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The first few weeks can be confusing as you adjust to new systems and ways of doing business along with the logistics of your new workplace. Your manager and your local human resources 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.
Your New Hire Paperwork, Getting Paid, and Obtaining Your Harvard ID
Your Harvard University ID (HUID) number and your ID card are your keys to getting started with email and voicemail. With the card, you will also have access to the many services and perks that come with your employment at Harvard.
In order to get your HUID and card, you will need to complete the required new hire paperwork. You may complete this before you begin work, but you cannot get an HUID or card before your first day. Ask someone in your local human resources office or your hiring supervisor/manager about how and when you should complete your required paperwork, which includes:
- 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 eligibility within three business days from the date your employment begins.
- Tax withholding forms (federal W-4, 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 paycheck. You will also need to supply a blank check or preprinted bank deposit slip that shows your bank account number.
Once your paperwork has been processed and you have started work, you will receive an HUID that can be used to get your photo ID card, email address and much more. You should also receive your first paycheck within two to three weeks, depending on when in the pay cycle your employment begins.
When You Get Paid
Faculty (including junior faculty or faculty on research appointments): Paid on the last day of each month, unless that day is a weekend or holiday, in which case payday is the last workday prior to the weekend or holiday.
Administrative/professional, non-union 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.
Other unions: Paid weekly on Friday. When payday falls on a holiday, employees are paid on the last workday prior to the scheduled payday.
Temporary employees are paid weekly on Thursday. If payday falls on a holiday, you are paid on the last workday prior to the holiday.
Obtaining Your Harvard ID Card
If you are a newly hired, benefits-eligible employee, follow the following steps to get your Harvard ID card:
- You must have started working at the University;
- You must have completed your W-4, M-4 and I-9 forms;
- Your human resources office or department administrator must confirm that a record has been created for you in the human resources database (or, you can check with the ID Office at 617-495-3322 or 617-432-0389 to see if this has happened);
- If the above steps have been completed, you may then have your photo taken for the ID card. Check with the ID office to find out where photos can be taken. If you have previously had your photo taken by the ID Office, you will receive an ID card at your office address as soon as your appointment is entered in the human resources database.
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