Off-Campus Hiring

Setting Up Your Student Hire

Congratulations on your new Harvard student hire! Since your organization is participating in the Federal Work Study Program, the Harvard Student Employment Office will take care of the payroll function. At the end of the employment period, we will bill your organization for the employer's share of earnings. Before we can hire the student we need three forms completed:

1. The student must register their FWSP job by completing a Referral Card. As the employer, please take a look at the Referral Card and provide the student with relevant information such as the billing contact.
2. The employer must sign and return to the SEO (electronically or by mail) an Off-Campus Agency Agreement which outlines our respective responsibilities and billing procedures. If you need a counter-signed document just let us know.
3. Student must complete an I-9 with Harvard, if they do not have one on file already. Harvard is an E-Verify employer

For more information on the Off-Campus E-verify I-9 process click here

Once these three steps are complete, the student will receive time reporting instructions, and the employer will receive time approval instructions. In short, the student will submit time to the Harvard SEO, and we will forward those hours to supervisors for approval.

Time Reporting and Approval

Students will report their time to the Harvard SEO on a weekly basis. Supervisors will receive an automated email on Monday morning with a link to their student worker's reported time. In order for the student to be paid, the supervisor must approve the time by writing in their name on the timesheet and clicking the approve button. Please be sure to respond to the approval link by Monday afternoon so that there is no delay in paying your student worker.

Note that in the event of a University holiday, the time approval process is moved up by (1) business day.

Billing Procedures

 The SEO will invoice for the employer's share of earnings. Employers should refer to the agency agreement for the billing terms. Most commonly, bills for nonprofits will equal approximately 35% of the student's total wages, while bills for for-profits will equal approximately 60% of the student's total wages.  Employers will receive an invoice from Harvard accounts receivables by mail and and an invoice by email. Invoices must be paid within 30 days.

Make checks payable to 'Harvard University'. When remitting payment, please do not send to the Student Employment Office. Use the following address and be sure to reference the invoice number:

Helpful Documents

Off Campus FWSP Checklist