Graduate COVID-19 Updates

 

All graduate student workers on FWSP and all graduate student workers with on-campus non-FWSP jobs (excluding teaching/research positions):

If a graduate student can work in person or remotely, they should follow the normal process and continue to enter their actual hours worked into PeopleSoft. The number of hours worked per week should not exceed the average number of hours per week that the student worked during the first eight weeks of the spring term, January 17th through March 15th

Students who continue to work can remain on Harvard payroll. Even if they needed to temporarily relocate to another state and work remotely due to COVID-19.

Students in teaching and research positions should follow the payroll guidance from their department.

 

Graduate students not on Federal Work Study

For those jobs that cannot be performed remotely, or for which the work is no longer needed, and no alternate assignments are available, departments should continue to pay student employees in accordance with their preset schedule or in line with the hours they worked before spring break. Specific instructions for entering time are as follows:

  • If the work performed by a student on campus prior to spring break is no longer needed or cannot be performed remotely, and no alternate assignment can be made, the Supervisor should calculate an approved number of hours per week. The Supervisor will inform the student of the number of hours that have been approved for payment and the student will enter that number of hours in the weekly timesheet. There may be alternate time input scenarios, such as a time administrator, if so that individual should input hours accordingly.
  • The student must have worked for the University during the first eight weeks of the spring term, January 17th through March 15th
  • The number of approved hours should be equal to the average number of hours per week the student worked during the first eight weeks of the spring term, January 17th through March 15th

Specific instructions on time reporting: For time not worked, the student will enter the approved number of hours provided by their Supervisor on the weekly timesheet using the time reporting code EEA in place of their normal code reporting code REG. In the event the student is not available to enter these hours, a supervisor or time administrator can input these hours on their behalf.

 

Graduate Students on Federal Work Study

Students will continue to be paid for either their scheduled hours (for those who have a set schedule of the same hours each week) or the average number of hours worked so far in the spring term (for those whose hours fluctuate week to week).

To qualify for payment of unworked hours students must meet the following criteria:

The student must have been working in the position during the first eight weeks of the spring term, January 17th – March 15th

  • The student must have remaining Federal Work Study eligibility. Payment will end when the student reaches their FWS ceiling or the end of their FWS appointment, whichever comes first
  • The student must notify the SEO immediately if they are hired or rehired by the University in any other position, either remotely or in person, during the payment term January 17th – May 16th
     

On-campus FWSP graduate students not able to work due to COVID-19:

If the work performed by a student on campus prior to spring break is no longer needed or cannot be performed remotely, the Supervisor should calculate an approved number of hours per week. The Supervisor will inform the student of the number of hours that have been approved for payment and the student will enter that number of hours in the weekly timesheet.

The number of approved hours should be equal to the student’s previously set schedule or the average number of hours per week the student worked during the first eight weeks of the spring term, January 17th – March 15th

When approving time in PeopleSoft supervisors should use the time reporting code EAWST = Emergency Excused Absence WST

 

Off-campus FWSP graduate students not able to work due to COVID-19:

If the work performed by a student off campus prior to spring break is no longer needed or cannot be performed remotely, the Supervisor or student should notify the SEO in writing via email at seofwsp@fas.harvard.edu.

The SEO will calculate an average number of hours per week as needed and inform the student of the number of hours that have been approved for payment. The SEO will enter and approve that number of hours in PeopleSoft each week.

The number of approved hours will be equal to the average number of hours per week the student worked during the first eight weeks of the spring term, January 17th – March 15th

A communication was sent to qualifying off-campus graduate student workers on Wednesday, March 25th. If you did not receive this communication and feel as though you should qualify for this benefit, please contact the Student Employment Office at seofwsp@fas.harvard.edu