge to sign up for pay cards through Wisely Pay card.

The company lists all potential transaction fees, costs, terms and conditions in its Cardholder Agreement and Disclosure form, which is delivered with your physical pay card. The instructions also explain how to avoid fees.  

What is the monthly cut-off for online journal entries?

Online journal entries (excluding IDB's and deposits) may be processed through 7:00 pm on the fifth working day of the following month.

I have invoices coming in for payment, but my vendor is closed. What do I do?

POs issued with a vendor ID# marked “Not Open for Ordering” will have no effect on payment activity. You can make changes to the existing PO, but please remember to close the PO when complete.

What do vendors need to do to document compliance with the requirement?

Embedded vendors should affirm their compliance via the online attestation form and notify their regular university contact.

How many Direct Deposit accounts can I have?

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

Does the OSU Surplus Department pick up surplus materials?

OSU Surplus Department will schedule and pick up approved disposal requests at no cost to the department within 5 to 7 business days.

What if I need to edit a past timesheet after the change?

If you need to edit a timesheet you submitted with elapsed time format, you will still be able to edit it. Ask your supervisor to unapprove the timesheet, then resubmit it after you’ve made edits. Timesheets originally submitted in elapsed time format will be editable in elapsed time format.

Who should I contact with a question concerning where my payment was deposited?

Contact the Accounts Payable office at 614-292-6831 or send an email to apcustomerservice@osu.edu.

Who are you?

I don't know. Still figuring that out.

I overpaid. When do I get my refund?

  • Refunds are issued via direct deposit(link is external) or check.
  • Refunds issued via direct deposit (link is external)are processed by CashNet.
  • Refunds issued via direct deposit(link is external) are typically in your bank account within 2-5 business days.
  • Refunds issued via check are processed through Chase. Allow 7-10 business days for paper checks to be received.
  • Please note:  Paper check payments are held for 21 days and electronic check payments are held for 10 days from the date posted to the student account, before they are eligible to be refunded.

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.

Is a cash advance taxable?

Yes, at the following supplemental rates:

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

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.   

I have employees who regularly travel and receive a cash advance. Is this issued as a paper check or direct deposit?

If the employee has direct deposit of their pay, then the cash advance will also be issued as a direct deposit. Employees who receive a paper check for pay purposes will also receive a paper check for reimbursements, including any cash advance.

Do people who sign documents need an eSignature account?

No, only people who send documents out for signature require a DocuSign account. All OSU faculty, staff and students will have a DocuSign account. Other individuals may desire a personal DocuSign account (free, just sign up on the website) to keep track of documents that they’ve signed.

If I am using a university procurement method to pay for any travel expenses, do I need a Spend Authorization (SA#)?

Yes, any travel related expense made with a university procurement method (e.g. PCard or PO) must be preceded by the initiation and approval of a spend authorization.

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.

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, Japan, and India) can claim exemptions for their dependents. Specific requirements are outlined in this website.

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.

Can I take an asset off campus?

Authorization to take an asset off campus is at the discretion of the unit’s Asset Coordinator and Dean/VP/SFO/Designee and must be documented on the AM-Asset Off-Camus Stewardship Form.

Is there a naming convention for templates?

Yes. Template names should begin with the abbreviated College / VP unit (ASC, EHE, B&F, etc.) and then the form name. 

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.

Can someone review my Glacier forms to make sure I have everything included?

The forms will automatically be reviewed by Payroll and if there are any errors or missing information, someone from the Payroll Office will reach out to you.

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.

How do I set up and replenish petty cash funds?

Petty cash funds are established and approved by the Treasurer's Office. When the Treasurer's staff has reviewed and approved the request, the departments submit a payment request, and a check is generated to start the petty cash fund.

To replenish the fund, the department submits a payment request via PREP. Departments are responsible to retain receipts, and ensure necessary approvals and controls.

Can I use my personal credit card to purchase airfare with the contracted travel agency?

Yes.  A personal credit card can be used when booking business airfare with CTP's full-service agents or in the online booking tool (Concur).  Personal funds used for travel expenditures, including airfare, must be processed on an expense report.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see 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.

What is Concur?

Concur is one of the premier higher education booking tools available and is provided with the university’s contracted agency for individual business travel. The tool is designed for users to research fares, adjust selection parameters and finalize their own booking with an approved spend authorization (SA#).

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Where can I find training requirements for Financial System security roles?

This tableau report lists the required and recommended courses by job responsibility, along with the prerequisites for each course.  The prerequisite courses will prepare you to get the most value from the Financial Training Courses. The prerequisites provide the foundation necessary for successful comprehension of the materials.

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 

When a third party is using Ohio State's property, what insurance is required?

Liability insurance would respond to the damaged caused by the renter or user of our space. The user of our space would find coverage either through an existing policy, this could be through their company liability policy, a related national association, an endorsement to a homeowners policy or purchase of a short term policy such as Tenant User Liability Policy (TULIP).

Am I required to use a pay card?

No. You may use any of the direct deposit options, which include using your checking accounts, savings accounts and the Wisely Pay card.

As of July 1, 2019, the university will not be printing paper checks, so employees who do not specify their preference by that day will automatically be sent a pay card and have their pay assigned to it. However, employees can update their direct deposit preferences at any time.

How do I post an entry to the prior month before the monthly cut-off?

Override the system default date by entering a date in the prior month or by clicking on the calendar icon and choosing the appropriate date of the prior month. This may be done only while the prior month is still open (i.e., before the appropriate cut-offs during the following month).

I need to do a change order to my open PO and my vendor is not available. Can I still do a Change order?

  • If the PO was created by a Delegated Buyer, there is no change to the process;
  • If the PO was created by Central Purchasing, submit a requisition without the Vendor ID (Vendor is blank), but provide all necessary information for the change. Please remember to close the PO when complete.

Why do I have a hold?

  1. An administrative hold may be placed on your account if you fail to comply in a reasonable period of time with an obligation imposed under university rules, or if you have an overdue debt or fine. An administrative hold will cause certain services to be withheld, including obtaining current term grades, registering or enrolling, receiving a transcript or borrowing books or equipment.
  2. If you have a hold on your record, it will be visible in the Holds box in the upper right corner of your personalized My Buckeye Link at buckeyelink.osu.edu(link is external). Details about each hold are listed in the Details link, including contact information and instructions you will need to follow to clear the hold.
  3. If you have completed the instructions in My Buckeye Link for each hold and still have questions, contact Buckeye Link for assistance(link is external).

