New Hire Employment Process

Job Acceptance and Confirmation Letter

Once an offer is accepted, Human Resources (HR) prepares an offer 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

A job offer is accepted, the position requisition is closed in Harvard Careers, Harvard’s online applicant tracking system. 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 Harvard Careers to notify them that they are not under consideration.

New Hire Paperwork

If an employee is new to Harvard or has not held a job there within the past year, they will need to complete new hire paperwork at least 7-10 business days before their first day of work. New employees will recieve informance about completing new hire paperwork in their offer letter. Paperwork includes:

• Employment Eligibility Verification (Form I-9): As part of the hiring process and in accordance with federal law, Harvard requires that all employees complete a Form I-9 to demonstrate eligibility to work in the United States. New employees are required to provide original, unexpired documentation that demonstrates both identity and eligiblity to work in the United States. Employees who transfer to SEAS from another position at the University are generally not required to complete a new Form I-9. 
• Tax Witholding and Direct Deposit: On or after their first day of work, employees will complete their tax witholding forms (Federal W-4 and state tax witholding form) in PeopleSoft. New employees also have the option to set up Direct Deposit. 

PeopleSoft and Harvard ID Number

Once a new employee has completed their Form I-9 (if applicable), their appointment will be entered into PeopleSoft. New employees are assigned a new HUID, while transfers, rehires, and previous/current Harvard students will have the same HUID number they had previously. New employees will be provided information about their HUID in their onboarding email from SEAS Human Resources.

HarvardKey and SEAS Email Address

New employees will receive instructions on how to register for a HarvardKey (new employees only) and SEAS email address in their onboarding email. Email addresses need to be claimed at least 5 business days before an employee's first day of work.

Harvard ID

New employees can pick up a Harvard University ID on or after their first day of work at the Smith Campus Center located at 1350 Massachusetts Avenue, Suite 807 (8th floor). New employees will need to bring a government-issued ID in order to receive an ID card. For more information, please visit Obtain an ID Card. 

New Employee Orientation

Employees who are new to Harvard will be registered for Harvard's New Employee Welcome and Orientation. HR will also register all new employees (including internal transfers) for the SEAS New Employee Orientation. See the New Employee Orientation page for more information.

More Information

More information regarding new employees, including employee benefits, commuting, time reporting, and ID services can be found on the HARVie website.