Faculty Assistants' Role:

1. Find out specifics on the Temp or LHT position from the hiring faculty:
• work to be performed,
• experience required,
• period of employment,
• hours per week,
• possible hourly pay, and
• reporting supervisor.
2. If a search is required, post the position on the HKS Intranet, Harvard Student Employment Office website, and other appropriate websites.
3. Once a candidate is selected, complete an Information Form for Hiring Temporary Employees using the info gathered from #1.
4. Print out the following forms for the new hire to complete, and instruct the new hire to make an appointment with Beth Tremblay preferably 5 business days before first day of work, and bring the following:
   • Forms for new hire to complete (if this is his/her first Harvard job):
     1. Employment Eligibility Verification, Form I-9
     2. Form W-4, Federal Employee's Withholding Allowance
     3. Form M-4, Massachusetts Employee's Withholding Exemption Certificate
     4. Direct Deposit Form
     5. (if applicable) Harvard Foreign National Information Form
     6. (if applicable) Federal Work Study card from Student Employment Office
   • the completed and signed Info Form for Student, Temp, and LHT Employees,
   • acceptable identification per the Employment Eligibility Verification Form (I-9),
   and
   • if available, a voided preprinted check for direct deposit.
5. Once the employee begins work, forward weekly time (approved by supervisor) by email or hard copy to Beth Tremblay for PeopleSoft approval. Note: Until hiring paperwork is completed, the new hire is not legally allowed to work for Harvard.

Beth Tremblay's Role:

1. Ensure the new hire's paperwork is complete and accurate.
2. Review and certify identification documents are original and acceptable.
3. Prepare PeopleSoft Quick Hire Form and submit to HR.
4. Approve submitted hours each week in PeopleSoft.

NOTE: Academic appointments (fellows, scholars) are not hired through this process, but are handled by department/center administrators, and must be approved by the Associate Academic Dean.

 

Additional resources:

fringe benefit rates: FY08 , FY09 (LHTs use the Union rate)

HR employee info pages: students, temps

model consulting & unpaid intern agreement

questionnaire to determine independent contractor eligibility

time entry: quick reference guide for students and temps , paper timesheet for students , paper timesheet for temps

work study accounting