A temporary worker is an employee who is hired on a temporary basis and who works under specific hour and payroll restrictions. A temporary employee may be a student and may receive work-study funding (a portion of the salary is funded by the federal government).
Non-student temporary employees and all non-Harvard student temporary employees at HLS may not work more than three consecutive calendar months at up to full time or more than 17 hours per week while earning less than $15,000 per fiscal year.
University policy prohibits full-time Harvard students from working over 20 hours per week while classes are in session. Please review the student hiring guidelines for further details.
The Hiring Process
The hiring manager and the prospective employee need to complete appropriate paperwork with Human Resources before the temporary begins working.
Please submit a “PeopleSoft Quick Hire Form” for approval; if the employee shows as “Eligible to Work in the U.S.” on the Quick Hire Form, the employee does not need to complete the I-9 form, but should still come to Human Resources. erwise, please send the temporary employee to Human Resources to complete the necessary forms. Note that there is a special paper set-up form to be used for all research assistants supported by HLS Faculty Allowance funds (contact the Financial Office for details), whereas the PeopleSoft Quick Hire Form is to be used for all other temporary employees, including other research assistants.
The hiring manager or faculty member should complete the PeopleSoft Quick Hire Form or research assistant set-up form as appropriate. Research assistants supported by HLS Faculty Allowance funds should then bring the set-up form, with the additional information described below to the Financial Office, in Hauser Hall 030. All other temporary employees who do not yet have an I-9 or tax paperwork on file at central payroll should bring the temporary employee new hire form with the additional information described below to Human Resources in Hauser Hall 010. The temporary will be asked to complete four forms at that time: I-9 Employment Eligibility form (note the original documentation required of everyone), Federal Tax Form, Massachusetts Tax Form, and Direct Deposit Form.
Federal law requires that each person hired establish his/her eligibility to work in the United States. The temporary must bring original documentation to complete this form. See page 3 of the I-9 for a list of acceptable documents, and inform your temporary in advance what is required. The paperwork can not be processed without it.
Student and other temporary workers often ask the Human Resource Services Office for advice on how to fill out the tax forms. We are not at liberty to provide guidance; the temporary can take the forms home to discuss with parents or spouse, or can consult the IRS directly.
Harvard prefers all employees to have direct deposit. For this to be set up, new employees, including temporarys, should bring with them a voided check or a deposit slip to submit with the Direct Deposit Form.
Tax Deferred Account Plan (TDA)
As of July 1, 2000, eligibility for participation in Harvard’s TDA plan was extended to employees on Harvard’s temporary payroll. The TDA plan allows a temporary employee to put a portion of his/her pre-tax earning into a wide range of professionally-managed mutual funds at one of our four investment companies: Teachers Investment and Annuity/College Retirement Equities Fund (TIAA-CREF), Fidelity Investments, The Scudder Funds, and The Vanguard Group. All minimum investments and fees are waived if temporary employees save through Harvard’s TDA plan. For more information about investing or opening a TDA, contact Benefits Services Group at 6-4001.
Pay Rate Information
Please consult the temporary wage guidelines for Harvard Law School. Variations from these rates and requests for raises for positions other than Faculty Research Assistants need to be approved by your Human Resource Officer. Please provide a memo documenting the rate requested and the justification.
Please do not promise a rate outside of the guidelines until it has been approved. Once a raise has been approved, a new temporary new hire form must be submitted to the Human Resource Services Office.
Please call your Human Resource Officer with questions regarding the temporary policies and pay rates. If you have any questions about the hiring procedure, please call Human Resource Services at 5-4611.