Contingent labor at Harvard refers to those workers whose limited tenure work arrangements differ from “regular,” benefits eligible employees. This can include temps, less-than-half-time (LHT) employees, interns, independent contractors and workers provided by outside staffing and temp agencies. Hiring managers may need to bring in a contingent worker to augment the regular workforce, backfill an employee on leave, fill in for a staffing vacancy, or gain access to specialized skills and knowledge.
Note: This does not include term employees or part-time benefits-eligible employees.
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LHT (Less than Half Time)
A LHT (less than half time) employee may work 14 hours or less per week, and may work indefinitely. The type of work will vary based upon department need.
LHTs are not eligible for benefits, but they are eligible for sick time, and may enroll in the Harvard Tax-Deferred Account (TDA) retirement plan.
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Temp
A Temporary (“temp”) employee may work full-time up to 40 hours per week (or more, paid at time-and-one-half hourly rate). Temps may work for a duration of 13 weeks, and up to 6 months if they are covering for a leave of absence. The type of work will vary based upon department need.
Temporary employees are not eligible for benefits, but they are eligible for sick time, and may enroll in the Harvard Tax-Deferred Account (TDA) retirement plan.
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Employee Fellow
An employee fellow is classified as working under the direction of a P.I. (Principle Investigator) on Harvard specific research or other projects, or otherwise providing a “benefit” to the school/university. Employee Fellows may work full-time up to 35 hours per week, and are paid on a biweekly basis. Fellows are eligible for benefits, but the specific eligibility is based upon the new hire’s education and experience qualifications, which are reviewed and determined by Human Resources.
If you will be hiring an employee fellow, please reach out to your HRBP and use this fellow job description template as you develop your role.
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Paid Intern
The “Paid Intern” hiring classification is used sparingly, typically only to hire Northeastern Co-op students. If you are hiring an intern (either unpaid, or paid by another organization) please follow the Unpaid Intern hiring guidelines found on the HLS HR website. Please reach out to your HR Business Partner with additional questions.
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Cycling
A temp can change to a LHT and a LHT can change to a temp one time. Repeatedly changing from temp to a LHT and LHT to a temp is called “Cycling” and is prohibited under the HUCTW contract.
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Agency (“Supplier”) Recruited Workers
Recruited/identified by a staffing or temp agency and billed by the hour. Non-exempt temps can work up to 13 weeks, but are not required to have the same service break as Harvard temps. There is a 60-day waiting period before the contingent worker may take a subsequent assignment in the same tub. However, the worker may immediately take a contingent assignment in a different tub.
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Payrolled Workers
Employed by an external payroller, such as AllSource. Payrollers bill Harvard for time worked and provide payroll services when Harvard cannot put a worker on the Harvard payroll. These are generally people working for Harvard in a state where Harvard is not registered to do business.
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Independent Contractors
Self-employed, self-directed individuals providing services that are not in Harvard’s usual course of business (also called an IC or a 1099). This can include guest speakers and lecturers.
Learn More.
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(SOW) or Fixed-Price Contractors
Firms and the consultants they employ who charge Harvard based on the completion of deliverables or milestones (that is, based on the scope of work completed, not the hours worked).
The Hiring Process
There are two pathways for hiring supplemental staff depending on if you have identified who you want to hire.
If you have identified a candidate
Please login to the HR SNOW portal and complete the “Request to Hire Supplemental Staff” form. Instructions on how to complete this form can be found here.
If you have not identified a candidate
When you need assistance in finding a candidate for filling your position, hiring managers can utilized Harvard’s Contingent Workforce process to search, recruit, and fill positions.
Hiring Managers play a critical role in making the program work. Hiring managers are expected to participate by:
- Using the Managed Services Program and Vendor Management System to obtain hourly-billed contingent (temporary) workers in all categories including administrative, professional, financial, information technology, and scientific roles.
- Referring suppliers to the Yoh Program Management Office (PMO) and refrain from contracting with them directly.
- Complying with the Program Guidelines, which establish new standards for managing contingent work at Harvard.
- Engaging contingent labor within the hourly rates set forth on the program rate card whenever possible.