Students with administrative holds will be denied certain services, including, but not limited to, registration, receipt of grades, transcripts or diplomas, denial of library or recreational services, denial of football ticket pickup. Students with holds who attempt to graduate will not be processed or receive their diplomas until their hold is cleared.

When I affirm compliance, what am I affirming?

You are affirming that you, the vendor, will ensure your embedded staff, subcontractors and subconsultants will comply with the vendor COVID-19 vaccine requirement. 

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.

Can items be purchased from the OSU Surplus Department?

Anyone can purchase items from the OSU Surplus Department 

• OSU Surplus Department is open for public sales on the third Tuesday of the month from 8:00a.m. - 3:30p.m. 

• Online auction through govdeals.com 

What will happen if I create a timesheet for a week before 10/13/19, but I create it after the change?

All timesheets created after 10/13/19 will require start and end times, even if the timesheet is for a week prior to 10/13.

If my pay is deposited into multiple accounts, will my payment be deposited the same way?

The Accounts Payable system provides for only one bank account so each employee payment will be deposited into a single bank account. If you have multiple direct deposit accounts for your pay, your payment will be deposited in the account you have designated as receiving your remaining balance, also referred to as your "balance account".

Where can I learn more about Form 1098-T?

ATTENTION: The Form 1098-T is available for eligible students online through My Buckeye Link. Not all students are eligible to receive a 1098-T per IRS guidelines. For more information, see 1098-T FAQs.

Colleges and universities are required under Internal Revenue Code Section 6050S to issue the Form 1098-T for the purpose of determining a tax payer’s eligibility for various tax credits and/or deductions.

*Please note: Ohio State reports charges not payments on the 1098-T.

Ohio State must file a Form 1098-T for each student enrolled for the given calendar year and for whom a reportable transaction is made.
However, the IRS does not require Ohio State to provide a Form 1098-T for:

  • Courses for which no academic credit is offered, even if the student is otherwise enrolled in a degree program
  • Courses in which an E or EN grade was received
  • Nonresident alien students
  • Students whose qualified tuition and related expenses are entirely waived or paid entirely with scholarships
  • Students whose expenses are covered by a formal 3rd party billing arrangement

How do I get my Form1098-T?

A student who is eligible to receive a 1098-T can access it online through buckeyelink.osu.edu(link is external) as soon as it is available each year for which they are eligible. 1098-T forms are required to be available by January 31.

To see if you are eligible or to view your Form 1098-T:

1. Log in to buckeyelink.osu.edu

2. Click the Form 1098-T task in Payments and Refunds

3.  Choose the correct year from the "view 1098-T" tab. 

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

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.

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.

Can a non-employee have payments deposited directly into their bank account?

Yes, non-employees who will receive on-going payments can be set up to receive electronic payments. Contact the Accounts Payable office at 614-292-6831 to obtain the appropriate form. This is not available for one-time or infrequent payments.

Where should Signers store their copies of signed documents?

We ask that you download your completed documents (both Certificate of Completion and Document) and store them in accordance with the record retention policy and your departmental guidelines. In the future we plan on moving all eSignature documents into EDM.

When is a Spend Authorization (SA#) required?

A spend authorization (SA#) must be approved in Workday prior to the trip in order to process any payment using university procurement methods (e.g. PCard or PO).

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.

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:

How do I record hours and minutes in my start or end time?

eTimesheet accepts time entries in HH:MM format. A colon (“:”) must be entered to separate hours and minutes. Other characters to separate hours and minutes (such as “.”) are not recognized. Hours must be recorded in 12-hour (AM/PM) format. Hours may not be recorded in 24-hour (“military time”) format.

Can we upload PDF’s and attach tags to them?

Authors will be able to upload PDF’s and attach tags to them. However, Senders will not. 

Should I purchase other optional insurances when renting a car for business travel?

University travel policy requires that any rental car used for university business have Liability Insurance, as well as Damage Waiver or Collision Damage Waiver or Loss Damage Waiver (DW/CDW/LDW). When utilizing OSU’s contract through Enterprise, National or Hertz, these insurances are automatically included in the contract rate. Additional supplemental insurances, such as Personal Liability Insurance (PAI), or Personal Effects Protection (PEP) are not required by the university, nor eligible for reimbursement.

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

Yes, you will still get paid.  If you are an Ohio State Employee, you are still required to apply for a SSN as soon as possible.

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.

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)

How do “prevailing wage law” requirements affect payments to suppliers?

For certain large construction projects, state law requires that the university obtain certification from vendors that their employees working on the project have been paid a designated fair market, or “prevailing” wage level. To support compliance, effective January, 2010, vendor invoices for projects which meet prevailing wage requirements will workflow to the Prevailing Wage Coordinator in FOD in addition to standard workflow for departmental approval. Each invoice will remain in ‘pending’ status and will not be released for payment until approved by both a designated departmental approver and the Prevailing Wage Coordinator. This could potentially affect timing of payments for suppliers subject to prevailing wage requirements. For further information on prevailing wage, please refer to the FOD website or contact the Prevailing Wage Coordinator at 614-292-0174 or e-mail at prevailingwage@osu.edu.

Does the travel initiative apply to guest (non-employee) airfare purchases?

No. University employees are encouraged to purchase guest (non-employee) airfare through Ohio State's travel partners, but doing so is not required.

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.

How do I access Concur?

The Concur online booking tool can be accessed through the Ohio State Travel Office website. Login to Concur will require your university username (name.#) and password.

What does it mean when a bond is "tax-exempt"?

Tax-exempt means that the interest paid on the bond is exempt from federal income taxes and from Ohio personal income taxes. Not all university bonds are "tax-exempt".

For additional information about the tax status of specific bonds, read the "Tax Matters" section of the official statement for those bonds.

 

Where can I find descriptions of classes?

All course descriptions can be found by searching for the particular course in BuckeyeLearn (https://www.go.osu.edu/buckeyelearn).

How do I search for a shipment?

Once the shipment has been received at 2650 Kenny Road, search the OSU Shipment Tracking System using the:

  • FedEx tracking number
  • UPS tracking number
  • USPS tracking number
  • OSU Purchase Order number (PO)
  • OSU Stores Requisition number (MSR)

I have been asked for a certificate of insurance. What is that and how do I get it?

