Policy

Procurement

Policy Statement

Harvard University requires that faculty, staff, researchers, students, or other individuals who plan for or purchase products, equipment, supplies, and services with University funds, base purchases on sound business practice, best value, accountability, and compliance with donor, sponsor and regulatory requirements. Individuals...

Read more about Procurement

Time Entry and Approval for Non-exempt Employees

Policy Statement

This policy provides guidance to all non-exempt employees, employees who are eligible for overtime under the Fair Labor Standards Act (FLSA), and their Time Approvers regarding the reporting and approval of hours worked and absences.

Reason for Policy

 

Timely and accurate reporting and approval of hours worked and absences taken are important for a variety of reasons....

Read more about Time Entry and Approval for Non-exempt Employees

Responsibilities of Purchasers, Preparers and Approvers

NOTE NEW REVISION EFFECTIVE DATE OF 3/1/2016; EARLY ADOPTION OF REVISION BY SCHOOL IS ALLOWED

Policy Statement

One of Harvard’s fundamental internal controls is the proper review and approval of transactions.  Preparing or approving any part of a transaction is a significant responsibility.  This policy defines and codifies the responsibilities of individuals who spend Harvard funds and who prepare and approve transactions.  Individuals who spend funds or who...

Read more about Responsibilities of Purchasers, Preparers and Approvers

Short-Term Operating Advances

Policy Statement

 Harvard only permits a short-term operating advance (STOA) account for human subject payments or short-term projects where use of other payment methods is not feasible. Under a STOA, Harvard cuts a check to an individual (custodian) who manages and disburses the funds on behalf of a project; the custodian must return any unused funds to Harvard by 30 days after the end date of the project.  Harvard requires all tubs that request or maintain STOAs to do the...

Read more about Short-Term Operating Advances

Fellowship Payments and Reimbursements for Students and Non-employee Postdocs/Fellows

 

Policy Statement

Per the IRS, a fellowship is an amount paid to or allowed for the benefit of an individual to aid in the pursuit of that individual’s own study or research. At Harvard, we use the term “fellowships” to refer to a host of payments: awards, stipends, grants, and allowances. Fellowships are generally gross income to the recipient, unless they are qualified payments for required tuition and fees for a degree program.

Generally, student and non-employee...

Read more about Fellowship Payments and Reimbursements for Students and Non-employee Postdocs/Fellows

Staff Mobile Phone Policy

Policy Statement

As of September 1, 2016, the University will adopt the current Staff Mobile Phone Policy pilot program as a permanent policy. The University will continue to evaluate the policy periodically and may introduce changes for both new and existing staff in the future.  Individual Harvard schools or units may have implemented more restrictive policies; staff should refer to local policy for more information.

New Harvard University staff and existing staff who did not have a Harvard mobile phone or receive reimbursement or other subsidy for a...

Read more about Staff Mobile Phone Policy

Software Accounting Policy (previously Accounting for Internally-Developed Software)

Key Policy Highlights - Download full policy from left sidebar. 

Policy Statement

This policy defines when costs for purchased and internally-developed software or cloud-hosting arrangements must be capitalized at the University. If direction differs between this policy and external regulations, sponsor or donor terms, or other internal policy or procedures, the more restrictive instruction will apply.

Reason for Policy

This policy exists to ensure...

Read more about Software Accounting Policy (previously Accounting for Internally-Developed Software)

Accounting for Leases

Policy Statement

This policy establishes accounting treatment of lease agreements entered into by the University, both as a lessee and as a lessor.  There are two types of lease classifications: capital and operating.  The proper lease classification is important because it determines the University’s accounting and reporting requirements.  

Reason for Policy...

Read more about Accounting for Leases

Independent Contractor Policy

 

Policy Statement

It is Harvard’s policy that an individual who is paid to provide services to Harvard must be hired as an employee unless the engagement satisfies the three-part Independent Contractor test.

An Independent Contractor (IC) is generally an individual who is in an independent trade, business, or profession and offers services to the general public....

Read more about Independent Contractor Policy

Financial Management of Property, Plant and Equipment (Capital Assets and Equipment)

This policy establishes the proper methods to account for facilities and equipment, including capitalization, depreciation, disposals and impairments, and various funding sources.

Keywords: facilities, equipment, capitalization, depreciation, disposals, mpairments, sponsored equipment, upgrades, improvements, fixed assets, property, plant, fabrication, building, land, Oracle assets,  inventory, componetize, moveable furnishings and...

Read more about Financial Management of Property, Plant and Equipment (Capital Assets and Equipment)

Pages