Frequently Asked Questions

When is the earliest that a time reporter can report their time? When is the earliest that a time approver can approve submitted time?

Time reporters must enter time by Monday at noon EST for the week just ended and it must be approved by Tuesday at noon EST.

However, this process can happen earlier. Time reporters can submit hours at any time before or during the work week. Time approvers can log into Fieldglass at any time to approve submitted hours that they are certain have been worked. Time approvers need not wait until the following Tuesday to approve hours for the prior week.

How do I get a supplier added to Fieldglass?

Staff in participating Harvard schools/departments may identify suppliers of hourly-billed contingent labor they wish to use – generally, or for an upcoming requisition – by contacting the Yoh PMO.

Yoh will assess the request, and if the supplier strengthens the supply base or fills a specialized need, they will begin the enrollment and contracting process. The manager will be informed when the supplier is in the program and Fieldglass system, and ready for requisitioning.  If Yoh declines to enroll the supplier, or the supplier declines to participate, the manager...

Read more about How do I get a supplier added to Fieldglass?

How should Harvard hiring managers interact with suppliers?

The terms of Yoh’s contract with enrolled suppliers say that Yoh should be involved, and serve as the intermediary, in any discussion with suppliers about the needs or requirements of a Harvard hiring manager, or about potential candidates for assignment at Harvard. This is because Harvard has asked Yoh to create and sustain a vendor-neutral, competitive sourcing environment for all requisitions.

Harvard hiring managers should not receive calls from suppliers in the...

Read more about How should Harvard hiring managers interact with suppliers?

What is the difference between a job order and a work order?

A job order refers to the job posting or requisition.  In Fieldglass, once a candidate has been selected and the terms of the assignment (e.g., start and end dates, hourly billing rate) have been mutually agreed to by the hiring manager and the supplier, the Job Order becomes a Work Order. 

A work order is specific to that worker and that job. It includes an agreed-upon hourly billing rate, cost allocation, length of assignment, and other elements used to track that specific combination of person and position.  Revisions to the assignment, such as extension of...

Read more about What is the difference between a job order and a work order?

What is the difference between payrolled candidates, recruited workers, and pre-identified candidates?

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 Capital Talent Partners) and would become a W-2 employee of that company. 

Recruited workers are candidates sourced by Yoh from the supplier pool, then interviewed, selected and hired by the Harvard hiring manager.

Pre-Identified Candidates are individuals identified by the hiring manager and who...

Read more about What is the difference between payrolled candidates, recruited workers, and pre-identified candidates?

I don't see the job description I need. How do I get one added?

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,...

Read more about I don't see the job description I need. How do I get one added?

How do you process extensions?

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.

How many costing strings can be entered when creating a requisition? Is there a limit?

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.