Contingent Labor
Contingent labor at Harvard refers to those workers whose limited tenure work arrangements differ from “regular,” benefits eligible employees. This can include temps, less-than-half-time (LHT) employees, interns, independent contractors and workers provided by outside staffing and temp agencies. FAS hiring managers may need to bring in a contingent worker to augment the regular workforce, backfill an employee on leave, fill in for a staffing vacancy, or gain access to specialized skills and knowledge.
Note: This does not include term employees or part-time benefits-eligible employees.
Several options are available to FAS hiring managers who may need to hire contingent workers.
- Harvard Temps: On Harvard’s payroll, non-exempt temps may work a full-time schedule for up to 13 weeks in this un-benefited role. Harvard temps must leave Harvard for 8 months if they don’t transition to a LHT role or if they had been a LHT immediately before they were a temp. Note: See pages 10-11 of the HUCTW Personnel Manual for information about restrictions for temps and LHTs.
- Harvard Less-Than-Half-Time Temps (LHTs): On Harvard’s payroll, LHTs can work up to 14 hours per week and are eligible to work indefinitely in this un-benefited, non-exempt role.
- Agency (“Supplier”) Recruited Workers: Recruited/identified by a staffing or temp agency and billed by the hour. Non-exempt temps can work up to 13 weeks, but are not required to have the same service break as Harvard temps. There is a 60-day waiting period before the contingent worker may take a subsequent assignment in the same tub. However, the worker may immediately take a contingent assignment in a different tub.
- Cycling: A temp can change to a LHT and a LHT can change to a temp one time. Repeatedly changing from temp to a LHT and LHT to a temp is called “Cycling” and is prohibited under the HUCTW contract.
- Payrolled Workers: Employed by an external payroller, such as AllSource. Payrollers bill Harvard for time worked and provide payroll services when Harvard cannot put a worker on the Harvard payroll. These are generally people working for Harvard in a state where Harvard is not registered to do business.
- Independent Contractors: Self-employed, self-directed individuals providing services that are not in Harvard’s usual course of business (also called an IC or a 1099). This can include guest speakers and lecturers. Note: see the Harvard University IC Policy.Scope of Work.
- (SOW) or Fixed-Price Contractors: Firms and the consultants they employ who charge Harvard based on the completion of deliverables or milestones (that is, based on the scope of work completed, not the hours worked).
Starting on June 7, 2021, FAS followed the rest of the University, Athletics, and DCE and moved to the Yoh Enterprise Solutions managed service provider (MSP) model to source and/or payroll contingent labor through the Fieldglass vendor management system.
Administrators who occasionally hire contingent labor can work with the FAS HR Talent Acquisitions Cordinator to post a position in Fieldglass. Administrators who frequently hire contingent employees (such as event staff) will be given access to work directly in the Fieldglass system.
Administrators and managers looking to hire contingent labor or move a current worker onto the Allsource payroll will need to fill out the Contingent Worker Intake Form. For additional information about hiring a contingent worker in the FAS, please reach out to your HR Consultant or Michelle Provost (michelle_provost@harvard.edu).
Occasional Users
- Hires contingent labor infrequently
- Hires contingent labor to temporarily fill a gap in normal staffing (leaves, front desk coverage) or for ad hoc projects
- Infrequently interviews candidates – needs someone quickly
- Only approves worker time in Fieldglass
Regular Users
- Hires at least one contingent labor position per month
- Hires large groups of contingent workers such as event support, exam proctoring, or ushers
- Interviews and hires for high-skilled, specialized types of contingent workers, such as researchers, IT workers, or for long-term assignments
- Enters requisitions for workers and approves time in Fieldglass
The process for hiring contingent labor depends on your group’s needs and frequency of use. To start, you should determine if you are an occasional or regular user of Fieldglass. Please read these Harvard DZX FAQS before you begin the process of hiring contingent labor.
