Forms Frequently Used

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A listing of forms and links for employees and managers:

Accident Report Form

Additional Pay Form - One Time Payments  Use this form to request additional payments (such as bonus, non-travel reimbursement).  After all approvals are secured, payments will be included in the next available paycheck.

Additional Pay Form - 3rd Party or Gifts Use this form when paying a 3rd party on behalf of a Harvard employee.

Additional Pay Form Non HMS/HSDM: Use this form when you need to pay someone at another Harvard school or unit other than Harvard Medical School or School of Dental Medicine. (Central Payroll serves all other tubs.)

Affirmative Action EEO Report: Use for first annual appointments or first appointments after a break in service of greater than two years. This form is not required for visiting appointments. REVISED March 2011

Direct Deposit Form: Complete and send in to HMS HR-Payroll (Gordon Hall #010) - NOT to Cambridge. Can also use PeopleSoft Self Service.

FNIF - Foreign National Information Form to provide tax information for a foreign vendor or a new hire that is not a U.S. Citizen or Permanent Resident.  Visit the HIO (Harvard Internationl Office) for additional information regarding classification and taxes. 

Health Insurance Marketplace Coverage Options and Your Health Coverage Form provides basic information about the new health insurance exchanges, as well as the health coverage options Harvard offers to benefits-eligible employees and their eligible dependents. These new health insurance exchanges—called the “Health Insurance Marketplace”—will open on October 1, 2013, and the health insurance coverage they offer will start on January 1, 2014.  Questions about the Exchanges can be directed to and/or Harvard Human Resources, Benefits by telephone at 617-496-4001 (Monday to Friday, 9 a.m. to 5 p.m.) or by email at  

I-9 Form  link to U.S. Citizenship and Immigration Services (USCIS)'s I-9 form.

Job Posting & Position Request From: Use this form to  1) post a replacement position, 2) post a replacement position with changes, or 3) to request a new position.  Completed forms should be sent to your Human Resources Consultant.

Job Reclassification Form:   This form isused for all reclassifications and promotions.After completing the form, send it yo your  Human Resources Consultant.

Use the W4 Federal Withholding Form to increase or decrease federal withholdings. Send the completed form to HMS Office of Human Resources-Payroll, 25 Shattuck St, #010, boston, MA 02115.  Can also use PeopleSoft Self Service.

Benefits Open Enrollment for 2015


Harvard’s annual benefits Open Enrollment for 2015 will take place in PeopleSoft starting at 8 a.m. on November 5, 2014 through 8 p.m. on November 19, 2014. Benefit elections you make during Open Enrollment will be effective January 1, 2015.


For Faculty, post docs, administrative and professional staff and other non-union staff members Harvard has announced several health plan changes. You can read more about the 2015 Benefits changes here.


To get much more out of the upcoming information sessions and the “big” Open Enrollment Guide, watch this informative video and take the self-assessment to hone in on the benefits options that might be right for you.  It only takes 8-10 minutes and is available here.


Educational sessions will be held on the Harvard Longwood Campus and at the Primate Center, as well as WebEx sessions to cover the 2015 non-union benefit plan changes only.


For Union Members Open Enrollment highlights can be found here.