A certificate of insurance is proof of insurance. It is a document that we provide to an outside party we are contracting with in some manner, to show we have the insurance coverage they require of us. It can be obtained by requesting it from insurance@osu.edu or phone 614-247-8840. For information please see the Certificates of Insurance PDF.

After setting up a pay card, can I change my preferences?

Yes. You may adjust your direct deposit preferences at any time through Employee Self Service

When is the GL system available for online entries and inquiries?

The GL is available from 7:00 am to 7:00 pm each weekday. 

My PO is fully expensed, what do I do?

Contact the Accounts Payable team or Purchasing to determine if the PO Closure or change order process should be used.

What checks are unacceptable forms of payment?

  • Counter Check A non-personalized, non-encoded check that is available at most banks.
  • Starter Check – A non-personalized check that a person receives from a bank when they establish a new checking account. These are for the person’s use prior to receiving encoded checks from the bank.
  • Third Party Check – A check made payable to a person or organization other than the one accepting or cashing the check (for example, a paycheck).
  • Foreign Check (unless there are exceptional circumstances) – A check written on a foreign bank (e.g., a Canadian bank) not specifically prepared as U.S. currency. Contact the Office of Financial Services if a foreign check is received. If a foreign check is accepted, complete a Foreign Check Transmittal Form and contact the Office of Financial Services, Bank Reconciliations at 292-4822 for instructions.

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. 

Are departments and colleges permitted to transfer items from the OSU Surplus Department?

Departments and colleges may come to the OSU Surplus Department on the first Monday of the month from 8:00a.m. - 3:00p.m. to look for items to transfer back to their departments. Transfers are done through a $0 eRequest. It is the responsibility of the department to arrange transportation for transferred items.

Do the changes to eTimesheet mean employees are now required to record a meal break every day? Does this include students?

Employees (including students) are only required to record a meal break if a meal break is taken.

If I am expecting more than one payment, will these be rolled together into one deposit into my bank account?

Yes, if all of the payment information is submitted, approved and processed at the time same. The Excel spreadsheet attached to the notification email will itemize the payment information.

What is Form 1098-T and who receives one?

Colleges and universities are required under Internal Revenue Code Section 6050S to issue the Form 1098-T for the purpose of determining a taxpayer’s eligibility for various tax credits and/or deductions.The Form 1098-T is available for eligible students online through buckeyelink.osu.edu.

*Please note: Ohio State reports charges, not payments, on the 1098-T.

Ohio State must file a Form 1098-T for each student enrolled for the given calendar year and for whom a reportable transaction is made.

However, the IRS does not require Ohio State to provide a Form 1098-T for:

  • Courses for which no academic credit is offered, even if the student is otherwise enrolled in a degree program
  • Courses in which an E or EN grade was received
  • Nonresident alien students
  • Students whose qualified tuition and related expenses are entirely waived or paid entirely with scholarships
  • Students whose expenses are covered by a formal 3rd party billing arrangement

How do I make payment on my Perkins, University, or Health Profession loan?

Loan repayment begins for Perkins, University and Health Profession loans at the conclusion of the grace period for each loan. The grace period is a period of time after borrowers graduate, leave school or drop below half-time enrollment when they are not required to make payments. The total amount of the loan, plus accrued interest and any collection costs must be repaid.

All loan payments are due on the 25th of each month.
Payments (checks or money orders with your account number) can be made payable to:

The Ohio State University/ECSI
PO Box 718
Wexford, PA 15090

To make an on-line payment, simply access the website of ECSI at www.heartlandecsi.com(link is external) and click the Manage Your Loan Payment,  log-in by using the following information:

School Code: 59
Account Number:  Your nine-digit Social Security number
PIN: Located on your bill*
*If you do not have a bill, please contact ECSI’s Customer Service at (888) 549-3274.

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.

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.

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. 

Is there a report that will list these payments?

Yes, using the Workday report "Find Payments."

Supplier Payment view access is controlled by Workday security roles. If you are unable to locate a payment, please reach out to AP Customer Service.

Does eSignature have a storage limit or storage capacity?

Our DocuSign partners have provided us with ample storage at this time. They have built a fully elastic, scalable storage model that they routinely monitor. In addition, they recently added 5 petabytes of storage for future growth.

What is required to document preapproval for business travel?

Approval for university business travel and estimated costs must be documented prior to the trip with an approved spend authorization issued in Workday.  Preapproval for business travel is required regardless of whether university procurement methods are being used for advanced payments.

 

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.

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

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.

I have a tag that is worn or has fallen off. Can I get a new one?

To request a replacement tag, send an email to Asset Management Office including the requestor’s contact information, asset IT and tag number.

How do I prevent documents from being returned incomplete?

The best way to prevent a document from being returned incomplete is to make all of the fields required where you are expecting input from a signer(s). The envelope will not be able to move forward until all required fields are completed by each signer.

Is the refueling option through the rental car agency an allowable business expense when returning a rental vehicle?

Generally, the traveler should refuel the rental vehicle at a gas station to incur the lowest reasonable costs. However, the refueling option through the rental car agency may be considered when reasonable circumstances occur (e.g. timing issue). The business reason for the use of this option should be clearly documented.

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 paycheck was issued as a pay card, can it be reissued as a direct deposit to my personal account?

No.  Once a payment has been issued on a pay card, we cannot reissue the payment to a different account.  Once you set up your direct deposit to your personal account, it will be reflected on future pays.

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.

What is "backup withholding" and how does it affect vendor payments?

Backup withholding is an Internal Revenue Service (IRS) mandate which requires that the university withhold and remit to the IRS 28% of a vendor's payment under certain conditions. Backup withholding is typically required when the payee has failed to provide us with a valid Taxpayer Identification Number, as determined by the IRS. Payees are issued an IRS form 1099 at year-end which includes all amounts withheld, which is also reported to the IRS. All funds withheld can be applied to the vendor's next federal tax return.

For recipients of a First B Notice, submittal of a complete and accurate Vendor Setup Form (substitute IRS Form W-9), is necessary in order to resolve a backup withholding status and to avoid further withholding on future payments. 

For recipients of a Second B Notice, submittal of TIN validation documentation from the IRS or the SSA is necessary to resolve a backup withholding status. If an individual, a social security number printout is required or if a business, a 147C Letter is necessary.

