As the academic year comes to a close, please remind foreign students and scholars to keep their GLACIER records updated.
Specifically, they will need to update any:
Extensions in their immigration status at Harvard,
Newly issued SSN or ITIN,
Changes in contact information,
Consent to receive any future 1042-S electronically through GLACIER, and
Changes in income type being received.
If the foreign individual is an employee, an updated I-9 may also be required if there is any change or extension in their immigration status. This is especially important to update before the individual leaves for the summer.
Failure to update either of these could adversely impact an individual’s tax classification, tax exemption, or to know if the employee is legally allowed to remain employed at Harvard.
Log in to GLACIER here. Forgot Login? Go here. For additional GLACIER reference materials go here.
The Nonresident Alien Tax Compliance Office will host an information session in March for Harvard Administrators onThursday, March 22 from 10:30 a.m. - 12:00 p.m., Forum Room at Lamont Library.
Designed for administrators who onboard and make payments to nonresident aliens. This session will include an overview of the nonresident alien setup process, use of BER Vendor Type, an overview of GLACIER online tax classification tool, helpful tips, and Q&A.
To attend, please send an email to email@example.com with the words “registration 3/22” in the subject line. This session is open to all; please feel free to forward this invitation to others who may be interested.
Reminders when requesting new vendor type – Individual – Non US Citizen and selecting certain visa types:
If you know the individual will not be entering the U.S. – select NE – No Entry/No U.S. Presence. No GLACIER email will be sent to the individual.
If you know the individual will be entering the U.S., but do not know their VISA type, select NA – Not Available. This will trigger a GLACIER email to the individual. The vendor setup team (VST) will correct the visa type upon receipt of the GLACIER tax summary report and immigration documentation.
Please remind returning students or any returning foreign nationals that they should update their GLACIER record. This includes submitting an updated GLACIER Tax Summary Report, new tax forms, and copies of immigration documentation if their status or income type has changed or has been extended (e.g., new visa type, extended immigration status end date, or to renew a treaty if it has expired). Individuals can login to GLACIER or find additional information at ...
The Nonresident Alien Tax Compliance Office will host two information sessions in September:
Tax Compliance for Nonresident Alien Administrators
Tuesday, September 12 from 9:30-11:00am, Forum Room at Lamont Library
Designed for administrators who onboard and make payments to nonresident aliens. This session will include an overview of the nonresident alien setup process, including using the Glacier online tax classification tool, helpful...
Reminder – to avoid delays when hiring a foreign national in PeopleSoft, be sure to include an email address in the Secondary drop down field. An email address is required in order for the individual to receive a GLACIER email.
GLACIER is Harvard’s online tax compliance program and is used to determine the individual’s tax withholding rate. Failure to complete GLACIER will result in the individual being taxed at the highest rates.
The active period for the “Business Expense Reimbursement – Foreign Individual” vendor type has been extended from 30 days to 90 days. This change is intended to accommodate multiple business expense reimbursements that may take place over several weeks, such as expenses for a job candidate traveling to campus for multiple interviews. As before, this vendor type can only be used for payees receiving business expense reimbursements ONLY and who have not received income payments (salary, fellowship, honoraria, etc.)...
An Oracle enhancement for the vendor type “Business Expense Reimbursements (”BER”) to Foreign Individuals” will now allow administrators to better identify if GLACIER will be necessary for existing payment recipients found in the Oracle vendor database. Once a new vendor is approved with a “BER Foreign Individual” vendor type, it will be designated in the vendor database as “BER- Foreign Individual” for 30 days. For more information, visit the Nonresident Alien Tax Compliance website at http://nratax.oc.finance....
Because of the large number of new site/reactivation vendor requests, we request that you provide the foreign individual’s e-mail address in the Note to CRT text box (as shown below) when you create a new site request or reactivate a vendor who is a foreign individual. Doing this will minimize delays and/or follow-ups in getting the foreign individual’s e-mail address.