Harvard has transitioned to electronic 1042-S form distribution. This is contingent upon the foreign individual:
- First having given consent to Harvard,
- Having already completed GLACIER before the end of the calendar year, and 3) having a valid email address entered on their GLACIER record. It is advisable that foreign individuals review their GLACIER records for any possible updating required https://www.online-tax.net/.
If they have forgotten their User ID and/or Password, they can select “Forgot Login?” on the login screen.
Any changes to consent or email addresses in GLACIER must be made by December 28 if it is expected to impact 2018 1042-S reporting.
In the absence of Harvard receiving consent to issue electronic notification of 1042-S tax documents via GLACIER, a paper form will instead be mailed to the home address indicated in PeopleSoft, or the most recently added address in Oracle. Please make sure any updates to addresses are done before the end of the calendar year.
The IRS requires 1042-S forms to be distributed by March 15th of each year. Harvard makes every effort to distribute the 1042-S forms as soon as any IRS updates we receive at the end of the calendar year have been implemented, which is often by the end of February.
If by March 15, one’s paper 1042-S document or a notification if it is available via GLACIER is not received, please make inquiry with the Nonresident Tax Compliance Team (“NRA Tax”) nratax_ufs@harvard.edu or by phone 617-495-8500 option 5 (Mon-Fri 9:15 a.m.-- 4 p.m. EST).
Steps to Remember:
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Communications from the Harvard International Office (“HIO”) will be sent in January about access to Windstar (a tax filing software) and how to file an one’s annual IRS income tax return. Please review their FAQs for additional insight into this process http://www.hio.harvard.edu/faq-tax-filing.
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If foreign payees require additional assistance in filing their annual tax return with the IRS, they might need to seek guidance from a professional tax preparer. The HIO has contacts on their website, which may be available for a fee http://www.hio.harvard.edu/professional-tax-preparers. Harvard cannot provide assistance with individual tax filing requirements.
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One should not file their annual IRS tax return until you have all tax documents associated with the income you were paid in 2018. Here is some information on the various tax documents Harvard distributes and their associated timelines, which can help you determine what you should be expecting https://nratax.oc.finance.harvard.edu/tax-reporting-documents.
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Please make sure any updated Social Security Numbers or ITINs are sent to with Harvard’s Central Payroll Office (1033 Massachusetts Ave 2nd Fl, Cambridge MA 02138) before the end of the calendar year (for students- the Student Accounts Office located at the Smith Center 9th Fl). This will help ensure tax documents are accurate, and lessen any future difficulty individuals might encounter with the IRS regarding their annual tax filing. Please make sure to advise individuals to also update SSNs/ ITINs in GLACIER.
- Temporary Placeholder (aka “Dummy”) Numbers are for Harvard internal use only, and cannot be used by foreign individuals in GLACIER, or on any tax forms such as filing tax returns.