Payroll Procedures
Students working on-campus are paid by their departments. The Student Employment Office pays all off-campus Work-Study students and bills the employers. The payroll process works best when students submit hours on a weekly basis.
For a complete guide to payroll procedures, click here. Paycheck problems are minimized, however, when students understand the department's payroll procedures and turn in time cards (or enter their time into Peoplesoft) on a weekly basis.
Students are strongly encouraged to set up in advance a bank account to which checks can be deposited directly. The Harvard University Employees' Credit Union free checking and savings accounts to all Harvard students.
If the student has not worked at Harvard in the past 12 months, he or she will also need to complete the I-9 form. It is on line here and requires identifying documents (usually a passport or a driver's license and Social Security card) to complete. Students may bring everything to registration or to his or her employer before beginning work.
To ensure that students are properly placed on Work-Study and the employer's share is charged to the correct account, on-campus employers (those having access to the University payroll system) should charge 100% of the student's wages to:
Employer's Tub, Org, Fund, Activity, Sub-Activity, and Root. The proper FWSP object code is
Term-Time
0139 for all undergraduates and all graduate students
PeopleSoft Time Type= WSTSummer (wages + fringe)
0147 for all undergraduates and all graduate students
PeopleSoft Time Type= WST
At the end of each month, the payroll system automatically splits the gross wage, charging 30% (plus 8% FICA and workers’ compensation during the summer) to your department’s fund number and object code 6110 or 6120 (summer). The remaining 70% is charged to the FWSP fund number 100005.
