Harvard University requires that faculty, staff, researchers, students, or other individuals who plan for or purchase products, equipment, supplies, and services with...
Accounts Payable Forms and Exceptions Processes - Includes Deposit, Pre-Payment, Enclosure and Special Mailing Form, In Lieu of Invoice Form, Department of Homeland Security Form, Emergency Check Pickup
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...
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.
COVID-19 Update: Staff are expected to continue to follow the Staff Mobile Phone Policy; exception requests must continue to follow School or Unit approval protocols. Employees can take advantage of available systems and technology to reduce use of personal electronic devices (see the below chart for guidance).
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.
This policy establishes the proper methods to account for facilities and equipment, including capitalization, depreciation, disposals and impairments, and various funding sources. Download the full policy .
This policy establishes the proper uses and administration of petty cash funds. When other disbursement methods cannot be used, petty cash funds can provide cash to local units to cover minor expenses, such as reimbursement of staff members and visitors for small expenses such as taxi fares, postage, office supplies, generally not to exceed $50; petty cash may also be used for human subject payments of $100 or less. The University requires each petty cash fund to...
This policy establishes the tax reporting requirements and data-security protocols related to the payment of human subjects at Harvard. High-risk confidential information must only be collected when necessary and any confidential information collected must be protected in accordance with the University’s Enterprise Information Security Policy....
