More than 80% of Harvard students work a part-time job while enrolled at school. This page is to assist Harvard administrators with recruiting students, determining a wage rate, navigating the hiring process, interviewing students, executing performance evaluations, and learning about general guidelines on student employment.
Looking for information on how to hire a work study eligible student in Peoplesoft?
The easiest way is through the Student Employment Office's Jobs Database. Around 50% of Harvard students will find one or more jobs this way. The database is robust and offers departments a number of features including: a simple way to browse through resumes; search by school, concentration, or FWSP eligibility; and a simple application process. Need help using the database? Check out the Using the Jobs Database page or contact us.
Determining an Hourly Rate
Departments may set student wage rates at their discretion as the University, in most cases, does not mandate specific wages for particular student jobs.
However, if you do need a starting point, you can find average starting wages of SEO jobs here.
The Hiring Process
All student hiring must be completed through Peoplesoft using the quick-hire process. Some administrators have submitter rights while others may have just preparer rights.
Refer to the section on Interviewing Students.
We encourage administrators to evaluate student employees on an annual basis. Administrators may also choose to tie raises to the performance evaluation process. While not required, constructively evaluating a student's work and contributions to the department can help prepare them for post-graduate employment. The Student Employment Office does not mandate how performance evaluations are done, but employers can find a helpful evaluation document at the end of this page to assist with the process.
Out of State Employees
Harvard continues to work toward withholding payroll tax in the “commutable states” outside of Massachusetts: the other five New England states (Connecticut, Maine, New Hampshire, Rhode Island, Vermont) and New York. Current Massachusetts regulations require employers to continue withholding Massachusetts tax from employees telecommuting from other states due to the pandemic; these regulations are in effect until 90 days after the Massachusetts state of emergency is lifted. At that time, Harvard will be prepared to withhold tax and administer benefits to employees working from Massachusetts, California, the other New England states, and New York. Employees working remotely from other states will need to return to campus, change their work location to a state where Harvard is registered, or shift to a payrolling provider, such as AllSource.
Harvard’s two cross-functional Payroll Working Groups (one focused on work in states outside of Massachusetts and one focused on work in international locations) have developed Payroll Processes Guidance for employees who have been approved for remote work during the state of emergency. The existing guidance will be updated in mid-May for summer and fall 2021, but no significant changes are currently anticipated. Below is a summary of the existing guidance.
Employees Working Inside the U.S. But Outside of Massachusetts
Current Massachusetts regulations, issued December 8, 2020, require employers to continue withholding Massachusetts tax from employees telecommuting from other states due to the pandemic; these regulations are in effect until 90 days after Massachusetts lifts its state of emergency. Accordingly, Harvard will continue to withhold Massachusetts state income tax for those remote employees until the regulations expire.
When the current Massachusetts regulations expire, Harvard plans to begin withholding payroll tax in “commutable” states; that is, the other New England states (Connecticut, Maine, New Hampshire, Rhode Island, and Vermont) and New York, (Harvard will continue to withhold state income tax for employees working in Massachusetts and California). For employees splitting time between these states, withholding will be based on the percentage of work time spent in each state.
Employees working remotely from a location outside of these states will be required to either (1) return to the Harvard campus, (2) change their work location to a state where Harvard is registered for payroll, or (3) shift to a payrolling provider, such as AllSource. Harvard will continue to assess the need to withhold payroll tax and provide benefits in other states, although at this time, there are no immediate plans for expansion.
Business processes and a communication plan are under development for employees working in other states.
Employees Working Outside the United States
The current guidance for employees (faculty, staff, students, and researchers) working remotely from locations outside the United States is also expected to remain in place for the summer and fall of 2021. Under the current guidance, employees working outside of the U.S. must either:
- Delay hire date until they can enter the U.S., OR
- Take a leave of absence (unpaid or paid if eligible). Leaves require approval of HR or Academic Affairs Office, OR
- In coordination with HR or Academic Affairs Office, hire or extend the individual via a Harvard Affiliate Office Abroad, Local Partner, or Professional Employment Organization (PEO).
Schools and units should contact their Global Support Services consultant as soon as possible and at least 8 weeks prior to the individual’s start date. Standard processing times to set up individuals on international payrolls are lengthy, and failure to provide sufficient notice and documentation in a timely manner may result in payment delays.