Frequently Asked Questions
(FAQ)

Can I be reimbursed for an item / service / membership that I purchase on my own?

A: It depends, but largely the answer will be no, you are not not able to be reimbursed, for any of several reasons (see below for examples). It is strongly recommended that individuals do not purchase anything using personal funds, and that they consult their division administrative staff to request items and services through the standard requisition process.

1. Only employees (not contractors, fellows, interns, visiting scientists/students, etc.) are eligible for reimbursement under Smithsonian policy. 

2. Some purchases are restricted - example: personal payment for office supplies for teleworking are not permitted, parking reimbursement for commuting is not permitted, etc.

3. Memberships, even to scientific / relevant organizations, are usually not a reimbursable expense (some exceptions apply, consult administrative staff)

I have a question about my SAO/SI sponsored visa - whom do I contact?

A: This depends on your role at SAO:

• If you are an employee, including employee postdocs, email SAO HR, hr@cfa.harvard.edu. It is recommended that you cc your Division Administrator, if it seems appropriate to the situation. Depending on the specifics of your question SAO HR may put you in touch with a contracted immigration attorney.

• If you are a fellow (non-intern) or visitor, email the SAO HR contact who provided your visa documents. You may want to cc your Division Administrator and/or the ECR coordinator.

• If you are an intern with a visa provided by SI (not SAO) email Laine Rover, RoverL@si.edu, in the SI Office of Global Affairs.

I am experiencing a conflict with someone at work - how do I proceed?

A: Both SAO and Harvard have resources available for conflict resolution - see "Conduct Policies & Reporting" page > CfA General Conduct Policy > Part 6 "Reporting unacceptable conduct" for a list of personnel and resources.

I am not an employee (predoc fellow, postdoc fellow, intern, contractor, etc.) - do I need to fill out a timesheet/timecard?

A: No, only employees (including employee postdocs) are required to submit timesheets via WebTA, however, your supervisor or advisor may want you to use an informal tracking system.

I need confirmation of employment/affiliation for rent, mortgage, or other purposes - who do I contact?

A: This is variable based on your role:

• SAO employees (including employee/non-fellow postdocs) should contact sao-benefits@cfa.harvard.edu

• ECRs should contact the ECR coordinator - ecr-coordinator@cfa.harvard.edu 

I need confirmation of income or stipend support for rent, mortgage, or other purposes - who do I contact?

A: This is variable based on your role:

• SAO employees: visit the SAO Employee Personal Page (EPP) to download earnings and leave statements

• ECRs (intern, stipend postdoc, etc.) contact FM-stipend@cfa.harvard.edu and specify what is needed, such as "proof of 2 months stipend payments."

• Contractors: either via your external organization (e.g. a staffing agency or firm such as Northrop Grumman), or via your SAO contract if you are an individual contractor.

I am in a shared office space and need to take a Zoom meeting or phone call without disturbing my officemate(s), how do I do that?

A: There are several conference rooms around the CfA that can be booked for this purpose (with more "Zoom rooms" planned after Fall 2024) - CfA intranet site for room reservations

For 60 Garden, 160 Concord, and CDP the directions are as follows:

• Once you have a CfA Google Account, navigate to your calendar

• Under "Other Calendars" on the left side click the + symbol and select "Browse Resources"

• Select the dropdown menu for the building you need

• Select the rooms you want to be able to check availability for - the "(#)" is the occupancy of the room, so smaller #s such as B-106 (8) and C-34 (8) are better for calls than Phillips (100)

• Once the calendar has been added, use the check box to toggle the calendar on and off, and select a room that has availability during the time you need, then follow the reservation instructions

• If you are not able to find an open room when you need, contact your Division Administrator or other admin as they may know of other suitable rooms. 

I am having issues with my Edenred commuter benefit card - what is going on?

A: Unfortunately as of Sept. 2024 there were reported issues with the cards and they sometimes require 2-3 attempts and sometimes using different machines in order to add money. This issue is being looked into. (Please note that Edenred commuter benefits are available only to MA-based employees who are not WAE or intermittent)

I require accommodation due to a disability - how may I request this accommodation?

A: Please follow the instructions located in the Employee Handbook to request reasonable accommodation. This website requires a CfA email account to view. If you do not yet have a CfA email account, but know that you will need to request accommodation, please contact your supervisor or administrative contact for instructions. 

(Massachusetts-specific) I am a foreign national who would like to apply for an state-issued ID (not a driver's license) - how would I do so?

A: It is not uncommon for individuals who are not MA / U.S. residents to receive a state issued ID, as this means a passport does not need to be carried around on a regular basis. Please see the Mass.gov site for more information on applying for this card.

I would like to order CfA swag / merchandise / branded items such as mugs, hats, or t-shirts - how do I do that?

A: Available items can be purchased through the CfA Social and Recreactional Club (SRC) shop. Merchandise is only available to CfA employees and affiliates, not external parties. If you are in Arizona or Hawaii, please note that when purchasing, so that shipping can be arranged.