Administrators

This term is to "bucket" items for Administrators - on all content types

What is the “Location of Activity” when processing a payment in Accounts Payable, and why is it important to include?

  • Generally, the location of the activity would be where a service is being performed, property is being rented, or the location where fellowship income is expected to be utilized in support of one’s scholarship or research.
  • Royalties, copyrights, and patents, such as those paid for the use of intellectual properties (i.e., industrial properties and software licenses), are considered U.S.-sourced if...
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I am a Harvard affiliate, using my HBS email address to access and upload GLACIER documentation and forms securely via the Harvard link provided, but I keep receiving an error message indicating I do not have permission. What should I do?

Harvard University and Harvard Business School (HBS) both use Office 365 SharePoint and Teams; however, they reside on separate service instances, or tenants. Secure sharing from University SharePoint or MS Teams requires an HBS affiliate to also be licensed properly and sign in with their University credentials.

Here are the steps you should take as an HBS affiliate, with an associated HBS email, to access and successfully submit your GLACIER information securely:

  1. You will need to first sign out of your HBS O365 Tenant and any HBS SharePoint Sites or MS...
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How can I get assistance, and submit GLACIER information, during Harvard's prolonged closure in response to COVID-19?

  • Our on-site customer service has been temporarily suspended, due to mandated government and university coronorvirus protocols, until further notice.

  • We are unable to see walk-ins, nor are we able to accept drop-off or mailed documentation, due to limited staffing resources and necessary safety measures.

  • The Customer Service Team is working remotely during customer service hours, and are still accessible via the email and phone# as indicated below

...

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Which W-8 Form do foreign entities need to submit to Harvard in order to be set-up for payment as a vendor?

There are 3 forms Harvard is able to accept from a foreign entity to be set-up to receive payments as a supplier (W-8 BEN-E, W-8 EXP, or W-8 ECI). Information on the various forms can be found here https://nratax.oc.finance.harvard.edu/foreign-entity-w8-forms. We are unable to advise on which form should be used, as this is a individual business decision a supplier must make based on their legal structure, and...

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Foreign Entity W-8 Forms

As a withholding agent, Harvard University is required by the IRS to collect the appropriate W-8 form from any foreign entity to establish the entity's foreign status. These forms are a direct result of government regulations associated with the Foreign Account Tax Compliance Act (FATCA). In addition to the payment details provided when transactions are being processed to a foreign entity, these...

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Tax Filing

If you received U.S.-source income, you are required to file an annual tax return (such as 1040NR,1040NR-EZ, 1040, 1040EZ, etc.) with:

  • the Internal Revenue Service (IRS) 
  • the Commonwealth of Massachusetts (in some cases)

If you were in the U.S. last year on anything other than a B visa or visa waiver, and did not receive any U.S. sourced income, you may only need to file a simple tax statement (8843) with the U.S. federal tax authority (IRS). For more information, see ...

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What should I do if GLACIER is saying that I cannot continue because I'm not currently in the U.S. and my departure date from the U.S. was last year?

 

If you were unable to complete GLACIER before the end of the calendar year that corresponds to your recent visit, and you are expecting payments relating to that visit, then you will need to indicate at least 1 day present in the U.S. this calendar year in order to proceed through GLACIER.

You should:

• Enter January 1st, of the current year as the “Estimated or Actual Date of Final Departure from the U.S.
• Enter your actual date of your...

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Why didn't I receive a 1042-S tax reporting document for tax treaty benefits claimed last year, even though my fellowship/stipend/scholarship was not taxed?

Non-service fellowship income, in the absence of tax treaty benefits, is also exempt from tax withholding when paid to a resident alien. First, confirm your residency status, and only if you were a nonresident alien, last year, should you look into updating your mailing address and requesting a reprint of the document.

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Do I need to resubmit Glacier, if I'm receiving the link for the second time?

You may have received the link to Glacier twice, because Harvard uses two independent payment systems. If your Glacier record does not need to be updated (e.g. change in income type or visa status), then you don't need to resubmit the forms, and should contact our office to confirm your first submission was received, Otherwise, please update and submit your Glacier forms, as requested.

Tax Treaty Renewal

Per IRS regulations, tax treaties must be renewed annually. To meet these requirements and claim a tax treaty exemption for 2020 (if previously determined eligible in 2019), you MUST complete the three steps below before 4pm on Monday, December 23rd, 2019 . The renewal process generally takes less than 15 minutes.

STEP 1: Update and/or verify certain information in GLACIER, Harvard’s online tax compliance system

    ...
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June 15, 2016 — Latest Update on IRS 1042-S Notices for Tax Year 2014

The Internal Revenue Service (IRS) has begun issuing refunds and granting withholding credits to foreign taxpayers whose 1042-S tax reporting documents for 2014 were initially rejected. It acknowledges that there was a problem with its verification system, and is taking concrete steps to prevent this issue and related problems from reoccurring.

The most recent...

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What if I have to pay someone before they arrive in the U.S?.

 

You can set up an individual ahead of time only if the individual is receiving a travel grant payment only, which may be necessary to arrange their travel to Harvard. This can be initiated in Vendor system by selecting the advance travel grant "ADVTR" visa option, which will result in tax withholding at the maximum 30% rate until the completed GLACIER forms and required document copies are submitted. GLACIER can be completed in advance as long as the completion date is within 30 days of the individual's entry to...

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