If an employee has been approved for flexible work, in a Harvard Registered Payroll State, they must have taxes (where applicable) withheld for that state. Harvard expects individuals regularly and consistently working 20% or more of their time in a registered payroll state to allocate their time to that state for tax withholding purposes. See Employment Outside of Massachusetts Policy.
Note: Some visas may restrict work location (e.g., on or off-campus work). Please review the Remote Working Considerations for Foreign Nationals Chart and contact the Harvard International Office to confirm work location eligibility or restrictions.
Employees approved and eligible to work in a Registered Payroll State outside of the current primary work location must complete the below steps in PeopleSoft self-service. PeopleSoft will adjust the employee’s state tax and any other tax withholdings based on updated information the next available paycheck. Tax withholdings cannot be changed retroactively.
Review and follow the Instructions posted in Harvard's Training Portal: "PeopleSoft: Adding/Editing Residence, State Distribution(s), and Tax Form(s)".
Navigate to "Tax Withholding" of your Self Service section within PeopleSoft and complete the "Update Work/ Resident States" and "Update State Tax Work Distribution" tabs.
Update your Sprintax Calculus record with your new primary U.S. address, which will trigger the appropriate state tax form to be generated with your new primary U.S address, which will trigger the appropriate state tax form to be generated. If employees has multiple work locations, Sprintax Calculus will generate multiple state tax forms as needed.
Sign and submit your updated Sprintax packet, including copies of all required forms and copies of immigration documents through Sprintax.
Schedule a 1:1 virtual appointment with a member of the IPTC Team if you have any questions.
Information to Remember:
Unlike Massachusetts, not all states follow federal guidelines for tax treaty exemptions, if eligible. Although Harvard is often able to facilitate a claimed tax treaty exemption from federal withholdings, state regulations may sometimes limit a federal tax exemption from being applied to state tax withholdings. Please consult with your professional tax advisor for any individual tax guidance.