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I-9 Reminders

July 11, 2019

The I-9 form is required for all new hires and must be completed within 3 business days of the first day of work.

When collecting I-9 information for new hires, please be sure to do the following:

  • Double check that the SSN is correct and legible
  • Be sure that the employee chooses an option in the preparer/translator section
  • Be sure the Harvard representative completes the first day of employment in the certification section

Please see the I-9 Verification Tool in the Training Portal for additional guidance and examples.

OGC Model Contract/Agreement and Speaker Templates

June 13, 2019

The OGC has recently updated the long form for services or consulting agreement template and has created several new model speaker consent forms (paid and unpaid guest speakers, guest lecturers, panelists, performers, etc.) which may be found here.

Additional changes to the short form model services/consulting agreement is forthcoming.

New Foreign Entity W-8 Functionality Enabled by B2P Supplier Portal

May 16, 2019

Effective 6/3, the collection and upload of W-8s for foreign entities (foreign corporations,

partnerships, governments, exempt organizations, private foundations, etc.) will be supported in the

new Buy-to-Pay Supplier Portal. W-8 forms are used as part of setting up foreign entities for payment; and most foreign suppliers will have them readily available, similar to how the W-9 form is provided by U.S. suppliers. General W-8 reference materials will be available by 6/3.

 

For questions about W-8 forms, please contact Nonresident Alien Tax Compliance team at: nratax_ufs@harvard.edu

 

For general questions regarding supplier set-up, please contact the Vendor Set-Up team at: vendorsetup_ufs@harvard.edu

Revised Independent Contractor Training Dates

May 16, 2019

The Independent Contractor (IC) Policy has been revised with an effective date of 7/1/19.

The updated version has streamlined the questionnaire and provides guidance and clarification on roles and responsibilities and when and how to classify an individual as an employee or independent contractor.

 

Expanded training materials have also been created to help hiring departments, Human Resources and Finance Offices property classify and pay these individuals.

 

This 90-minute session will give an overview of the policy as well as explore in more detail roles and responsibilities for those:

  • In the hiring department or unit;
  • In Human Resources who review the IC Questionnaire and classify the worker; and
  • Processing and approving the contractor payments

Hiring departments or units, Human Resources, as well as financial approvers should attend this session; though others are welcome.... Read more about Revised Independent Contractor Training Dates

Fraud in the Workplace Policy Review Session

May 16, 2019

What is fraud? What should I be aware of regarding the potential for fraud?

This session will use a combination of case studies and examples of fraud to raise awareness of the potential for fraud, discuss the indicators of fraud and associated controls and monitoring mechanisms and outline the steps to take if you suspect fraud.

Please join us on Thursday, May 23 from 11:00-12:00 in the Lamont Library, Forum Room.

To attend, please register here or send an email to financialpolicy@harvard.edu with the words “5/23 Session” in the subject line.

The session is open to all; please feel free to forward this invitation to others who may be interested.

Processing Commencement Prizes, Grants, Awards Policy Review Session

April 11, 2019

Confused on what the differences are between prizes, grants, and awards?

Want to know how and when to process these types of payments, what object code to use, and when they may be reportable or taxable?

If you share these questions or have similar ones, please join us on Thursday, April 25 from 11:00-12:00 in the Lamont Library, Forum Room.

To attend, please register here or send an email to financialpolicy@harvard.edu with the word “4/25 Session” in the subject line.

The session is open to all; please feel free to forward this invitation to others who may be interested.

New Foreign Entity W-8 Functionality Enabled by B2P Supplier Portal

April 11, 2019

Effective 4/29 the collection and upload of W-8s for foreign entities (foreign corporations,

partnerships, governments, exempt organizations, private foundations, etc.) will be supported in the new Buy-to-Pay Supplier Portal.

 

W-8 forms are used as part of setting up foreign entities for payment; and most foreign suppliers will have them readily available, similar to how the W-9 form is provided by U.S. suppliers. General W-8 reference materials will be available by 4/29.

 

For questions about W-8 forms, please contact Nonresident Alien Tax Compliance team at nratax_ufs@harvard.edu

 

For general questions regarding supplier set-up, please contact the Vendor Set-Up team at vendorsetup_ufs@harvard.edu

Revised Independent Contractor Additional Training Dates

April 11, 2019

The Independent Contractor (IC) Policy has been revised with an effective date of 7/1/19.

The updated version has streamlined the questionnaire and provides guidance and clarification on roles and responsibilities and when and how to classify an individual as an employee or independent contractor.

 

Expanded training materials have also been created to help hiring departments, Human Resources and Finance Offices property classify and pay these individuals.

 

This 90-minute session will give an overview of the policy as well as explore in more detail roles and responsibilities for those :

  • In the hiring department or unit;
  • In Human Resources who review the IC Questionnaire and classify the worker; and
  • Processing and approving the contractor payments

Hiring departments or units, Human Resources, as well as financial approvers should attend this session; though others are welcome.

 

Contact financialpolicy@harvard.edu with questions. ... Read more about Revised Independent Contractor Additional Training Dates

2018 Tax Documentation Contact Grid

March 14, 2019

A contact list for questions regarding tax-reporting documents (e.g., W-2, 1099-MISC, 1042-S, 1098-E, 1098-T, 1095-C) may be found here.

See here for additional details regarding copies of W-2 forms.

Revised Independent Contractor Training

March 14, 2019

The Independent Contractor (IC) Policy has been revised with an effective date of 7/1/19. The updated version has streamlined the questionnaire and provides guidance and clarification on roles and responsibilities and when and how to classify an individual as an employee or independent contractor.

Expanded training materials have also been created to help hiring departments, Human Resources and Finance Offices property classify and pay these individuals.

This 90-minute session will give an overview of the policy as well as explore in more detail roles and responsibilities for those :

  • In the hiring department or unit;
  • In Human Resources who review the IC Questionnaire and classify the worker; and
  • Processing and approving the contractor payments

Hiring departments or units, Human Resources, as well as financial approvers should attend this session; though others are welcome.  Contact financialpolicy@harvard.edu with questions.... Read more about Revised Independent Contractor Training