Hiring Process for Occasional Fieldglass Users
- User contacts HR Consultant or Michelle Provost (Michelle_Provost@harvard.edu)
- User completes the FAS HR intake form, including:
- Role type and desired rate
- Position duration
- Interview availability (if applicable)
- FAS HR posts requisition in Fieldglass
- Role is sent to Ad Dean for financial approval
- User works with FAS HR to source candidate(s) and makes offer
Recommended training for Occasional Users: Approve Time in Fieldglass
Fieldglass role: Time Sheet Approver
Hiring Process for Regular Fieldglass Users
- User logs in to Fieldglass directly to requisition worker, including:
- Role type and desired rate
- Position duration
- Interview availability (if applicable)
- User approves requisition (if under $10k) or sent to Ad Dean for financial approval (if over $10k or on sponsored funds)
- User reviews shortlisted candidates, interviews candidates, and makes offer
Required training for Regular Users: Using Fieldglass to Manage Contingent Work
Fieldglass role: Hiring Manager (includes time approver functionality)
If you are interested in obtaining IC status, first review the Harvard University IC Policy and Independent Contractor Policy Training. If your request aligns with the IC criteria, then follow the IC request policy and process:
- Harvard University IC Policy (includes links to Independent Contractor Questionnaire and Independent Contractor Exceptions Attestation Form)
- FAS IC classification flow chart (includes hyperlinks to the required documents as well as the submission e-mail address)
- FAS IC guest speaker or lecturer flow chart
Keep in mind:
- Your HR Consultant should be your first point of contact for IC requests. They can help you think through your needs and which payment options are the most appropriate.
- Plan ahead. It takes time to fill out the IC forms and receive a decision. Since IC status must be granted before services are performed, the sooner you plan ahead (when possible) the better.
- On the Questionnaire: 1) Do not skip questions. If you are uncertain on how to respond, check-in with your HR Consultant. 2) Sign the form. IC Questionnaires without a signature will be returned to the department. Electronic signatures are acceptable.
- There is risk associated with incorrect IC designations. If an IC is incorrectly classified, regardless of knowledge or intent, there are significant financial penalties.
The International IC and Honorarium process and procedure has been updated to include the export control screening process as mandated by the university. Please complete the screening process before submitting and ICQ to FASHR for an Independent Contractor request, or engaging any international partners for an honorarium.
There are no exceptions for international requests. Please do not use the exception form for international requests.
Harvard Temps and LHTs are individuals that are identified by the hiring manager and paid through the Harvard Payroll. This option allows hiring managers to identify a temp without using an MSP and is particularly helpful if the hiring manager is already familiar with individuals who can fill this role. This is also a slightly less expensive alternative.
Harvard temps are assigned up to a period of thirteen weeks. After that, Harvard temps are required to leave Harvard for 8 months if they don’t take a LHT role or if they were an LHT before they were a temp.
Please review the Types of Employment and FAQs Regarding Contingent Workers for information about hiring a Harvard Temp or LHT employee. For specific questions, reach out to Harvard’s Office of Labor and Employee Relations. Additional information about Temps and LHTS can be found in the HUCTW Personnel Manual.
FAS HR partners with Year Up United, a nonprofit organization, that provides eligible high school graduates and GED recipients from the Greater Boston area to provide a six-month supervised internship. Learn more about the FAS's partnership with Year Up United and the process to hire a Year Up United intern.
The Summer Youth Employment Program (SYEP) provides valuable work experiences to high school youth from Boston and Cambridge, while contributing to Harvard’s summer staffing needs. Participating departments fund the hiring of a student; the hours and dates may be adjusted to fit your needs and budget.
If you plan to hire an intern, visit the HHR Staff Personnel Manual for information on hiring a paid co-op student or intern, and the Office of the General Counsel (OGC) website for instructions and documentation for hiring an unpaid intern or volunteer.
When did FAS start working with Yoh?
Yoh started partnering with all of FAS on June 7, 2021. All agency recruited contingent labor must now be sourced through Yoh.
Why has FAS moved to this model for contingent labor?