For assistance or further questions contact Vendor Maintenance at BF-PRSM-Webform@osu.edu

Does the travel initiative apply to lodging?

The travel initiative does not apply to lodging. Travelers may reserve lodging through any source using the PCard or personal credit card.  However, contracted travel agencies provide access to more than 70,000 discounted hotel rates. 

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

Once you submit your bank information through Workday, direct deposit will be effective within 1 to 2 pay periods.

Which browser is recommended for use with Concur?

The online booking tool should work with all up-to-date browsers. The Travel Office recommends using the latest version of Chrome of Mozilla Firefox.

What is a refunding bond?

A refunding bond is a bond issued to retire existing bonds, typically done to achieve cost savings by replacing existing higher interest bonds with new lower interest bonds.

When is training available?

For a complete list of courses offered in the current six month period access this link to BuckeyeLearn, go.osu.edu/BuckeyeLearn. Follow these steps:

  1. Sign in with your name.# and password
  2. Select BROWSE TRAINING.
  3. Select Financial under Subject on the left side of the page.
  4. Select the session you wish to attend.
  5. Select Request to register for the session.

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.

Does my department have a plan?

In most cases the answer is yes.  The continuity planning program has been in place for over ten years.  Please contact Business Continuity Management to see if your area has a plan in place.

Can I split my pay among several accounts and/or a pay card?

Yes. Use Employee Self Service to determine how you want to receive your pay. 

Will there be two closings for June at fiscal year-end?

Yes. The first close will follow the normal monthly close schedule. Then, period 12 (June) will re-open for adjusting entries. 

Should I create a REQ if my vendor ID is closed?

No. Use an eStores supplier or contact Purchasing for an established supplier (Category Buyer listing)

What are acceptable checks with proper identification?

  • Cashier’s Check – A check purchased at a bank for any amount; the bank completes all information on the face of the check with a bank officer signing as the maker.
  • Certified Check – A personal check guaranteed by the bank; the check is stamped “certified” and signed by a bank officer.
  • Money Order An item purchased at a bank, post office, or other business establishment for any amount up to and including $200. The bank completes only the amount information.
  • Traveler’s Check A special check supplied by banks or other companies for the use of travelers; these checks already bear the purchaser’s signature and must be countersigned in the cashier’s presence.
  • Personal Check A written order payable on demand, drawn on a bank by a depositor; a personal check is written against an individual’s funds as opposed to a cashier’s check, certified check, money order, or traveler’s check, all of which are written against bank funds

Can embedded employees be exempt?

A list of exemptions is available on the university’s Safe and Healthy website. Vendors are expected to evaluate whether their employees meet exemption criteria. Once a determination is made, the vendor should affirm their compliance online.

Vendors who meet the exemption criteria need only complete the form found here. Documentation requests and online forms located at the Safe and Healthy website are for university students, faculty and staff only.

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 it mean when a bond is "taxable"?

Taxable means that the interest you earn on the security is not exempt from federal income taxes and may or may not be exempt from state personal income taxes. For additional information about the tax status of specific bonds, read the "Tax Matters" section of the official statement for those bonds.
 

Can I copy my timesheet from week to week if my hours did not change?

No. You must enter new start and end times each week.

Does every student get a Form 1098-T?

Ohio State must file a Form 1098-T for each student enrolled for the given calendar year and for whom a reportable transaction is made. However, the IRS does not require Ohio State to provide a Form 1098-T for:

  • Courses for which no academic credit is offered, even if the student is otherwise enrolled in a degree program
  • Nonresident alien students
  • Students whose qualified tuition and related expenses are entirely waived or paid entirely with scholarships
  • Students whose expenses are covered by a formal 3rd party billing arrangement

How do I complete my Exit Interview?

Online exit interviews are required for all borrowers of University and campus-based Federal loans when the borrower is graduating or no longer enrolled at least half-time (excluding the summer term).
Complete the Exit Interview by logging into http://borrower.ecsi.net(link is external).
To access your exit interview, you will need the following information:

  • Ohio State’s School Code (59)
  • Your account number (social security number)
  • Password (your PIN)
  • To obtain your pin number, contact ECSI at (888) 549-3274
  • Click on “My Account Menu”
  • Go to My Account and then click on “Exit Interview”

Loan payments begin following the Grace Period of your loan. A Grace Period is that period of time after the borrower graduates or ceases to be enrolled at least half-time. Grace periods can range between 0-12 months, depending on the type of loan. Failure to complete the exit interview(s) will result in a hold being placed on your account which can prevent the borrower from obtaining transcripts, grades, diplomas and blocking future registration.

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.

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. 

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 do I pay for an honorarium or for services which are performed by a non resident alien while in the US?

Refer to the Administrative Resource Center (ARC) for the related job aids.

Contact Supplier Maintenance for appropriate documentation and taxes. Contact AP Customer Service if you have additional questions.

 

When is training available and what is in the training?

Training will be available starting September 14, 2015. Training will consist of the Sender and Author Roles and include links and information related to the Policy, ADA Compliance, and Data Security. 

Can a traveler be reimbursed for expenses that will later be paid by a third party?

The university will not make advance payments or reimburse travel expenses that have been or will be reimbursed to a traveler by a third party.  A third party may include a supplier, host institution or other source assuming responsibility for specific expenditures associated with the travel. Amounts to be paid by the third party entity must be referenced in the spend authorization for auditing purposes.

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!

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. 

Are my assets insured when off-campus or at a remote location?

Consult Risk Management for verification of insurance on assets that are in transit or in use off campus.

Can I send a document to someone outside of the University?

Yes. However, it is required that you use Two-Factor Authentication when sending a document to someone outside of the University. DocuSign offers Access Codes and/or SMS Codes to meet this requirement. 

Is there a limit on the nightly lodging rate eligible for travel?

Yes, lodging is limited to one of two rate options, whether being reimbursed or paid by university resources (e.g. PCard or PO).

  • When attending a conference, the conference rate should be considered as the primary option, given that the conference hotel provides the meeting environment, room discounts, meals and eliminates transportation costs from other locations.
  • When a conference rate is not available, lodging selection must be compared to the federal lodging rate published by the General Services Administration. The rate is capped by the threshold of up to twice the federal lodging rate for the business travel location.  Note:  If the lodging expense falls within the range of 1.5 to 2 times the federal lodging rate, additional justification is required to demonstrate the reasoning for the higher lodging rate selection over comparative locations.  The least expensive option must always be considered as long as it meets the business needs of the travel.  This threshold is inclusive of the nightly rate only and does not include tax or other hotel specific fees (e.g. resort fees).

