Where your city tax refund comes from and how to request it
A city tax refund happens when you overpaid local income tax during the year—usually because your employer withheld too much, or you had a major life change like a job loss or move that changed your tax situation mid-year. Unlike federal refunds, which arrive through one system, city refunds depend entirely on which city you live in and whether that city collects income tax at all. Not every city does: some rely only on property tax or sales tax, so there is no city income tax refund to claim.
If your city does collect income tax, you request a refund by filing a city tax return—either on paper or online through your city's tax department website. The process is usually simpler than federal taxes because city returns ask fewer questions, but the timeline varies widely. Some cities process refunds in four to six weeks; others take three to four months. The fastest way to get your money is direct deposit, which most cities now offer as an option.
Key Takeaways
- Not all cities collect income tax, so check your city's tax department website first to confirm you owe or are owed a refund.
- You request a city tax refund by filing a city income tax return with your city's tax department, either online or by mail.
- Direct deposit is faster than a paper check and is available through most city tax departments.
- Processing times range from four to six weeks to three or four months depending on the city and whether you file online or by mail.
- If you moved out of the city during the tax year, you may owe tax to both your old city and your new one, which affects your refund.
Confirm whether your city collects income tax
The first step is to find out whether your city has an income tax at all. Major cities that do include Philadelphia, New York City, Columbus, Detroit, Kansas City, and Washington DC. Smaller cities in Ohio, Pennsylvania, Kentucky, and a few other states also collect local income tax. If you live in a city without income tax—or in a state without city income tax—there is no refund to claim.
Go to your city's official website and search for "income tax" or "tax department." Most cities have a dedicated tax office with a homepage that lists filing deadlines, forms, and instructions. If you cannot find it through the city website, call your city's main phone line and ask for the tax department or revenue office. They can tell you in one call whether you owe tax and whether you are due a refund.
File your city tax return to claim the refund
Once you confirm your city collects income tax, you need to file a return. Most cities now allow online filing through their tax department website. You will need your Social Security number, your W-2 forms from any jobs you held in that city during the year, and information about any other income you earned there (self-employment, rental income, interest). If you are filing by mail, download the paper form from your city's website and mail it to the address listed on the form.
Filing online is faster because the city's system can catch errors before you submit and can process your return more quickly once it arrives. Filing by mail means your return sits in a queue until someone opens and enters it into the system, which adds one to two weeks to the timeline. If you file online, you usually get a confirmation number immediately; if you file by mail, keep a copy for your records and consider mailing it certified so you have proof of delivery.
Choose direct deposit for faster payment
When you file your return, you will see an option to receive your refund by direct deposit or by check. Direct deposit is significantly faster—most cities process direct deposit refunds within four to six weeks of receiving your return, while checks can take six to twelve weeks because they have to be printed, mailed, and then clear through your bank.
To use direct deposit, you need your bank account number and routing number, which you can find on a blank check or by logging into your bank's website. Enter this information when you file your return. The city will deposit your refund directly into that account once it processes your return. If you do not have a bank account or prefer a check, you can still request one, but plan for a longer wait.
Track the status of your refund
Most cities offer a refund status tracker on their tax department website. You enter your Social Security number and the amount of the refund you expect, and the system tells you whether your return has been received, is being processed, or has been approved. The tracker updates every few days, so check it weekly rather than daily.
If your city does not have an online tracker, call the tax department directly. Have your Social Security number and the date you filed ready. The staff can look up your return in their system and tell you exactly where it is in the queue. If more than eight weeks have passed since you filed and you have not received your refund, call to make sure your return was not lost or flagged for review.
What to do if you moved during the tax year
If you moved out of the city partway through the year, your tax situation becomes more complicated. You may owe tax to both your old city (for the months you lived there) and your new city (for the months you lived there), or you may be owed a refund from one and owe tax to the other. Some cities have reciprocal agreements that prevent double taxation, but not all do.
File a return with both cities if you lived in each for part of the year. On each return, report only the income you earned while living in that city. Your old city will calculate tax on your portion-year income, and your new city will do the same. If one owes you a refund and the other is owed tax, you may end up receiving one refund and owing the other city a payment. Check both cities' websites for forms that account for part-year residents.
What happens if your refund is delayed or missing
If you have waited longer than the city's stated processing time and your refund has not arrived, contact the tax department. Have your filing date, the amount of the refund, and your filing method (online or mail) ready. The department can check whether your return was received, whether it was processed, and whether the refund was issued.
Common reasons for delays include incomplete information on your return (missing W-2 information, incorrect bank account number), a mismatch between your name on the return and your name on file with the city, or a hold placed on your account because the city is verifying your income. If the city says your return was processed but you never received the refund, ask whether it was mailed or deposited, and request a stop-payment on a check or a trace on a direct deposit. The city can reissue your refund if it was lost in the mail.
Frequently Asked Questions
Do I have to file a city tax return if I only lived there part of the year?
Yes, if you earned income in that city during any part of the year, you must file a return for that city. You report only the income earned during the months you lived there. Some cities have a minimum income threshold—for example, you might not have to file if you earned less than $500—so check your city's rules before assuming you need to file.
Can I file my city tax return at the same time as my federal return?
No, city and federal returns are separate. You file your federal return with the IRS and your city return with your city's tax department. However, you can file them in any order, and the information you need (W-2s, income records) is the same for both. Many people file federal first, then city, but the order does not affect your refund timeline.
What if I did not receive a W-2 from my employer?
Contact your employer and request a copy. If they cannot provide one, contact your city's tax department and ask what to do. Some cities allow you to file with a letter from your employer stating your income and taxes withheld, or to file an amended return once you receive the W-2. Do not guess at the amount—the city will cross-check your W-2 with your employer's records anyway.
Can I get my city refund faster if I pay a fee?
No. City tax departments do not offer expedited processing for a fee. Direct deposit is the fastest free option available. If a third party offers to speed up your refund for money, that is a scam—your city refund comes only from your city's tax department.
What if my city says I owe tax instead of getting a refund?
Pay the amount owed by the deadline listed on your notice. Most cities accept payment online through their tax department website, by mail, or in person. If you cannot pay in full, contact the tax department about a payment plan. Unpaid city tax can result in penalties and interest, and the city can place a lien on your property or garnish your wages.