With an MSP, contingent labor is sourced from a talent pool from many staffing agencies who have agreed to Harvard’s set rate card, which results in cost savings. The Yoh model reduces the administrative burden associated with sourcing, hiring, onboarding, and managing contingent labor. This model is particularly helpful if you need a temp but don’t know of a specific individual to hire. Yoh is available as a resource to help you find contingent labor by utilizing their network of staffing agencies and contingent workers. In this case, the contingent labor will be paid through an external payroll.
Benefits of the YOH MSP include:
- Improved equity with standardized job descriptions and recommended pay ranges.
- Access to a competitive talent pool with a wide range of skill sets, including candidates with prior Harvard experience.
- Lower local administrative burden associated with sourcing, onboarding, and paying contingent employees.
- Cost savings by reducing mark-up rates and recognizing volume discounts.
- Reduced employment risks by managing compliance with regulations, pre-employment screening, benefits eligibility, worker employment agreements, and tenure limits.
Do all contingent workers need to be hired through Yoh?
No, hiring managers are still allowed to hire Harvard temps, LHTs, and interns. Please see the other sections on Harvard temps, LHTs, and interns for more information on these roles and hiring processes.
Do Yoh contingent workers have term limits?
Unlike temps that are hired and paid directly through Harvard, Yoh temps are permitted to move to another assignment right after the thirteen-week assignment is up, as long as the new assignment is in a different tub. They can also wait sixty days to hired in the same tub.
Where can I find more information on Yoh at Harvard?
For users with access to work directly in the Fieldglass system, digital courses are available on demand through HTP. For more information on the University initiative to manage Contingent Work through Yoh, visit Harvard HR’s Contingent Workforce webpage.
If a contingent worker has already been identified and are not residing in the following states--Massachusetts, California, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, New York, Maryland--they must be payrolled through Allsource.
Payrolling Process for Occasional Fieldglass Users
- User contacts HR Consultant or Michelle Provost (michelle_provost@harvard.edu)
- User completes the FAS HR intake form, including:
- Name of Contingent Worker
- Position duration and rate
- Position title and job description
- FAS HR posts requisition in Fieldglass
- Role is sent to Ad Dean for financial approval
- Contingent Worker is onboarded and payrolled through Allsource
Recommended training for Occasional Users: Approve Time in Fieldglass
Fieldglass role: Time Sheet Approver
Payrolling Process for Regular Fieldglass Users
- User logs in to Fieldglass directly to requisition worker, including:
- Name of Contingent Worker
- Position duration and rate
- Position title and job description
- User approves requisition (if under $10k) or sent to Ad Dean for financial approval (if over $10k or on sponsored funds)
- Contingent Worker is onboarded and payrolled through Allsource
Required training for Regular Users: Using Fieldglass to Manage Contingent Work
Fieldglass role: Hiring Manager (includes time approver functionality)
Harvard Support and Resources
FAS Human Resources
Contact your HR Consultant or Michelle Provost (michelle_provost@harvard.edu)
Harvard HR Contingent Workforce Website
Reference materials on job descriptions, rate cards and program guidelines
Yoh Program Management Office
Email: harvard@yoh.com
Telephone: 617-495-1508
Harvard Training Portal Materials:
Additional Resources
Contingent Labor – Who to Ask for Support
| Type of Request | Office Providing Support | Contact Details |
|---|---|---|
Requisitioning a contingent labor position (occasional use departments) | FAS HR | Contact your HR Consultant or Michelle Provost |
Requesting a new user in Fieldglass | FAS APPSEC | |
Fieldglass application support | Yoh Program Management Office | |
General contingent labor / MSP program questions | Harvard HR | |
Fieldglass training materials and job aids | Harvard HR | Contingent Workforce website |
Viewing enrolled staffing agencies, job descriptions, and rate cards | Harvard HR | Contingent Workforce website |
Requesting a new staffing agency in the Yoh MSP | Yoh Program Management Office | |
Questions from your contingent worker about Fieldglass | Their staffing agency representative or the Yoh Program Management Office |