Invoices

All invoices should be forwarded to AABO staff with information on the source of funding and project title. Do not pay or upload into Concur. 

Independent Contractors

Individuals providing services to the University must be properly classified as either employees or independent contractors. Human Resources will determine the classification after reviewing a completed independent contractor questionnaire. Prior to engaging/hiring an individual (non-student), please contact AABO Staff to discuss the required paperwork.
Employees should never pay an individual directly for goods or services.

Please let an AABO member know the following (to the best of your knowledge) so that Human Resources can determine if the contractor meets the requirements for an Independent Contractor or if the individual should be hired as an employee:

Student/Faculty Reimbursments

Students, faculty, and staff can be reimbursed for research or course-related expenses.      

For international travel, proof of registration with International SOS is required when submitting a reimbursement request for Harvard faculty, staff, students, and researchers. You must register your Harvard-related international travel  with International SOS, the University’s emergency response provider prior to the beginning of the trip. 

Students, guests, and non-voting faculty reimbursements 

To be reimbursed for the expenses incurred, please complete a GSD reimbursement form, and email it to one of the AABO staff accompanied by receipts. 

Nonemployee-reimbursement Form         

Missing Receipt Affidavit    

The Buy2Pay financial system for reimbursements of students, guests, and non-voting faculty for travel-related or course expenses.                     

Supplier Experience – Individual 

B2P_Zelle_individuals

Ladder faculty reimbursements

The Concur platform is used to process payments for university-issued Corporate and Department cards, as well as out-of-pocket reimbursements for eligible faculty and staff.  

Concur     

Set Up Your Concur Profile   

Assigning Delegates               

How to submit expenses in Concur

For questions regarding Reimbursement/Invoice payment status, please contact one of the AABO team members responsible for the Accounts Payable: Alla Armstrong, Arin Gregorian, or Daniela Miclea.

Academic Administration Business Office Resources

In this folder:

Academic Administration Business Office

Student Payroll

Financial Operations

Nhu Pham

Hiring Students: Information for Faculty

Faculty who hire and supervise student employees should familiarize themselves with GSD Student Payroll procedures and are encouraged to post open jobs to CREATE.

Before hiring a student employee to support your course, research, or other activity, please review the following points:

No work may be assigned until a GSD payroll coordinator has verified a student’s work eligibility and all hiring paperwork has been completed. 

To post a job in CREATE , follow these steps:

Helpful hints for job postings:

If you wish to hire a teaching assistant, for instance, from within your course, you may note that in the description or simply announce the job opportunity and method for applying to your class in lieu of posting to CREATE .

The GSD’s Office of Career Services collaborates with faculty to assist with their student employment needs for Research and Teaching Assistants. Visit the Career Services: Faculty page to learn more.

Student Employment Roles: 

Finding a Teaching Assistant (Harvard Graduate Student Union Position) 

For Option Studio Instructors

Many Option Studio instructors prefer to hire a Teaching Assistant (TA) who is also enrolled in their studio. This allows the TA to attend studio sessions, site visits, and reviews.

After ensuring the TA position will only include responsibilities as indicated on the Teaching Assistant page, you can make a selection through one of the following means:

Or

View Sample Teaching Assistant Posting for guidance.

After interviewing student candidates and selecting a particular student to fill your TA role, agree on terms and responsibilities with the selected student and have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified a student’s work eligibility and their hire paperwork has been completed.

Payment for the work completed by a TA comes out of the course budget. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your course budget until the required paperwork is submitted.

Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.

Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.

For Core Studio and Lecture/Seminar Instructors

After ensuring the Teaching Assistant position will only include responsibilities as indicated on the Teaching Assistant page, you can make a selection through one of the following means:

Or

View Sample Teaching Assistant Posting for guidance.

After interviewing student candidates and selecting a particular student to fill your TA role, agree on terms and responsibilities with the selected student and have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified a student’s work eligibility and their hire paperwork has been completed.

