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Frequently Asked Questions

If you cannot find the answer here, please contact us at payroll@drexel.edu with your specific question.

How do I file a Philadelphia Non-Resident Refund Petition for 2020?

In 2020, the Drexel University Payroll Office took steps to stop deducting the Philadelphia Non-Resident City Wage Tax for all employees who were required to work remotely. However, our office recognizes that in certain situations the tax was deducted while the employee was required to work remotely. For these situations, the employee may submit a request for refund.

For 2020 refund petitions, the Philadelphia Department of Revenue has created a special wage tax refund form that allows the University to submit refund requests on behalf of non-Philadelphia residents. Refunds only apply for days that employees were required to perform their work duties remotely outside of the city. If employees opted to work remotely even if it was for childcare or they did not feel safe to return to campus, the wages are applicable to the non-resident wage tax and they are not eligible for refunds. Additionally, employees who received compensation, but were not performing their job duties remotely (i.e. campus access is required to complete the duties) are still required to pay the wage tax and will not be considered for a refund. 

The process for calendar year 2020 is more streamlined than in previous years both for Drexel and Philadelphia. However, the same wage petition process remains in place for years prior to 2020. 

For the 2020 tax year, the following steps must be completed to petition to receive a refund:

  1. In DrexelOne, confirm that your home address is correct. Instructions for accessing and updating your home address can be found on the HR Website.
  2. Review your 2020 paystubs to confirm that the Philadelphia Non-Resident City Wage Tax was deducted for the months that a refund is being requested. Instructions for accessing your paystubs can be found on the Office of the Comptroller Website.
  3. Send an email to Payroll@drexel.edu with the subject of “2020 Philadelphia Refund Petition.” Include in the email your University ID, your full name as it displays on your 2020 W-2, the number of working days per month that you were required to work outside of the city and still had the wage tax deducted.

Upon receipt of the email request, the Payroll Office will review the refund request for correctness based on your 2020 Philadelphia Non-Resident Wage Tax. Then, based on the refund formula provided by the City, the amount of your refund will be calculated.

From March 2021 through December 2021, the Payroll Office will submit a file to the City of Philadelphia with the refund requests at least once a month. Once your request has been submitted to the City, you will receive an email from the Payroll Office with the amount submitted for your refund as well as the date the request was submitted. Refund checks are sent to your home address directly from the City of Philadelphia. Once the refund request is submitted to the City, the Payroll Office will not be able to provide any updates on the refund status. In previous years, it took six to eight weeks to process refunds. Even with the streamlined process for 2020, the City expects the turnaround to be longer this year.

All submitted requests will be reviewed by the Drexel University Payroll Office as well as the Department of Revenue for the City of Philadelphia. Based on the review, you may be requested to provide additional documentation.

Residents of the City of Philadelphia are not eligible for refunds.

**The University required employees to work remotely beginning Saturday, March 21st

The table below details the number of working days per month in 2020.

Month

Number of Working Days

January

23

February

20

March

22

April

22

May

21

June

22

July

23

August

21

September

22

October

22

November

21

December

23

Total 2020 CY Working Days

262

 

Example Email

To: payroll@drexel.edu

From: Brian.Griffin@drexel.edu

Subject: 2020 Philadelphia Refund Petition

 

Body:

University ID:  52685933

Name: Brian Griffin

Number of Days to Refund: 

 

Month

Number of Days To Refund

March

7

September

6

December

5

  

 

 

 

How do I certify my work locations?

Effective December 2020, you are able to complete a work location certification telling the Payroll Department where you are performing your duties. A certification may be completed for each pay period or you may complete one certification and leave it in place until your schedule changes. It is the responsibility of employees to provide accurate and complete information.  

The work location certification is accessible via an app under the Employee Information in DrexelOne. 

Detailed instructions for completing the work location certification are included under Payroll Instructions on the Comptroller website. 

 

How do I sign up for direct deposit?

Please submit a Direct Deposit Authorization form, available in the forms section of our website, to the Payroll Department for processing. Instructions for completing the authorization form are available on our instructions page.  Check the "Start" box for each new account that you want to add.

How do I change my existing bank accounts for direct deposit?

