As members of the department (faculty, staff, student) there are certain processes and procedures that will be asked of you throughout your tenure with us. Below is a list of common forms and resources that you may require in order to know the correct policies for being paid, being reimbursed, or what funds can be used to procure different types of assets or data.
Administration
Research Appointments
Research Assistants
Hourly employees who assist with faculty or graduate student research.
RA/Temp Appointment Intake Form
Econ Payroll (econpayroll@fas.harvard.edu) will work with the candidate to gather documents and other information needed to create/extend the appointment. Establishing new active appointments can take up to 7 business days.
Individuals should not work ANY hours until they receive an email from Econ Payroll confirming their appointment is active and can submit hours. The appointment start date on request form should match the candidate’s first day of work.
Non-Harvard student hires on Harvard payroll are subject to an 8% fringe rate. (Harvard student employees do not incur fringe during academic term.) Individuals who are not performing work in Harvard-registered payroll states will be hired via external payroll service and subject to mark-up of 18.8% on all wages.
Temporary Employees, including student employees and paid interns, accrue one hour of earned sick time for every 30 hours worked, up to a maximum accrual of 40 hours of earned sick time each fiscal year (July 1 – June 30). Earned sick time shall be based only on actual hours worked. Accrued earned sick time that is not used is “banked” for use in the next fiscal year and is not to exceed a total of 40 hours.
International hires will take additional time (~2 months) and often incur significant fees. Faculty are encouraged to partner with an organization in-country via a service agreement, when possible. Read more on international hiring on Harvard Global’s website.
Pre-doctoral Fellowships
Benefited salaried positions that support faculty research while simultaneously providing an opportunity for individuals to refine their research skills through faculty mentorship.
Predoctoral Fellowship Intake Form
All predoctoral fellowship opportunities and offers must be approved by the Office of Faculty Affairs. Faculty are strongly encouraged to utilize the ARIeS system for recruitment purposes.
Unpaid Visitors
Unpaid appointments for those seeking to benefit from the Harvard and Economics Department community while pursing their own research questions.
Unpaid Visiting Research Appointment Intake Form
Please note that the department limits unpaid visiting research appointments to one visitor per faculty member per period. Econ Academic Appointments (econacademicappointments@fas.harvard.edu) will liaise with department’s Non-Stipendiary Appointments committee for approval before issuing invitation letter.
Human Subject Payment
All resources for research projects that involve studying human subjects. This includes payment forms, tracking sheets and Harvard University’s policies on Human Subject Payments.
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Tracking Sheet of Human Subject Payments (to be submitted for reimbursement)
Payroll
All resources for hiring and onboarding students and other workers.
Reimbursement and Corporate Credit Card Payment Forms
Includes all forms for reimbursing Harvard business expenses. Concur should be used for all faculty, staff and post-docs. Graduate students and other non-employees are reimbursed using the Non-Employee Universal Expense Form.
- Non-Employee Universal Expense Form (Reimbursement Form for all Non Full-time Employees (Invited Guests, Students, Affiliates, etc.)
- Missing Receipt Affidavit Form (Required if receipts are missing)
- Individual Vendor Request Form (Required for all new payment requests)
- Employee Universal Expense Form (This form should only be used for reimbursements over 90 days old)
Tax Forms
Tax forms related to Harvard’s Tax Exempt status. Use these forms with any vendors when purchasing items using your Purchase-Card.
Links to Harvard Finance Systems
Work Order Requests
Individuals should submit their own work order requests for issues related to temperature control, cleaning, electrical issues and/or concerns with restrooms. All office moves and furniture needs should be routed through the Front Office team by emailing economics@fas.harvard.edu.
Telecommunication Reimbursement Information
Includes the form and instructions for reimbursing telecommunication expenses, such as cell phone and internet, as related to Harvard business for faculty members. Reimbursements are given based on percentage of business related activity.
Miscellaneous Finance Forms
Various forms related to Harvard Economics finance business practices. Includes forms such as AP Task Slip for paying invoices, Purchase-Card Cover sheet for capturing business purposes on transactions, and In Lieu of Invoice form for Honorariums/Fellowships.
Spending Guidelines for Faculty with FAS Funds
Outlines policy for use of faculty research funds within the FAS.