Paperwork, ID Cards, Reporting Time, and Other Logistics
Your Harvard University ID (HUID) number and your ID card are your keys to getting started with email, voicemail, your HarvardKey login, and online access to PeopleSoft and other HarvardKey-protected tools for employees. With your HUID card, you will also have access to the many facilities, campus services, and perks that come with your employment at Harvard.
Your manager and local HR office will help to ensure that you complete the necessary paperwork, get a Harvard ID, and are placed on the payroll to be paid on schedule.
In order to have a great start at Harvard, it is best to complete your new hire paperwork at least two weeks before your first day. You can reference your offer letter or contact your local HR office about completing required paperwork, including:
- Employment Eligibility Verification (I-9 form): Under federal law, you must complete this form in person in order to verify your identity and eligibility to work in the United States. You will need to provide documents that prove your identity and employment at this meeting.
- Most employees enter their direct deposit information and tax withholding forms online directly in PeopleSoft on their first day. If you prefer to use a paper process, please contact your local HR office and you will be supplied with additional documents to complete:
- Tax withholding forms: Federal W-4 and state tax withholding form. These forms need to be signed. You must also supply your Social Security number.
- Authorization agreement for automatic deposit: This form authorizes direct deposit of your pay. You will also need to supply a blank check or preprinted bank deposit slip that shows your bank account number. You may also do this online in PeopleSoft after you begin working.
Once your paperwork has been processed, you will receive a Harvard University ID number that can be used to get your photo ID card, your HarvardKey, email address, and more. Your Harvard ID number may be available before your first day of work depending upon when your paperwork is completed, which will let you claim your HarvardKey, but you cannot get a Harvard ID card before your first day on the job.
To get your Harvard ID card:
- Complete the paperwork above;
- Your local HR office or department administrator should confirm that a record has been created for you in the human resources database (or, you can check with the ID Office at 617-496-7827 or 617-432-0389 (Longwood Campus) to see if this has happened);
- You may then have your photo taken for the ID card at the Harvard ID card at the University Campus Service Center.
Note: Employees working at the Harvard Longwood Campus must also submit an ID Application Form. The form and instructions for submitting it are available at the Longwood ID Card Info Page.
HarvardKey is the University’s login credential for online applications and services that you’ll use every day, including PeopleSoft, the Harvard Training Portal, the Harvard Retirement Center, and much more. To get your HarvardKey, go to the HarvardKey website and follow the instructions for claiming a new account; you’ll need to provide your HUID, your last name, your date of birth, and a non-Harvard email address.
PeopleSoft is Harvard's Human Resources management system, and it will be an essential tool for your employment. To access PeopleSoft, you will need your HarvardKey, and your local HR office or manager/supervisor can assist you in getting started.
You will use PeopleSoft for:
- Time Tracking and Paid Time Off: Log your work hours and request time off.
- Pay and Direct Deposit: View your paychecks and sign up for direct deposit; adjust tax withholdings.
- Personal Information: Update your address, emergency contact details, and other personal information.
- Performance Reviews: Complete and track your performance reviews.
Benefits Enrollment: As a new employee, you will use PeopleSoft to elect your medical, dental, and insurance benefits. You must complete this process within 30 days of your start date. PeopleSoft is also used for making changes to your benefits during the annual benefits open enrollment period.
For detailed instructions on how to use PeopleSoft, please refer to the resources available in the Harvard Training Portal (HarvardKey required).
You should receive your first paycheck within two to three weeks, depending on when in the pay cycle your employment begins. The pay schedule is as follows:
- Faculty (including junior faculty or faculty on research appointments): Paid every other Friday. If payday falls on a holiday, you are paid on the last workday prior to the holiday.
- Administrative/professional, nonunion overtime-eligible employees, and members of the Harvard Union of Clerical and Technical Workers (HUCTW): Paid every other Friday. If payday falls on a holiday, you are paid on the last workday prior to the holiday.
- Services and trades union members: Paid weekly on Friday. When payday falls on a holiday, employees are paid on the last workday prior to the scheduled payday.
- Temporary employees: Paid weekly on Friday. If payday falls on a holiday, you are paid on the last workday prior to the holiday.
You are encouraged to register for MessageMe, Harvard’s emergency notification system. Once you sign up, you will receive notification of campus emergencies to your personal electronic device.
Generally, the first 90 days of employment is an orientation and review period (sometimes referred to as the probationary period). During this time both the staff member and the supervisor should consider and evaluate the suitability of the placement. Supervisors are encouraged to use this period to review and discuss with the employee their progress in meeting the requirements of the position and in adapting to the work environment as a whole.
Although paid time off (vacation, personal, and sick days) begins to accrue immediately upon hire, employees are not eligible to take vacation or personal days during the orientation and review period except with the prior approval of their supervisor. Sick pay is accrued at the rate of one day per month of completed service and may be used once accrued.
In certain instances, a longer orientation and review period of up to 180 days may be specified during the hiring process. In other instances, the complexity of the position or changes in departmental staffing or operations may require an extension of the orientation and review period of up to 90 days to fully assess the suitability of the placement. The terms of the extension should be in writing, signed and acknowledged by the employee and discussed in advance with the local human resources office.
Current employees can learn more about the orientation and review period (HarvardKey required) and other important University and employment policies (HarvardKey required).