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New Hire Employment Processes
Job Acceptance and Confirmation Letter
Once an individual accepts an offer, SEAS HR prepares a confirmation of appointment letter with details about the appointment. Copies of the letter are sent to the supervisor and placed in the new employee's personnel file.
Closing the Requisition and Notifying Applicants
After an individual accepts a job offer, the position requisition is closed in Aspire, Harvard’s online applicant tracking system. Human Resources (HR) notifies applicants who were interviewed, but not selected, to let them know of the decision. Throughout the search process, applicants who are not selected for an interview receive automatically-generated emails from Aspire to notify them that they are not under consideration.
If the employee is new to the University or has not held a job at Harvard within the past year, HR will ask the individual to come in before the job starts to fill out new-hire paperwork, which helps to speed up the hiring process in PeopleSoft. If this is not possible, the new employee will fill out the required paperwork on his/her first day, including federal and state tax forms, a direct deposit form, and an I-9, which is used to verify the identity and employment authorization of individuals hired for employment in the U.S.
Under federal law, all new employees must provide documents that prove their identity and employment eligibility. Employees who transfer to SEAS from elsewhere at Harvard generally do not have to complete new forms.
New Employee Orientation
Employees who are new to Harvard receive information about the University New Employee Orientation in their offer letters. HR schedules a SEAS orientation session for all new employees, including transfers, shortly after the start date. See the New Employee Orientation page for more information.
PeopleSoft and ID Number
HR enters the appointment data into PeopleSoft. It may take a few days for the new hire's appointment to become active in PeopleSoft due to I-9 processing at Central Payroll and/or PeopleSoft system refreshes.
New employees will be notified of their HUID number when their appointments are active in PeopleSoft. Transfers, rehires, and previous/current Harvard students will have the same HUID number that they had previously.
Once the appointment is active in PeopleSoft, the new employee can obtain a photo ID card at the ID office (8th floor of the Smith Campus Center). There are occasional delays between systems, so to prevent repeated trips to the ID office, it is best to call the ID office first to ensure that the new employee is active in the ID card system before going over (617-495-3322). The employee will also need to sign up for HarvardKey.
SEAS email accounts are set up through IT. HR will work with the new employee to complete the Application for a SEAS Computer Account.
PeopleSoft security access is managed through the HR office. Access to financial reporting systems is managed through the Finance office.
More information regarding new employees, including employee benefits, commuting, time reporting, and ID services can be found on the HARVie website.