Payment for the work completed by a TA comes out of the course budget. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your course budget until the required paperwork is submitted.

Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.

Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay. 

Finding a Doctoral Grader (Harvard Graduate Student Union Position)

Confirm with your Department Manager that your course is eligible for a Doctoral Grader and that the position will only include the responsibilities indicated on the Doctoral Grader page. Post your position to CREATE and, after you select a candidate and agree on the terms and responsibilities have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified students’ work eligibility and their hire paperwork has been completed.   

Payment for the work completed by a Doctoral Grader comes out of the course budget.  Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work.  

Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits. 

Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University during breaks. Students should not be incurring overtime pay.  

Finding a Research Assistant (Harvard Graduate Student Union Position)

Confirm with the Academic Affairs Business Office that funding is available to support a Research Assistant (RA). After ensuring the Research Assistant (RA) position will only include the responsibilities indicated on the Research Assistant page, post your position to CREATE . Be sure to include any specific criteria required for the job, such as a particular technical skill or having completed a particular course. In cases where you wish to hire a TA from within your course, you may note that in the description or simply announce the job opportunity and method for applying to your class in lieu of posting to CREATE . View Sample Research Assistant Posting for guidance.

Once you select a candidate and agree on the terms and responsibilities, have the student complete the hiring paperwork. No work should begin until a GSD payroll coordinator has verified students’ work eligibility and their hire paperwork has been completed.  

Payment for the work completed by an RA comes from the faculty research account. Hiring paperwork must be signed by the supervisor and submitted to Pilar Raynor Jordan within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your research budget until the required paperwork is in.

Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits.

Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.

Finding a Research Fellow (Harvard Graduate Student Union Position)

Ensure the position will only include the responsibilities indicated on the Research Fellow page.  

Faculty should consult with the Research Administration office to discuss Research Fellow opportunities. 

Finding a Teaching Fellow (Union Position)

The hiring process for Teaching Fellows is managed by the Advanced Studies Program office. A Teaching Fellow is an eligible GSD doctoral student who is assigned to assist faculty in teaching select required courses; only a limited number of courses are assigned Teaching Fellows, following established criteria.  

Priority Criteria for Assignment of Funded Teaching Fellows:

Faculty and instructors are invited to submit a request for the assignment of TFs to courses in the upcoming academic year. Ensure the position will only include the responsibilities indicated on the Teaching Fellow page. Effort is given to accommodate requests while balancing the needs of faculty, students, and the school.  

Funded TFs are assigned to courses by a committee consisting of the Executive Dean, Associate Registrar, and the Advanced Studies Program Directors, and coordinated by the ASP Program Administrator. Faculty should not consider arrangements for a funded Teaching Fellow confirmed until notified in writing by the ASP Administrator, Margaret Moore de Chicojay.  

In rare cases, faculty teaching courses that are not eligible for a TF may request to hire a Doctoral Teaching Associate (DTA) to support their course. DTAs may be assigned work comparable to that of a TF, including conducting teaching sections, tutorials, and design critiques. They may also read papers, review designs, recommend grades and assist in supervising independent study projects. DTAs may not be responsible for the structure and content of a course, may not offer more than one lecture in the absence of the faculty instructor of record, and may not assign course grades. DTAs must comply with their visa terms, if any, including the stipulation that the sum of all their employment cannot exceed 20 hours per week. These assignments must still be approved centrally; contact ASP Administrator, Margaret Moore de Chicojay.

TF assignments for fall and spring will be communicated to faculty over the summer. These assignments are subject to change. 

Filling Technical and Administrative Positions (Non-Union Positions)

Faculty and staff wanting to hire student workers at the GSD should familiarize themselves with the GSD Student Payroll procedures. Ensure the position will only include the responsibilities indicated by your GSD Payroll Coordinator.

Available Technical and Administrative positions at the GSD should be posted on CREATE . Positions posted on CREATE will reach a broader audience. Each year, incoming students have access to CREATE beginning in mid-August. This is a good time to begin your recruitment process for these roles. Postings can be updated and reposted as often as needed throughout the year.