Please submit a Direct Deposit Authorization form, available in the forms section of our website, to the Payroll Department for processing. Instructions for completing the authorization form are available on our instructions page.  Check the "Stop" box for the account that you want to turn off and check the "Start" box for the account that you want to add.

How do I report my hours for payroll?

Hourly timesheets and exempt leave reports are submitted to Payroll through DrexelOne.  Instructions for creating and submitting your time sheet (Web*Time Entry) or leave report (Exempt Leave Reporting) are available on our instructions page.  All hourly timesheets must be submitted and approved before the deadline for the pay period in order to be processed and paid.  Please see our schedules page for the deadlines associated with each pay period.

How do I update New Jersey Income Tax?

You can update your New Jersey Income Tax by completing and submitting Form NJ-W4 to the Payroll Office. You can access the form here

The Form NJ-W4 should be completed and submitted to the Payroll Department via AskDrexel.  Then, your New Jersey Income Tax will be adjusted accordingly.  Please note the Payroll Schedules. To guarantee the change will be in the next pay, Payroll will need to receive your Form NJ-W4 by the corresponding PAF DUE date. 

How do I access my pay stub information?

Employees may access their pay stub online using DrexelOne. Instructions for accessing your pay stub online through the DrexelOne portal have been posted on our instructions page.

How do I change my marital status or number of exemptions for federal tax withholding?

To change the federal income tax withholding on your pay check, you may update your W-4 online in Drexel One. Instructions for updating your W-4 are available on our instructions page.

Will I have to pay taxes on my tuition remission?

A detailed document explaining when tuition remission is taxable and how the tax withholding will impact your pay check is available on our instructions page.

When will I receive my W-2 form?

Paper W-2 forms are mailed to your Employee Home Address by January 31. You may be able to access your W-2 sooner if you sign up for online delivery. If you sign up for online delivery, you will be notified by e-mail when your W-2 is available. Instructions for online W-2 consent and accessing your W-2 form in Drexel One are available on our instructions page.

How do I get a copy of my W-2 form?

Current employees have access to their W-2 forms via DrexelOne. Instructions for online W-2 consent and accessing your W-2 form in DrexelOne are available on our instructions page. 

Former employees needing a copy of their W-2 form(s) must submit a "W-2 Request Form", available in the forms section of our website, to the Payroll Department for processing.  At this time, additional copies of W-2's are issued electronically.   

How are relocation expense allowances reimbursed?

  1. Department receives approval from the Provost office/HR that they may offer relocation expense reimbursement.
  2. Department specifies in the faculty or professional staff member’s offer letter that relocation expenses will be disbursed through a relocation allowance up to a specific dollar amount.
  3. Department Business Administrator submits a completed supplemental pay form, with appropriate receipts attached, to Human Resources for review.
  4. Once approved, Human Resources will forward the form to Payroll for processing. Once processed, the individual will receive the payment via check mailed to their home address.
    1. If the individual has not started working yet, they must complete a new hire packet. Once processed, a check will be mailed to their home address.

 

How are one-lump sum relocation expense payments processed?

  1. Department receives approval from the Provost office/HR that they may offer a one-lump sum relocation expense payment.
  2. Department specifies in the faculty or professional staff member’s offer letter that relocation expenses will covered through a one-lump sum payment.
  3. Department Business Administrator submits a completed supplemental pay form, with copy of the offer letter, to Human Resources for review.
  4. Once approved, Human Resources will forward the form to Payroll for processing. Once processed, the individual will receive the payment via check mailed to their home address.
    1. If the individual has not started working yet, they must complete a new hire packet. Once processed, a check will be mailed to their home address.

Are employer-paid relocation expenses taxable?

Effective January 1, 2018, under the Tax Cuts and Jobs Act, all employer-paid relocation expenses must be reported as taxable income. Relocation expenses may be covered through a one-lump sum or through reimbursement up to a specific dollar amount. Both allowances are taxable and will be issued through Payroll.  The relocation expenses must be addressed in the faculty or professional staff member’s offer letter, stating the method of coverage. A supplemental pay form must be submitted for both the one-lump sum and the reimbursement of expenses.