Chapter Five: FINANCIAL INFORMATION AND BENEFITS FOR FACULTY
REIMBURSABLE EXPENSES
Food and Entertainment
In general, the University considers local expenditures for food and
entertainment an inappropriate use of funds, requiring special authorization.
Therefore, all such charges by faculty members must be authorized beforehand
by the department administrator. Otherwise, these expenses will be charged
back to the faculty member.
Travel
The faculty development funds can be used for travel. The use of course
budgets for travel is generally not possible, except for sponsored studios.
All exceptions must be approved by the department chair. Visiting faculty
are sometimes allocated a budget for travel to and from Cambridge. Any
expenses beyond the amount allocated and not approved in advance must
be borne by the visitor. For approved travel airline ticketing can be
arranged through the Harvard Travel Office. Consult with the department
administrator for specific details. For travel expenses, the faculty
may either obtain an advance or request reimbursement for out-of-pocket
expenses. In both cases, a Travel Expense Report must be completed upon
return, either to account for the advance or to request reimbursement.
Both the Travel Advance forms and the Travel Expense Report forms can
be obtained from the department offices. The University requires that
original receipts be submitted for all reimbursable travel expenses
such as taxis, hotels, air or train fares, tolls, etc. For airfare,
the actual ticket coupon is required. For meals a credit card receipt
and the original receipt are preferred.
When renting a car for GSD business, refer to the travel manual in the department office for policies on student drivers, insurance, and corporate rates. Mileage reimbursement from the GSD to destination and return to the GSD is allowed when a personal car is used for authorized travel. No reimbursement will be made for car repairs or gasoline. Several hotel and motel chains and car rental agencies offer discounts to Harvard employees for university business. Any personal use of such services may be subject to federal and state taxation. Complete information on these discounts is available from the Office of Fiscal Services or the department administrator.
Nonreimbursable expenses include hotel cancellation fees, lost or stolen tickets, insurance premiums, and first- or business- class travel. Social Security numbers and home addresses of travelers must be supplied before travel reimbursements will be paid.
IDENTIFICATION CARDS FOR OFFICERS OF INSTRUCTION
Within one month following the start of a faculty appointment at Harvard, the faculty member will receive an ID card that identifies him or her as an officer of instruction. The cards are issued for library privileges, for application for membership at the Harvard Coop, for the Harvard Real Estate Office, and for other services that require proof of Harvard employment. The ID Office in Holyoke Center should be notified if a card is not received or if it is lost. Should a faculty member need an ID card immediately, one may be obtained from the ID Office by bringing a signed statement showing proof of employment. These statements are available from the GSD’s Office of Faculty Planning.
PAYCHECKS
Faculty salaries are paid once a month on the last business day of the month. If a regular payday falls on a weekend or holiday, faculty will be paid on the preceding workday. Checks will be sent to the home address unless arrangements have been made with the School's Office of Faculty Planning to have the checks sent elsewhere. Direct deposit in one’s bank, anywhere in the country, is possible. If a check is not received, the academic department office should be notified.
EXTRA COMPENSATION
Extra compensation above the full-time base salary is not normally permitted during the nine months of the academic year. See “Summer Employment,” for the policy on compensation during the summer.
MEDICAL, DENTAL, AND INSURANCE BENEFITS
Full information about medical and other benefits for faculty can be found in pamphlets available from the Benefits Office in Holyoke Center. The following provides a brief summary of some benefits:
Medical Plans
Harvard University offers a choice of comprehensive health plans to
faculty members who work at least 17.5 hours per week or earn at least
$15,000 per year. Certain part-time faculty will not qualify for these
benefits.
When an appointment to the faculty is approved, a packet of information about health plans and other benefits will be sent to an eligible new faculty member. If a faculty member wishes to enroll in a plan, he or she must do so within thirty days after receipt of this information. Careful selection is important because it is possible to change plans or coverage only during specified annual open periods. Fees are deducted from the faculty member’s paycheck. Questions should be directed to the Harvard University Benefits Office or the GSD’s Office of Faculty Planning.
Dental Insurance
The University offers insurance coverage for dental expenses to faculty
members who work at least 17.5 hours per week or earn at least $15,000
per year. Certain part-time faculty will not qualify for this benefit.
Health Services
The University Health Service is available to all faculty. Faculty members
who are not members of one of Harvard’s medical plans may use
the University Health Service on a fee-for-service basis. Located in
Holyoke Center, the University Health Service provides scheduled, emergency
and walk-in care. The walk-in clinic is open weekdays 8:30am-5:30pm,
and Saturdays 8-11:45am, for medical needs not requiring the attention
of one’s regular physician. The emergency room is open 24 hours
a day, 365 days a year.
Life Insurance
Qualifying faculty members are eligible to purchase group life insurance
for up to approximately four times their annual earnings. In addition,
each qualifying faculty member will be provided free life insurance
equal to one-half of his or her annual earnings, effective on the date
of appointment.
Disability Insurance
Qualifying faculty members are eligible for coverage under the University’s
Total Disability Plan, which will guarantee a monthly benefit of 60
percent of his or her salary including social security, should he or
she become disabled.
