# Central Payroll ## expand\_more ## [Spring 2025 Monthly-to-Biweekly Payroll Transition](/biweekly-payroll) *(Rev 03/13/2025)* On April 1, 2025, the University will transition from a monthly pay cycle to a biweekly pay cycle for faculty, postdoctoral fellows, and other academic employees. ## [Employment / Payroll Policy and Resources](/employees-working-outside-of-massachusetts) *(Rev 05/11/2023)* Employment Outside of Massachusetts (Domestic and international) Policy FAQs Considerations for Remote Job Postings for Foreign Nationals (students and nonstudents) Harvard Registered Payroll States Harvard Offices Abroad ## [PeopleSoft Instructions and Training Materials](/employees-working-outside-of-massachusetts) Entering & Editing Residence, State Distributions(s) and Tax Form(s) in PeopleSoft Report Time and Absences Entering, Approving, and Adjusting Time Rapid Time Entry ## How Can We Help You? [### Receiving Your W-2 Electronically ](/receiving-your-w-2-electronically) To receive your W-2 electronically, you must make the election before December 31. Your election will remain in effect for future years until you opt out. [### Employment / Payroll Policy and Resources ](/employees-working-outside-of-massachusetts) When considering hiring individuals outside of Massachusetts (domestic or internationally), schools and units must comply with the Employment Outside of Massachusetts (Domestic and International) Policy (formerly titled the Interim Payroll Policy). Such... [### Calculate Tax Withholdings ](/calculate-tax-withholdings) The IRS provides tools to help you determine the right amount of tax withholdings. Click on the following link for Federal Taxes . Then click on the IRS Withholding Calculator to determine if you can benefit by changing your withholdings. For assistance... [### Change Benefits, Tax Withholdings, Voluntary Deductions ](/change-benefits-tax-withholdings-voluntary-deductions) Answering payroll related questions often involves local payroll representatives or other administrative groups such as Benefits, HR, or Tax Services. Click here to identify who to call for assistance with your specific questions. In addition, because the... [### Access Form W-2 ](/how-to/central-payroll/order-copy-your-w-2) Please note, for security reasons W-2 forms are no longer available with your full Social Security number. Paper copies of 2025 Form W-2 will be mailed by January 31. To receive an email notification as soon as your W-2 is available for viewing, register... [### PeopleSoft Self-Service ](/peoplesoft-self-service) Follow these work guides to learn more about PeopleSoft self-service options. Reprinting Your W-2 View Paycheck View / Edit Direct Deposit View / Edit W-4 View Voluntary Deductions View Compensation History Update Personal Information Benefits Goal... [ More arrow\_circle\_right ](/how-to/central-payroll) ## Contact Us Central Payroll 1033 Massachusetts Ave 2nd Floor Cambridge, MA 02138 **The Payroll team is currently working remotely. Please contact us using the information below.** T: (617) 495-8500 option 4 F: (617) 496-3196 [ufs\_crt@harvard.edu](mailto:ufs_crt@harvard.edu) ## Related Resources - [Employment / Payroll Policy and Resources](/employees-working-outside-of-massachusetts "Employment / Payroll Policy and Resources") - [Direct Deposit Form](/sites/g/files/omnuum12686/files/controller/files/direct_deposit_form_with_instructions_2020.pdf "Direct Deposit Form") - [Addl Pay Upload Spreadsheet Template](/sites/g/files/omnuum12686/files/controller/files/addl_pay_upload_spreadsheet_template.xlt "Addl Pay Upload Spreadsheet Template") - [Key Controls](https://hu.sharepoint.com/sites/FAD_InternalControls "Key Controls") - [Tax Withholding Exemption Certificate (MA Form M-4)](https://www.mass.gov/doc/form-m-4-massachusetts-employees-withholding-exemption-certificate/download "Tax Withholding Exemption Certificate (MA Form M-4)") - [Tax Withholding Allowance Certificate (IRS Form W-4)](http://www.irs.gov/pub/irs-pdf/fw4.pdf "Tax Withholding Allowance Certificate (IRS Form W-4)") [**More**](/resources "Resources") ## Top 5 FAQs Open all sections Close all sections ### I have received several emails asking me to complete or delete my “incomplete” invoices. What are incomplete invoices and is there a way I can query for them on my own? expand\_more When you finish entering an invoice or credit memo, you must click on a button in the lower left hand corner of the transactions form. The system will check that all the required information has been entered and that the transaction is in balance. The button name will then change to *Incomplete* and a check will appear in a box in the upper right hand corner of the screen. If you fail to click on the *Complete* button, your invoice/credit memo will not be processed nor posted to the GL. Local Billing units should be checking prior to month end for invoices or credit memos that may be “incomplete” by: 1. Go into Transactions, then choose Transactions Summary 2. Click on flashlight icon in toolbar, this will bring up the Find Transactions form. 3. From the pick list in Transaction Type choose your transaction type( HCL-WIDENER) - ( HCL-WIDENER CR). This will find both incomplete credits and invoices for your transaction type. 4. Click on MORE tab. 5. Click on Complete. A Yes or No will appear-choose NO 6. Click on FIND ### Are fellowships subject to FICA? expand\_more Fellowship amounts are subject to FICA only if they are deemed to be “wages” for employment tax purposes. Whether fellowships are wages is an inherently factual determination, requiring consideration of all relevant facts and circumstances of the program. ### Are there IRS publications, which can help me to prepare my personal income tax return, showing fellowship income? expand\_more In preparing your personal income tax return, please consult with your own tax advisor, because University Financial Services is not authorized to provide individual tax advice. You may, however, find it helpful to read the IRS publication relevant to your personal situation: • If you are a U. S. citizen or resident for tax purposes, who received fellowship amounts for studying, teaching or researching in the U. S., then see IRS Publication 970, Tax Benefits for Education, which is available at • If you are a U. S. citizen or resident alien for tax purposes, who received fellowship amounts for studying, teaching or researching outside the U. S., then see Publication 54, Tax Guide for U. S. Citizens and Resident Aliens Abroad, which is available at . • If you are a nonresident alien for U. S. tax purposes, who received fellowship amounts for studying, teaching or researching in the U. S., then see Publication 519, U. S. Tax Guide for Aliens, which is available at . • Federal income tax forms and publications can be downloaded from the IRS web site at • Massachusetts income tax forms and publications can be downloaded from the Massachusetts Department of Revenue (DOR) web site at . Additional information regarding the taxation of nonresident aliens in the U. S. can be found on the University International Office web site at ### Can a customer pay his/her bill in person? expand\_more Yes, customers can make payments in the Accounts Receivable office at 1033 Massachusetts Avenue, 2nd Floor; cash or check payments may be made during normal operating hours. ### Can I change custodians? expand\_more Yes. Submit a completed [Petty Cash Action Form](https://policies.fad.harvard.edu/pages/petty-cash) to your Financial Dean's Office for approval and submission. [ View all central payroll FAQs arrow\_circle\_right ](/services/central-payroll?admin_panel=1)