How to enroll a Post-doc affiliate: United States tax resident for tax purposes

A post-doc’s insurance coverage is not active until full payment is received. Affiliates who are eligible for employee benefits are not eligible to enroll in the Harvard University Student Health Program (HUSHP).To confirm eligibility, call the Harvard University’s Benefits Office in Harvard Human Resources at 617-496-4001. If you have questions regarding the affiliate’s tax status, contact Harvard University Financial Services at 617-495-8500 (option 5) or visit their website.

Step 1: Determine status

Is the affiliate a non-resident alien for tax purposes (foreign national)?

  • If yes, use the below information to process enrollment
  • If no, stop here. Visit the United States tax resident for tax purposes page to continue

Step 2: Determine if the cost of plan should be pro-rated

Is the hire date or life-changing event on or after September 1 for the fall or March 1 for the spring?

  • If yes, the cost must be prorated (see rate chart)
  • If no, the cost is not prorated

Step 3: Ensure the proper tax is withheld and reported

For foreign nationals, verify the affiliate's U.S. tax status with the Non-resident Tax Compliance Department at Harvard University Financial Services, 617-495-8500 (option 5). Confirm with UFS-Tax Compliance if affiliate will be taxed and at what rate. (Learn More)

Step 4: Calculate the total amount due to HUHS, including tax (if applicable): Tax Divide total cost by

Example of tax calculation for cost of full term 14% 0.86 $3,813 / 0.86 = $4,433.72 30% 0.70 $3,813 / 0.70 = $5,447.14  

Step 5: Affiliate vendor record

Create HUHS as an additional "remit to" site under the affiliate's vendor record

Step 6: Payment request form

Make the payment request form out to the affiliate or HUHS. The supplier address is always HUHS, 75 Mt. Auburn Street, Cambridge, MA 02138

Step 7: Submit the application to Member Services

Send the completed enrollment application to Member Services

Step 8: Submit copies to Accounts Payable

Send a copy of the payment request and a copy of the completed enrollment form, which includes the payment request number clearly visible on the enrollment form or invoice, to Accounts Payable: Accounts Payable (mail) 1033 Massachusetts Avenue, Second Floor Cambridge, MA 02138 Accounts Payable Drop Box (walk‐in) 1350 Massachusetts Avenue Smith Campus Center, Seventh Floor Cambridge, MA 02138

 

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