Payroll and NRA Emergency Operations Changes

Payroll and NRA Tax Compliance Emergency Operations Changes as of 3/17/2020, NRA Section Updated 3/24/2020
Given the rapidly evolving COVID-19 emergency situation in Massachusetts and Central Administration’s recent shift to remote work, the Central Payroll and Nonresident Alien Tax Compliance teams have implemented the following operational changes:

Paper check distribution

  • Today, some employees who receive paper checks have their checks mailed to their home addresses, others are sent to their campus address
  • Effective immediately, all paper checks (paid on or after 3/17/20) will be mailed to home addresses, not campus addresses*
  • Employees and stipendees not enrolled in direct deposit should ensure that their home address listed in PeopleSoft Self Service is correct because this is where their check will be sent
  • All employees and stipendees can still enroll in direct deposit through PeopleSoft Self Service; see the linked direct deposit instructions or visit the Central Payroll website

Payroll Time Entry/Approval 

  • As of now, we expect all hourly individuals (including temps and LHTs) to continue to report time and have it approved
    • If you have questions on how to enter your time while working remotely, please refer to the HR Coronavirus Workplace Policies link https://hr.harvard.edu/news/coronavirus-covid-19-update-and-qa for additional information.
    • Local payroll offices can help with time entry and approval if someone is out or unable to report or approve time; Central Payroll can also approve time in limited circumstances
    • VPHR and Central Payroll will monitor approvals weekly via system queries and communication with local payroll offices
    • It is critical that temps and less than half time (LHT) employees enter their time in PeopleSoft in order to be paid
    • If your unit has problems with reporting or approving time, immediately contact ufs_crt@harvard.edu
    • Central Payroll will communicate if changes in process later become necessary

Form I-9 collection

  • Forms I-9 will be processed using a modified workflow (see Guidance Regarding I-9 Collection)
  • Departments should limit Form I-9 processing to those employees who have or will start work before 4/15/2020; this date will be updated as needed

Nonresident Alien Onboarding - Glacier Tax Compliance Documents - Updated 3/24/2020

  • Effective immediately, Glacier documentation must be sent via fax to 617-496-3196 Or via secure submission if inividual has a Harvard Key; individuals should not send paperwork via mail or drop it off in person
  • See GLACIER Secure Submission Details

*Except for certain Campus Services staff who remain onsite

2020mar17_payroll_and_nra_emergency_operations_changes_final.doc.pdf146 KB