RETIREMENT
The University contributes to pension funds for qualifying faculty members after one year of service. Qualifying faculty members may also participate in one or several tax-deferred annuity plans available through the University. Information about retirement benefits is available from the GSD’s Office of Faculty Planning or the Retirement Programs Office at Holyoke Center, Room 672.
EDUCATIONAL AND MORTGAGE LOANS
Tenured faculty members may be eligible for educational loans through Harvard University for their spouse or children, or for second mortgage assistance in the purchase of a primary residence. For information, contact the GSD’s Office of Faculty Planning or the Faculty-Staff Loan Office at Holyoke Center, Room 548.
TUITION ASSISTANCE PROGRAM (TAP)
Tuition assistance for Harvard courses, degree or non-degree, and occasionally for non-Harvard courses, is available to faculty employed at least half-time. For additional information, contact the TAP office, 617-495-9679.
FLEXIBLE SPENDING ACCOUNTS
Eligible Harvard faculty can enjoy substantial tax savings by taking advantage of the Dependent Care Spending Account for dependent care costs and the Medical/Dental Spending Account for the payment or reimbursement of medical and dental expenses. For additional information, contact the GSD’s Office of Faculty Planning.
OTHER BENEFITS
Housing
Information about university housing is available at the Harvard Real
Estate Office, located at 7 Holyoke Street (617-495-3377). The office
can be of help in locating long-term rentals as well as short-term housing
for visiting faculty. Personal visits to the Harvard Real Estate Office
require the presentation of a Harvard ID and a picture ID.
Parking
Applications for parking privileges at the Broadway Garage on Felton
Street, or other available parking facilities, may be obtained from
Building Services in the basement of Gund Hall. Payments may be made
either by check in advance or on a payroll withholding plan.
Harvard Credit Union
Savings and loan facilities are available to members of the credit union.
Membership may be acquired by filing an application and purchasing at
least one share ($25) in person or by mail. The office is located on
the ninth floor of Holyoke Center. Office hours are generally 9am to
3pm.
Harvard Faculty Club
Located at 20 Quincy Street, the Faculty Club provides breakfast, luncheon
and dining facilities, a cocktail lounge after 5pm, reception rooms
and catering services. The Faculty Club does not accept cash as payment.
Presentation of one’s Harvard ID is required to open a charge
account. For additional information, call or visit the Faculty Club.
Child Care
There are a number of Harvard-affiliated childcare centers. Information
and referrals are available from the Office of Work and Family, 2 Brattle
Square (617-495-4100).
Harvard’s EAP (Employee Assistance Program)
Harvard’s EAP provides free and confidential consultations on work and personal issues to staff, faculty, and their household members. The EAP also provides supervisory consultation, child, and elder care referrals, seminars, legal assistance, and more. Contact: 1-877-EAP-HARV (327-4278) 24 hours a day/7 days a week.
Office of Work Life and Family Resources
Provides resources for managing the demands of work and family life via referrals, one-on-one consultations, educational programs, support programs, and informational materials on work/life issues.
Location: 3rd Floor, 124 Mt. Auburn St., Cambridge, MA 02138. Contact: phone 617-495-4100; email work_family@harvard.edu.
Athletic Facilities
Harvard athletic facilities for swimming, basketball, ice skating, indoor
and outdoor tennis, rowing, and sailing are open to faculty members
at regularly scheduled times. Information about athletic participation
fees and stickers for use of all facilities is available at the Athletic
Ticket Office in the Murr Center at 65 North Harvard Street.
Harvard International Office
The Harvard International Office assists visitors from other countries
with questions relating to immigration, visas, and problems arising
during their stay at Harvard. At the earliest opportunity upon arrival
at the School, faculty members from other countries should register
at the Harvard International Office. The office is located on the eighth
floor of Holyoke Center.
MBTA Transit Pass Program
Harvard offers a 40% subsidy on monthly bus, subway and combo (bus and subway) passes, as well as a 50% subsidy on monthly commuter rail passes. All faculty members are eligible to participate in the MBTA Transit Pass Program. The pass purchasing program is online: you can buy a pass without leaving your desk, and need only sign up once to have the pass automatically mailed to your home address every month. And, since payment is through pre-tax payroll deduction, you save even more money on top of Harvard's subsidy. Sign up online one month in advance in order to receive the next month's pass. For instance, October 1 is the last day to sign up for a November pass. To register for online purchasing, and for more information, go to www.commuterchoice.harvard.edu.
Harvard Outings And Innings
This office provides discounts to theatres, museums, and other cultural
events in the Boston area. Among the more popular discounts are two-for-one
tickets at the American Repertory Theatre and discount tickets for movie
theatres. Purchases may be made at the office at 9 Holyoke Street.
Discount Purchasing
Many vendors in the Cambridge area offer Harvard faculty and staff a
percentage discount. The Purchasing Department at Holyoke Center will
provide a list of vendors offering this service. Purchases must be made
personally rather than through Harvard.