Best Practice Tip:  If your lodging reservation is 1.5-2 times higher than the federal lodging rate, research your justification comparisons before you travel to ensure you are within policy. Take screenshot images of the comparison locations, provide safety concerns details or additional cost considerations to properly justify the selection.

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

If my travel is approved according to the Travel Guidelines, do I need to use the university’s contracted travel agencies to purchase airfare?

All airfare purchases associated with travel that has been approved according to the Travel Guidelines must be purchased through the university’s contracted agency (no exceptions) to ensure duty of care visibility.  

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 effort does Ohio State make to buy from Ohio vendors and suppliers?

Read about the university's involvement in the Buy Ohio program on our social responsiblity page.

Can I combine business travel with personal travel?

Yes. In cases when personal time is added to university business travel, any cost variance in expenses such as airfare, vehicle rental, and/or lodging must be clearly identified and documented in your spend authorization in Workday to validate that the personal time does not add additional cost to the university.  At time of airfare purchase, CTP's full service agents can split the transaction between the business payment method and a personal credit card for the additional cost due to personal time (exceptions may apply with select airlines). 

See the travel policy for alternative options or contact the university Travel Office.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

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.

Can non-employees access Concur?

No. Security limitations established by the university will only permit active employee access to Concur, using the name.#/password login. Non-employees (e.g. guests or students) will need to be booked by the unit’s travel arranger in Concur.

Note: Alternatively, non-employees may be authorized by the unit to set-up travel arrangements through a full service agent from the university's contracted agency for individual business travel. To authorize a guest to use agent assisted booking you will need to send an email from an @osu.edu email account to theohiostate@ctp-travel.com advising an agent that you are authorizing a guest to make their airfare selections within an established cost threshold.  It is the unit’s responsibility to ensure that the non-employee traveler is aware applicable university policies (e.g. no first class).

What is a preliminary official statement (POS)?

The POS is an informational disclosure document released prior to the sale that describes the proposed new issue of bonds prior to final determination of the maturity amounts, interest rates and offering prices/yields. The POS contains preliminary information on the terms and conditions of the bond sale including the purpose, security features, and discloses economic, financial and legal information applicable to the issue. The POS should be used by potential investors to evaluate the structure and credit quality of the transaction.

 

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.

We haven’t updated or exercised our plan in years, do we need to start over?

Not necessarily.  The planning process changed significantly in 2015. Even if your plan is older we can still salvage a majority of your plan and bring it into compliance.

My payment was posted in the wrong year, can you move it?

Amounts reflected on Form 1098-T are based on the timestamp of when the financial transaction posted to the student account. 

After December 31, we cannot retroactively alter the timestamp of payments or financial aid transactions that were posted in a previous calendar year.  Any payment transactions that require reposting will be timestamped with the new calendar year and may be captured as a prior year adjusted amount on next year's Form 1098-T.

Where do I find help with PeopleSoft 8.4?

Help is available through ASSIST or through e-mail at glhelpdesk@osu.edu.

There is a new contract for my specific Category, what do I do with my current PO on the old contract?

Your department should be utilizing current contracts. Finalize invoices and close your PO.

Why was my check returned?

  • Non-sufficient funds (NSF)
  • Account closed
  • Lack of information
  • Suspicion of fraud
  • Stale date
  • Customer placed stop payment

What happens if my payment was returned?
A $30 returned check charge will be assessed to your account and the outstanding balance will be due immediately.

What is the deadline to comply with the university’s contractor COVID-19 vaccine requirement?

Vendor employees meeting the definition of embedded as previously defined will be required to be fully vaccinated by Wed., Dec. 8, 2021.

  • To meet this deadline, the first dose must be received by Nov. 10, and the last dose must be taken no later than Nov. 24.

Vendors who first become obligated to meet the vaccine requirement after the Dec. 8 deadline will have 30 days to come into compliance.

After the Dec. 8 deadline, all embedded vendor employees, and embedded subcontractors and subconsultants who are not fully vaccinated will be required to test for COVID-19 infection once a week. More information about testing will be made available to any vendor needing to meet that requirement.

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.  

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.

Can I record my hours for the week ahead of time?

Yes, but it’s recommended that you review your timesheet before submitting to make sure your start and end times are still accurate.  (Note that webclock users cannot record hours ahead of time.

My Buckeye Link says I am “not eligible to receive a 1098-T form." Why?

Depending on your particular situation, Ohio State may not be required to produce a Form 1098-T for you. Please review the "What is Form 1098-T and who receives one" FAQ.

How do I sign my University, Health Profession or Nursing Promissory note?

The Ohio State University signs all University and Health Profession loans electronically via ECSI.

You will need the following information:

  1. Social Security Number
  2. Last Name
  3. Date of Birth

Login Now(link is external)

For questions:
Email: cservice@ecsi.net
Phone: 1-888-549-3274

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)

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.

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.

What if a non resident alien chooses not to complete the Glacier System questionnaire?

AP will be required to withhold 30% for tax from payments for honoraria or services.

How will Training be delivered for eSignature?

Training will be delivered via BuckeyeLearn. Direct links can be found below:

Sender Training: eSignature Sender

Author Training: eSignature Author

What restrictions might apply to traveling overseas with equipment or data?

Traveling with computers, web enabled cell phones, advanced GPS units, scientific equipment, proprietary information or unpublished data may require an Export Control License. The Office of Research Compliance will monitor when International travel is initiated in order to coordinate specific restrictions and guidance with the traveler.

For additional information contact the Office of Research Compliance at exportcontrol@osu.edu or visit the Office of Research Compliance website.

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.

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.

Where can I find information about a voucher?

Voucher information can be viewed in the Financials system in real time (see the Financials System Tips & Tools for navigation instructions). Alternatively, users may refer to the Unpaid Voucher Report (go to eReports).

Can I send the same document to many individuals at once?

If you need to send a single document to many individuals, you can use the Add Bulk Recipient button on the Send screen. It works very similarly to a Word mail-merge. You will be prompted to upload a CSV file containing the data to merge into the document. It is best to prepare such documents in advance and upload them as Templates from the Manage screen, because you need to place the tags and name them with the same names as the headers in your CSV file. Full details on bulk sending is available in the DocuSign Service User Guide

Do I need an original, itemized receipt to reimburse for a traveler’s meals if less than the Per Diem allowance?

