Payrolled candidates are individuals who are identified by the Harvard hiring manager and are not affiliated with one of the current suppliers. At Harvard’s request, they will be hired by one of the two Harvard-approved payrolling companies (AllSource or Checks and Balances) and would become a W-2 employee of that company.
Recruited workers are candidates sourced by DZConneX (formerly, Yoh) from the supplier pool, then interviewed, selected and hired by the Harvard hiring manager.
Pre-Identified Candidates are individuals identified by the...
There are about 75 job descriptions (templates) in Fieldglass, reflecting the roles most frequently requisitioned at Harvard. If possible, please try to use the one closest to what you need – you can “customize” it a bit by adding an attachment or filling in the Additional Job Details field.
If you need to fill a role that is significantly different,...
If you realize an assignment should be extended, submit a Work Order Revision to move the end date out. The supplier will need to accept this revision and ensure the contingent worker is available and willing to continue. When this extension increases the estimated spend, it will trigger financial re-approval.
When creating the requisition, you can change the Maximum Billing Rate to the $/hour amount you want to pay. Suppliers will only propose workers whose hourly billing rate falls at or below the rate you’ve set.
No, there is no limit. But here is a consideration.
When setting up a requisition, a hiring manager can “split code” it to an unlimited number of costing strings, to allocate the costs to multiple funding sources. These code combinations will “flow down” to the associated timesheets and be available for time reporting, but there will be no automatic allocation of the worker’s time across the funding sources. The contingent worker will need to be guided to report time correctly against each available funding source.
In Fieldglass, managers can view a worker's HUID number on the Work Order for the position. The assigned HUID will appear on the "Details" tab, on the upper right side of the page under "Work Order Details." Onboarding administrators can run the "Onboarding/Work Orders Starting" Report in Fieldglass, which shows work orders starting in the next four weeks at the selected tub. The report shows whether the manager has requested that the worker be assigned an HUID number (yes or no), and the number if it has been assigned. In general, HHR provisions all needed HUIDs for workers in the MSP.... Read more about How can a manager or an on-boarding administrator see the HUID for a worker, once it’s been assigned?
For directly employed temporary workers, this information is kept on file and their sick time is restored if they return to direct employment at Harvard within 12 months. Once working for an outside payroller, they will begin to accrue sick time as required by law. Learn more about this topic here: https://hr.harvard.edu/staff-personnel-manual/time-away-work/earned-sick-time (see item D.4.b).
Timecard Approvers can approve timecards for contingent workers.
Hiring Managers can create a job order, hire a contingent worker, approve time and create work order revisions. Can report on any of their own activities.
Org Owners can do everything a hiring manager can do plus approve transactions from $10K to $250K. Can report on all activities in the org.
Tub Owners can do everything a hiring manager can do plus approve transactions over $250K. Can report on all activities in the tub.
Job postings may be set up to be split-coded for initial budgeting and approval purposes.
To do this, while in the “Cost Allocation” section of a job requisition, select +Add Segmented Object Detail to addObject Code, Fund, Activity, Sub Activity, and Root. One of the cost strings will need to be selected as the Primary, and Allocation percentages will need to add up to 100%.
These terms are interchangeable and all refer to the same thing -- a document used to request a contingent worker that specifies the requirements of the role and assignment. Job posting is used specifically in Fieldglass. Job order is a common industry term. Job requisition (or “req”) is a common term at Harvard.
Yes, Harvard has instituted tenure limits for contingent worker engagements. The tenure limit is visible within in the selected Fieldglass job posting and monitored by both DZX and the Harvard program management team. The most up to date details of the tenure policy can be found in the Program Guidelines.
Non-exempt (overtime-eligible) contingent workers will be paid at straight time for the first 40 hours worked each week, and at the overtime rate (1.5 x the straight time rate) for all time worked >40 hours in a week at Harvard.
Because Fieldglass will not calculate which hours should be reported (or paid) at straight time and which at overtime, time approvers need to make sure that contingent workers in this category correctly report hours at straight-time versus overtime. Yoh will also audit weekly for this.
Org and Tub Owners can approve requisitions they create as long as the estimated value of the req is less than $10K. Reqs that are >$10K should be approved by another authorized user.
The Hiring Manager role can create and self-approve a job order (requisition) with an estimated value of less than $10K, approve time, create work order revisions, and see/report on all related activities.
The Org Owner role can do everything a hiring manager can do plus approve transactions with an estimated value from >$10K to $250K, and see/report on all activities in the Org.
The Tub Owner role can do everything a hiring manager can do plus approve transactions with an estimated value of >$250K, and see/...
No.Harvard will pay DZConneX through an integration between Fieldglass and Harvard's Oracle AP system. All payments to suppliers for temporary workers will be made by DZConneX. PCards will not be a necessary or accepted form of payment.
