How to Hire a Student/Temporary Employee

How to Hire a Student/Temporary Employee

When would I need to hire someone?

There are two types of employees and three main categories of work when hiring a student/temporary employee.Anyone hired on the temporary payroll is paid weekly at an hourly rate based on the number of hours worked/week. Individuals cannot be paid a flat dollar amount. Hours worked over 40/week must be paid at 1.5 times their regular hourly rate. Hourly rates for the same type of job with the same level of experience must be paid at comparable rates.

Types of Employee:

Harvard Student: Students fall into one of the two categories:

• Federal Work-Study Program (work-study): If a student qualifies,the supervisor’s is responsible for 30% of their hourly rate for hours worked under 40/week up to the work-study rate ceiling. Students should not work more than 20 hrs/wk while enrolled and 40 hrs/wk when classes are not in session. Students must complete a work-study referral form to be paid as a work-study employee.

• Regular (Non Work-Study) Payroll. The employer pays 100% of the hourly rate.

Non Harvard Students/Interns: Faculty and staff may hire non-Harvard students. However, certain restrictions and a fringe rate will apply.

• Temporary Employee: Non-Harvard students/non-students working for a period of less than 90 days.
• Less than Half-Time Employee: Non-Harvard students/non-students working over 90 days but less than 17 hours per week with permission from the Office of Human Resources.

Type of Position:

Teaching Assistant (TA): Assists faculty in preparing course materials and provides logistical support or coordination as needed for coursework, course/AV set-up, room scheduling, transportation, etc. TAs are paid $15.00/hour and can work a maximum of 10 hrs/week while classes are in session, 20 hrs/week when classes are not in session. Contact Alla Armstrong in the Academic Programs Business Office to see if your budget allows a teaching assistant.

Teaching Fellow (TF): A doctoral student who assist faculty in preparing course materials and in offering instruction. TFs are paid a pre-set salary on a monthly payroll. If you plan to hire a Teaching Fellow, please contact Jennifer Swartout in the Advanced Studies program office ().

Research Assistant (RA): Conducts research on a specific research account and cannot be paid with funds from a course budget. RAs are normally paid $15.00/hr and up, and should not work more than 20 hrs/week while classes are in session; no more than 40 hours during breaks.

Where do I find someone?

There are several ways to find an employee:

• Post a position with Career Services or the Harvard Student Employment Office Jobs Database
• Word-of-mouth or suggestions from colleagues.

How do I hire someone?

Once you and the temporary employee agree on the terms and responsibilities,paperworkmust be completed within 3 business days of the start of work. The employee must visit the Academic Programs Business Office (7 Sumner Road, Rm. 103) to pick up the appropriate hire paperwork.

Forms requiring Supervisor Signature:

• GSD New Hire Form

Student or Temporary Employee will need to complete:

• I-9 form (with copies of appropriate documentation)
• Tax forms (M4 and W4) and Direct Deposit form
• On-line work-study referral card, if eligible

How do I pay someone?

Timesheets are due in the Academic Programs Business Office by Thursday. Holidays may have earlier deadlines.

• Supervisorsmust sign a fully-completed timesheet for the student.