No receipt is required as long as the amount reimbursed is within the Per Diem allowance of the applicable city location.  However, a general description of what was purchased must be documented for auditing purposes (i.e. Breakfast on 6/22, and Dinner on 6/23).

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.

What health and safety travel requirements should I consider with my business travel as it relates to COVID-19?

If you have been granted approval for business travel according to the Travel Guidelines, you must consider the health and safety requirements set by the Center for Disease Control and Preventation and those established by your destination. Consult authorized entities for destinations that may have more stringent health and safety rules.

 

 

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 are Purchasing's sustainability initiatives?

Read about the university's green, alternative fuels, and Energy Star initiatives on our social responsiblity page.

Will booking airfare through the contracted travel agencies cost more than other travel websites?

In the vast majority of cases, flights booked through Corporate Travel Planners (CTP) full service agents or its online booking tool (Concur) cost the same or less than they would through third-party websites. While exceptions may exist, these typically involve unacceptable conditions for business travel, such as nonrefundable fares, “hidden” fees that explain the cost differential, or restrictions that are impactful to meeting the core needs of business travel.

In side-by-side comparisons of total costs, the university has confirmed that fares offered through CTP full service agents or its online booking tool (Concur) are usually comparable or less expensive than those advertised on third-party (reseller) sites.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

 

How do I get a printed copy of the University's Financial Report?

Contact Tricia Privette at (614) 688-3728 or Privette.3@osu.edu. If you would like to be added to the annual mailing list, please indicate this.

Can I use Concur to book airfare for another OSU employee?

Yes, however in order to book airfare for another employee, they must assign you as a travel assistant within their Concur profile.

For more information see the guide Completing your Concur Profile located at the Ohio State Travel Office website.

What is the official statement (OS)?

An OS is an informational disclosure document released after the pricing of the bonds and includes all of the information contained in the POS (including any needed updates) in addition to the final maturity amounts, interest rates, and offering prices/yields.

 

If I am unable to attend the Financial Training Class, am I required to cancel my registration?

Yes. We often have people waitlisted for our Courses, so if your schedule should change and you are unable to attend the training, please cancel your registration allowing another participant to be enrolled. To cancel your registration, simply go to the BuckeyeLearn. 

Note: Failure to cancel your registration within 24 hours prior to the Class will result in a “no show” status on your transcript.

How do employees sign up for classes?

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

Is this complicated?

No, the continuity planning program is designed to walk your area through the entire planning process.  This process is facilitated by a certified continuity professional who will be your planning expert.  This process will help you quickly and cost effectively establish your plan and integrate your area into a larger support network you can count on at time of incident.

How does the university afford these initiatives?

Since launching an administrative efficiencies program in 2015, Ohio State has produced $112 million in savings that have been redirected to expand student financial aid and support the Digital Flagship. The university is on track to exceed $200 million in efficiency savings through 2020, surpassing a five-year goal. (See the FY18 scorecard)

The university also directs proceeds from innovative funding projects to academic priorities. For instance, Ohio State invested $800 million from the Comprehensive Energy Management Project in endowments that provide more than $30 million a year for student scholarships, teaching excellence, faculty positions and sustainability projects.

How do I find keystroke equivalents?

Keystrokes are available through ASSIST.

I have a Vendor addition for a specific category, who do I call?

See VM Contacts or the Category Buyer listing. Purchasing will review your request and make a determination on a case by case basis.

How does the Tuition Option Payment Plan (TOPP) work?

Ohio State’s Tuition Option Payment Plan (TOPP) allows students and their families to divide the cost of tuition, housing, and fees into installment payments for autumn and spring semesters.  To participate, students must sign up for TOPP each semester and pay a non-refundable $30 enrollment fee.

Students can enroll in TOPP through My Buckeye Link once fees are calculated for the term through the second Friday of classes. Note: Late fee payment penalties up to $300 will still apply to the first unpaid TOPP installment. Subsequently $25 TOPP late fees will be applied to the second and third installments if they are not paid by the TOPP due date.

To enroll:

  1. Sign into My Buckeye Link at buckeyelink.osu.edu.
  2. In the Finances section, select Enroll in Payment Plan from the drop-down menu.
  3. Select the payment plan and click Next.
  4. Review the installment schedule and click Next.
  5. Agree to the terms of the payment plan and click Enroll.
  6. Review your confirmation page.

How TOPP works:

  • Only current term charges not covered by financial aid can be included in TOPP.
  • In order to be eligible for TOPP, you must have an outstanding balance after aid disburses of at least $150.
  • The first TOPP installment is due on the initial payment due date, which is usually seven days prior to the first day of class. The remaining payments are due about every 30 days (see table).

The preferred method for paying tuition and fees, including TOPP payments, is online from a checking or savings account, but Ohio State accepts MasterCard, Discover, VISA and American Express. For details and payment options, go to: Payment Options.

How to make payments:

Important financial responsibilities and penalties:

  • All TOPP installments must be paid on or before the due date (see table)
  • Failure to pay the first installment by the assigned due dates will result in late fees ($200, increasing to $300 for failure to pay by the 2nd Friday of classes).
  • Students who fail to pay the first installment by the 2nd Friday of classes may be dropped from all enrollments for non-payment. Students must pay all charges to be re-enrolled.
  • Failure to pay a subsequent installment by the listed due date will result in late fees and a hold, which will cause services to be withheld, including obtaining grades, registering or enrolling, receiving a transcript, or borrowing books or equipment.

Late fees, including fees assessed on behalf of University Residences and Dining Services, and fees for returned checks and associated charges, cannot be paid in installments and are due immediately.

My contract with the university begins after Dec. 8, 2021. By what date will I need to receive at least one dose of the COVID-19 vaccine or a vaccine exemption?

Vendors who first become obligated to meet the vaccine requirement after Dec. 8 deadline, will have 30 days after the contract is fully executed to acquire their first dose and affirm compliance by completing the online form.

During that time period, all vendor employees will be required to test for COVID-19 infection once a week. More information about testing will be made available to any vendor needing to meet that requirement.

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.

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.   

Can I continue using webclock?

Yes. Webclock users will continue using eTimesheet the same way they do today.

