GLACIER

Harvard's tax classification/compliance software.

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...
Read more about 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?

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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How should I complete GLACIER as a DACA individual, and what should I submit?

As a DACA individual, your situation is unique. GLACIER automatically generates for all foreign individuals. Your presence in the US is likely enough for you to be considered U.S. tax residents (resident alien), but we still are required by the IRS to collect information to support this conclusion. You would still need to complete GLACIER, since you are not yet a permanent resident. Please use the guidance below to help you proceed with GLACIER:

  • ...
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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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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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My country has a tax treaty with the U.S., so why is Glacier saying I cannot claim tax exemption on my payments from Harvard?

This could be due to one or more of the following factors (as indicated by the "Hold" at the top right of the Glacier Tax Summary Report):

  • Hold 1: You do not have a U.S. tax ID (Social Security number or ITIN). You will need one before you can claim tax treaty benefits through Harvard.
  • Hold 2: Your country of tax residence and country of citizenship are not the same, and/or  your permanent address is not in your country of tax residence. 
  • Hold 3: Your visa history raises a discrepancy in relation to a tax treaty clause. Please...
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Why haven't I yet received the link to the Glacier tax classification program, if I've already been notified via email of my tax obligations as a Harvard payment recipient?

If you haven't yet received the email from support@online-tax.net, which includes your original login information, or have lost or forgotten your login information, you can click on “Forgot Login?” on the GLACIER login page to access Glacier. If you still cannot access Glacier, please contact NRA Tax.

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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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What if I don't know what my relationship to the University or income type are?

You  should select the best option, which a few points might help reveal:

  • If you've already received a paycheck, from which FICA tax (MED and OASDI) was withheld, then you're either an employee, faculty member, teaching assistant, or student worker receiving compensation/salary/wages. 
  • If your payment was not subject to FICA tax, and is a fellowship, stipend, or scholarship, then you should select student, fellow, or fellowship recipient as your relationship to the University. You can then select any of the associated income types,...
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If a foreign individual completed the GLACIER program already for one payment system and the information is unchanged, do I need to have the foreign national complete the program again if I add them as a payee in another Harvard payment system?

GLACIER will only accept one record per individual, even if a payee is set up in a second payment system.  NRA Tax, which receives updates, will contact the foreign national asking them to log back into GLACIER and add a relationship and payment type to update their GLACIER Tax Summary Report, if necessary

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