Hiring Managers and Approvers

Hiring Managers play a critical role in making the program work.  Hiring managers are expected to participate by:

  1. Using the Managed Services Program and Vendor Management System to obtain hourly-billed contingent (temporary) workers in all categories including administrative, professional, financial, information technology, and scientific roles.
  2. Referring suppliers to the Yoh Program Management Office (PMO) and refrain from contracting with them directly.
  3. Complying with the Program Guidelines, which establish new standards for managing contingent work at Harvard.
  4. Engaging contingent labor within the hourly rates set forth on the program rate card whenever possible.

Hiring Managers (also called Job Posting Owners or Work Order Owners) are responsible for:

  • Requisitioning contingent worker(s) -- selecting the job role, providing authorized and valid chart of accounts coding, and entering details about the assignment into Fieldglass.
  • Obtaining necessary Harvard financial approvals.
  • Reviewing short-listed candidates, and interviewing them if desired.
  • Selecting the contingent worker and designating any onboarding needed, then dispositioning candidates not selected.
  • Welcoming and orienting the worker and overseeing the work (or delegating to others).
  • Approving hours and expenses reported by Tuesday at noon each week (for the prior week) or delegating this responsibility to a Time Approver.
  • Submitting revisions to the work order if the assignment is extended or the costing changes.
  • Managing and reporting as needed on their own jobs and activities.

    Before Submitting a Requisition 

    Before submitting a requisition, hiring managers will need to know or gather the following information.

    1. The name of the job role they are trying to fill (will be selectable from an online picklist in Fieldglass.)
    2. Whether they have a specific candidate in mind (to be "payrolled") or they are looking to get someone from a staffing agency (to be "recruited")
    3. The start and end date of the assignment
    4. The hours per day and days per week (in this program, the standard work week is 7 hours per day, 5 days per week)
    5. The account coding for the position and whether it involves sponsored funds (in the 100000 - 299999 range)
    6. The location the contingent worker should report to
    7. Whether the worker will need an 8-digit HUID and an HUID card (defaults will be set for each role -- leave as is, or switch the yes/no value shown. Remember that a worker cannot have a card without an HUID number; however, not all workers need HUID photo cards.)
    8. Any local onboarding needs -- like work space, Harvard phone, Harvard email, digital or building access

    Timesheet Approvers maintain awareness or gather information about hours worked by the contingent worker, and approve reported time in Fieldglass, usually on behalf of the Hiring Manager. This is done by Tuesday at noon each week for the previous week. Timesheet approvers must carefully review reported hours before approving them, as approved hours become an invoice that is paid automatically and quickly. 

    Contingent workers are responsible for reporting their hours worked correctly based on the following rules, and charging them to the correct costing if the work order is split-coded.  They may need guidance from hiring managers or timesheet approvers to do this correctly.

    • Non-exempt workers are eligible for overtime (at "time and a half") for hours worked over 40 hours in a week.  
    • Exempt workers are eligible for straight time pay up to 35 hours per week. No hours should be reported or approved for contingent workers in exempt roles beyond 35 hours per week.
    • Exempt computer professionals are eligible for straight time pay for all hours worked.  Contingent workers in this category are expected to get verbal permission from the hiring manager or timesheet approver before working more than 35 hours in a week (or more than has been budgeted for the assignment.)

    Org Owners provide first-level approval for requisitions or work orders >$10K, or of any amount if sponsored funds are being used (except at SPH, which has waived this approval step.) Org approvers oversee and report as needed on activities in the org(s) they own. Tub Owners provide second-level approval for requisitions or work orders >$250K.  They oversee and reports as needed on all activities in the tub(s) they own.

    Key Resources