Payment

Procurement

NOTE: In late June, The Office of Management and Budget released a memo raising the threshold for simplified acquisitions (i.e., small purchases) to $250,000 (up from the figure of $150,000 which had been communicated to schools and units in early June.) The 7/1/18 policy reflects the increased threshold. 

Policy Statement

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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...

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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...

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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...

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Financial Management of Property, Plant 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...

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Purchasing Card

Note: Effective 5/1/17, gifts valued up to $100 are allowed for employees and nonemployees. Gift certificates/cards remain prohibited on the PCard.

Policy Statement

Harvard Purchasing Cards (PCards) are University-liability credit cards issued...

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Petty Cash

Policy Statement

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...

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Human Subject Payments

Human Subject Payments Policy

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....

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