What if my bank account is closed when my payment reaches my bank?

Internal Supplier: Your bank will return the payment amount to the university.  You will need to submit a change of bank account through Workday. Contact Payroll at 614-292-2311 for specific instructions on how to expedite this process. Accounts Payable will be able to reissue the payment after the change has been processed and confirmed.

External Supplier: Your bank will return the payment amount to the university. You will need to contact Supplier Maintenance for instructions on how to update the bank account information.

How do I get my 1098-T form?

A student who is eligible to receive a 1098-T can access it online through buckeyelink.osu.edu as soon as it is available each year for which they are eligible. 1098-T forms are required to be available by Jan. 31.

To view your 1098-T electronically, you will need internet access, a web browser and be signed in to buckeyelink.osu.edu. You will be able to view your 1098-T statements electronically for as long as you have OSU login access.

To see if you are eligible or to view your Form 1098-T:

  1. Log in to buckeyelink.osu.edu

  2. Search for and click on the Form 1098-T task

  3. Choose the correct year from the "view 1098-T" tab.

To request a paper copy of your 1098-T instead of online delivery, you must withdraw your consent by the first Friday of spring semester. To do so, call the University Bursar at 614-292-1056 or email bursar@osu.edu. Once you withdraw consent, a paper copy will be mailed by Jan. 31 to the permanent address listed in My Buckeye Link. To request a paper copy of your 1098-T after consenting to receive it electronically, please call 614-292-1056 or email bursar@osu.edu

What is ECSI?

The Ohio State University has contracted with Educational Computer Systems, Inc. (ECSI) to generate your monthly billing statements, process your loan payments and provide customer service for your University and campus-based Federal loans. ECSI is committed to protecting the confidentiality of information that individuals entrust to the company. Therefore, ECSI does not sell personal information about current or former borrowers to anyone. Safeguard provisions have been instituted to ensure compliance with the Gramm-Leach Bliley Act (GLBA). For further information regarding ECSI, please login to http://borrower.ecsi.net.(link is external)

ECSI Customer Service
Email: cservice@ecsi.net
Phone: (888) 549-3274

Services provided by ECSI:

  • Electronic or phone payments
  • Promissory note completion
  • Exit Interview
  • Address change (also needed by OSU)
  • Forbearances
  • Deferments
  • Postponements
  • Cancellations

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.

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.

Once a non resident alien has completed the Glacier System, what is the next step?

A non resident alien needs to print out the forms as specified in Glacier, sign them and mail them to the address indicated.

Can I change the default notifications that I am getting from DocuSign?

The default notification for envelope status produces a lot of email. It is possible to reduce, or even eliminate, these notifications. To change the default notifications, you will need to go to the Preferences screen, under the Manage Email Notifications tab and change your notifications to meet your specific needs.  

Can I accrue frequent flyer miles from my business travel?

Yes. In accordance with the State of Ohio Ethics Commission rulings, university travelers can only redeem frequent flyer miles for university related business travel (no personal benefit is permitted).  It is the traveler’s responsibility to track accrual/usage of these benefits for auditing purposes.

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.

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

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

How do I resolve a match exception?

  Verify that goods/services ordered from supplier match what is received.

    ▪    Communicate directly with the Supplier as the university's point of contact.

    ▪    Monitor your area's PO lifecycle in the Financials system (See Financials System Tips & Tools and Purchase Order Report).

    ▪    Routinely run/review Match Exception Report to identify match exception(s) for department/college area.

    ◦    Issue Change Order Requisition as necessary.

    ◦    Contact an Expediting associate for assistance.

Can I send the same document again?

It may be desirable to re-send an envelope that was sent previously. This is especially useful for envelopes that expired before they were completed, or for sending nearly the same envelopes out to several different recipients. To send an old envelope again, select the old envelope from the Manage screen, then pull down the Actions list and select Clone. The original envelope settings and documents will appear. Make any necessary changes and Send the envelope.

Would a traveler be entitled to the full Per Diem allowance if a meal were included in the conference fee, served on the plane or provided by other documented circumstances?

Full meal allowances while on travel status will not be paid if provided through other travel-related purchases (e.g. continental breakfast built into the hotel room rate).  The allowance must be adjusted by deducting the appropriate meal percentage (25% – breakfast; 25% – lunch; 50% – dinner) from the full Per Diem allowance for the applicable city location.

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

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

What extra steps should I consider when booking travel arrangements as it relates to COVID-19?

You should consider the possibility of changes or cancellation with short notice due to the ongoing impact of COVID-19. 

  • When securing airfare, consider refundable ticket purchases that ensures a full refund in the event of cancellation. 
  • When securing hotels, carefully review the cancellation terms to ensure ability to cancel without penalty.  Use of online booking sites (e.g. Expedia) for hotels may be not offer refunds and are not recommended.  Airbnb is not recommended due to cancellation terms that typically do not permit refunds. 

Caution should be taken with any travel expenses that require payment in advance of travel.  Consult the Travel Office for guidance.

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. 

How does Purchasing support supplier diversity?

Read about the university's Buy Ohio, MBE/EDGE and other diversity programs on our social responsiblity page.

What should I do if I can’t find a particular airline?

Corporate Travel Partners (CTP) provides access to more than 1,000 domestic and international airlines through its full-service agents and the online booking tool (Concur). 

If you cannot find the airline you are seeking within Concur, try these options:

  1. Refer to the Job Aids to ensure the appropriate search/filter techniques are applied to optimize your results.  Particularly if you are booking an international flight, you may want to try your search again after unchecking the “Flights w/ no double connections” box in Concur to see all options.
  2. Contact the Concur help desk (877-727-5188; hours 8:00am - 7:00pm EST) for assistance with system rules or technology issues that may be affecting your search results. 
  3. Contact a CTP full service agent for assistance. Agents often can assist in cases when the airline is not listed in the online booking tool (Concur).  
     

Most established airlines are available through CTP/Concur, but there are exceptions.  These include airlines that have been deemed by the university, to lack a record of consistent service, no-frills airlines that make up for low-cost fares with a variety of “hidden” fees, and some international airlines that have payment processes that conflict with university policy.

The university has an obligation to ensure a certain level of service among the carriers used for business travel.  If you believe that an airline has been improperly excluded, please contact the university Travel Office.

*Group and Athletic Team/Individual travel must be booked through the contracted agency designated for these demographics - see more information.

