Business Process

How are HUID’s assigned to contingent workers in the MSP?

Every job template (job description) in Fieldglass is set up initially with a flag (yes/no) to say whether people working in that job role typically need an 8-digit HUID. This flag is almost always set with a default of “yes” as the need for an HUID to obtain digital access to Harvard systems and a Harvard Key is widespread among contingent workers. There is a second flag saying whether people working in that job role typically need a HUID card, or badge. That flag is always set with a default of “no”, so an affirmative choice needs to be made if the worker needs a badge for display or...

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Can contingent workers access Harvard libraries?

Generally speaking, no. Contingent workers in the MSP are considered contractors in terms of their Harvard identity, and contractors do not have Harvard library privileges.This includes borrowing privileges, and access to the Library’s digital resources, which are typically licensed only for the use of Harvard’s staff, students and faculty. Some libraries may allow physical access (to a building and the materials housed in it) on an exception basis by the contingent worker if needed to perform their Harvard work assignment. Managers may contact the local library’s...

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How can a manager or an on-boarding administrator see the HUID for a worker, once it’s been assigned?

In Fieldglass, managers can go to 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 number if it has been assigned yet.  In general, HHR provisions all needed HUIDs for workers in the MSP.    

What happens to the accrued sick time of a contingent worker when they move from the Harvard temp payroll to an outside payroll?

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: (see item D.4.b).

What is the difference between a job order, a job requisition, and a job posting?

These terms are inter-changeable 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.

Are there any tenure limits? What is the 60-day clock?

Yes. Recruited or payrolled contingent resources working in Massachusetts and performing work that would be union-eligible if directly employed by Harvard have a 3-month tenure limit. (This may be extended up to 6 months if the contingent worker is backfilling an employee on leave who is expected back at work.)  The 60-day clock is applicable to people in this category and refers to this rule:  If this tenure limit is exhausted, there is a 60-day waiting period before the contingent worker may take a subsequent assignment in the same tub.  However, the worker may...

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What is a contingent worker?

As described in the glossary, a contingent worker (CW), also referred to as a “contract” or “temporary” worker, works on assignment at Harvard on a temporary basis. CWs are used to temporarily augment the regular workforce, backfill an employee on leave, fill in for a staffing vacancy, or bring specialized skills to a project or effort.

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How does the model work in terms of hiring and paying contingent workers?

Instead of contacting suppliers (staffing and temp agencies) directly to fill requisitions for contingent workers, Harvard managers will submit requisitions electronically via the new Vendor Management System, Fieldglass. The requisitions will be routed by Harvard’s Managed Service Provider, DZConneX (formerly, Yoh).  As the process is vendor-neutral, all qualified, enrolled suppliers receive the requisition. Suppliers propose candidates, and managers select the one they prefer. 

Once onboard, the worker reports hours worked online in Fieldglass, and...

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