All Vendors
Semi-annually, Vendor Setup inactivates vendors with no activity in the last three years. Effective September 2017, the process will inactivate vendors with no activity in the last two years.
Vendors classified as Individual – Non U.S. Citizens (also known as 1042S vendors)
Legally, Harvard cannot pay foreign nationals who cannot provide valid immigration documentation. Starting in November 2017, Harvard will implement an automated process to inactivate foreign national vendors based upon their immigration documentation end date.
Starting in September 2017, the Vendor Setup team will take the following steps for current vendors:
- Inactivate any 1042S vendors with expired immigration documentation, whose last payment date is 6/30/16 or earlier.
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Inform vendors paid since 7/1/2016 with expired immigration documentation that they must update their GLACIER records and submit updated documentation by 11/15/17 to remain active in the system.
- AP will supply schools with a list of these vendors with expired immigration documentation, and will work with schools to minimize disruption to key vendors. This list will be based on the last school/unit to pay the individual.
- Vendors that do not submit updated information by 11/15/2017 will be inactivated. These vendors will need to provide updated GLACIER forms and documentation in order to be reactivated (detailed instructions forthcoming).
- From 11/17/2017 onward, all 1042S vendors will be automatically inactivated based upon their immigration documentation end date. These vendors will need to provide updated GLACIER forms and documentation in order to be reactivated.
End Dates for Vendor Types NE – Not Entry into the U.S. or ADVTR – Travel Advance
Starting in November, vendors with a classification of NE – No Entry into the U.S. or ADVTR – Travel Advance will only remain active for 90 days. To be reactivated, No Entry vendors will need to reconfirm that they have not entered the U.S. every 90 days.
Updated materials regarding the vendor setup and reactivation process, including enhanced GLACIER instructions are forthcoming. Current materials and FAQs may be found at the Nonresident Alien Tax Compliance website https://nratax.oc.finance.harvard.edu/. If you need additional assistance beyond what is found on the website, please contact the Nonresident Alien Tax Compliance Team at 617-495-8500 option 5 or nratax.ufs@harvard.edu.