Is the Financial Report available on the webpage?

Yes. The FY03FY02FY01, FY00 and FY99 reports are available in PDF (Adobe Acrobat) format.

What is Sponsored Travel?

Sponsored Travel is a project involving research travel that will be paid, in part or whole, by grant funds that are administered through the Office of Sponsored Programs.  If you are unsure if your trip is Sponsored or Non-Sponsored, contact your college service center or fiscal office. See Office of Sponsored Programs for general guidelines.

What are some of the key features of municipal bonds?

  • Interest Rate - The issuer pays interest to bond investors in exchange for the use of the loaned money. The interest rate is a percentage of the principal (the amount borrowed/invested), accruing over a specified period (typically, semiannually). Interest rates vary depending on the term and prevailing bond market conditions and may be fixed or variable. Fixed interest rates are set on the pricing date.

  • Price - The price is the amount investors are willing to pay for a bond initially or in the secondary market. Price is based on certain variables, including current market yields, supply and demand, credit quality, term to maturity, and tax status. Price and yield move in opposite directions. When market yields increase, the price or value of a bond decreases, and vice versa.

  • Yield - The yield refers to the rate of return an investor earns on the bond based on the price and interest rate. Yield can be calculated in different ways to reflect differing assumptions and investors should consult their brokers or financial advisors to learn more about yield.

  • Maturity Date - Maturity date refers to the date when the principal on the bond is scheduled to be repaid to the investor.

  • Redemption Provisions - Some bonds contain provisions that allow the issuer to redeem or "call" all or a portion of the bonds or notes, at specified prices, prior to their stated maturity date. 

  • Ratings/Credit - A credit rating is an evaluation of an issuer's credit quality based primarily on its current and projected financial and economic conditions.  A credit rating is an independent assessment of the creditworthiness of the bonds.  It measures the probability of timely repayment of principal and interest of a bond or note.  Higher credit ratings indicate the rating agency’s view that there is a greater probability the investment will be repaid. Most bonds are rated by one or more of the three major rating agencies: Standard & Poor’s, Moody’s Investor's Service, and/or Fitch Ratings. Investors are advised to obtain and review the credit reports associated with a bond offering prior to making an investment decision.

  • Denominations - fixed interest rate bonds are typically sold in a minimum denomination of $5,000 and whole multiples thereof.

  • Debt service - refers to the payment of principal and interest on outstanding bonds.

 

What should I do if the class I want to attend is full?

Be sure to register in BuckeyeLearn to  get on the “wait list.” This enables Financial Training to determine the need to add an additional session if necessary. If the waitlist is full, email FinancialTraining@osu.edu to learn of additional options.

Are Undergraduate classes taxable for employees?

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

What are the plan requirements?

The facilitated planning process insures your plan will meet the necessary plan requirements for your area.  The program is designed to simplify the planning process so that your area spends time concentrating on strategy development vs. learning how to be a continuity planner.

When will my payroll funds be available on my Wisely Pay card?

Your funds will be available to you on payday.

 

How do I get copies of invoices?

Invoices are scanned and imaged by central Accounts Payable, and are available online in Workday.

Refer to the Invoice and Payment information on the Accounts Payable website.

Can I Re-Open my “Closed for Ordering” vendor?

Contact Purchasing to discuss before submitting your request (VM Contacts; or see Category Buyer listing). Certain vendors were closed because they have met specific criteria. Determine the following before submitting a request to Reactivate/Reopen a vendor:

  • Can a PCard be used?
  • Can an “approved/open for ordering” supplier provide the same goods/service?
  • Have I talked to a Senior Buyer or Sourcing Leader in Purchasing?

How do I allow an individual or organization to make a payment to my account?

The Guardian ePay(link is external) functionality allows a student to permit parents, guardians, or others to make a payment to their tuition and fees account.

  1. Sign into My Buckeye Link at buckeyelink.osu.edu(link is external).
  2. Under the Finances section click Guardian Setup
  3. Click Guardian Setup
  4. Scroll down to Managing Guardian Logins 
  5. Select Add New
  6. Fill in the following information
    1. Guardian Username (this is what the user will use when logging in each time)
    2. Email address of the Guardian
    3. Confirm the Guardian’s email address
    4. Add a note to the welcome email (optional)
  7. Answer Yes* to the question: should this person be allowed to log in?

*if you would like to revoke someone’s access select No to this question

What COVID-19 vaccines qualify for this requirement?

A COVID-19 vaccine will qualify under this policy if the vaccine has:

  • Full U.S. Food and Drug Administration (FDA) approval
  • FDA Emergency Use Authorization (EUA)
  • World Health Organization (WHO) Emergency Use Listing (EUL)

As of August 23, 2021, Pfizer (2 dose) has received full FDA approval. Johnson & Johnson/Janssen (1 dose) and Moderna (2 dose) have FDA EUA.

For the status of COVID-19 vaccines included on the WHO EUL, please see the WHO’s COVID-19 vaccine website.

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 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)

Can I start using webclock?

See your supervisor to inquire about webclock. Your supervisor will need to work with your department’s HR department to set up webclock.

What if I do not have direct deposit for my paycheck, how does this affect my payment?

The University encourages all employees to utilize direct deposit, when possible. If however, you have elected to receive a paper check for your pay, you will also receive any Accounts Payable payments via a paper check mailed to your home. You will not receive an email confirmation.

What fees are qualifying for tax purposes?

For purposes of the tuition and fees deduction, qualified education expenses are tuition and certain related expenses required for enrollment or attendance at an eligible educational institution.

Some common Ohio State expenses that are qualifying for tax purposes:

  • Course/Lab fees
  • General fees
  • Instructional fees
  • Non-resident fees
  • Program fees
  • Student activity fees


The housing, meal plan, orientation, COTA, Tuition Option Payment Plan and other miscellaneous fees are generally not qualifying expenses for tax purposes. Please reference IRS Publication 970 Tax Benefits for Education for additional guidance (see IRS Publication & Forms database.)

Some common Ohio State expenses that are not qualifying for tax purposes:

  • Acceptance/Application fees
  • COTA fee
  • Health insurance
  • Housing charges
  • Dining/Meal plan charges
  • Orientation fees


The Ohio State University cannot legally provide tax advice. Please consult with a qualified tax preparer or the IRS if you have tax-related questions.