View Sample Technical and Administrative Posting for guidance.

Hiring paperwork must be signed by the supervisor and submitted to your GSD Payroll Coordinator within 3 days of the start of work. For students with work-study, be sure they have submitted their online work-study authorization request. If not submitted, we are required to charge 100% of a student’s pay to your budget until the required paperwork is submitted. 

Students are required to submit approved timesheets by the end of the week the work was performed. It is required by Massachusetts law that individuals be paid within 6 days of the end of the pay period. Students should not wait several weeks before submitting timesheets. This creates issues if the GSD is audited and prevents us from keeping accurate records on your accounts and avoiding budget deficits. 

Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total, inclusive of all jobs combined at the University, during breaks. Students should not be incurring overtime pay.

Technical and Administrative Positions (Non-union Positions)

Many opportunities for student employment exist outside the categories of Teaching and Research. Student employment opportunities are posted in CREATE as they become available.

GSD administrative offices may hire student workers for positions such as the following (not a definitive list): 

Responsibilities and compensation for technical and administrative positions vary. Check with the appropriate  GSD Payroll Coordinator for more information. 

Teaching Fellow (Union Position)

A Teaching Fellow (TF) is an eligible GSD doctoral student who is assigned to assist faculty in teaching select required courses.   Teaching Fellow Responsibilities   Teaching Fellows may be responsible for the following:  Teaching Fellows may not:  Doctoral Teaching Associates In rare cases, faculty teaching courses that are not eligible for a TF may request to hire an eligible GSD doctoral student as a Doctoral Teaching Associate (Union Position) to support their course. Doctoral Teaching Associates (DTAs) have responsibilities and restrictions equivalent to that of TFs, see above. Teaching Fellow & Doctoral Teaching Associate Compensation Teaching Fellows are paid a salary (set by the Harvard Office of Undergraduate Education) on the monthly payroll. TF funding is not normally available for students other than those who have funded Teaching Fellowships through their financial aid package. TF allocation is not exclusively tied to the number of students in the course or discussion sections, but rather to the course content and structure. TFs are not paid from the course budget.  Doctoral Teaching Associates are paid a salary on the monthly payroll. DTA allocation is not exclusively tied to the number of students in the course or discussion sections, but rather to the course content and structure. DTAs are not paid from the course budget. DTAs must comply with their visa terms, if any, including the stipulation that the sum of all their employment cannot exceed 20 hours per week. Hiring for Students  Students eligible for funded fellowships are polled regarding their preferences before teaching assignments are given. Effort is given to accommodate requests while balancing the needs of faculty, students, and the school. Students may be asked to TF a course that is outside their particular subject area of expertise.   Students should not consider arrangements for a funded Teaching Fellow confirmed until notified in writing by the ASP Administrator, Margaret Moore de Chicojay.   If you are not currently funded and are asked to be a TF or DTA for a course, reach out to Margaret Moore de Chicojay, who will follow up with the faculty member.   TF assignments for fall and spring will be communicated to students over the summer. These assignments are subject to change.  Hiring for Faculty  Go to Hiring Students: Information for Faculty page. 

Teaching Assistant (Union Position)

A Teaching Assistant (TA) assists faculty with the general duties of preparing for class and provides logistical support or coordination as needed for coursework, course/AV set up, room scheduling, transportation, etc. They may NOT assign grades or serve as substitute instructors in the absence of the instructor of record, nor can they hold office hours. Courses requiring technical support related to specific software or machinery may require a Technical TA. For more information about this position visit the Technical and Administrative Positions webpage.

Students in good standing are eligible for positions as teaching assistants. They normally are GSD students, although occasionally a student from another Harvard school may serve as a TA at the GSD. 


Teaching Assistant Responsibilities 

Teaching Assistants (TA) may be responsible for the following: 

Teaching Assistants may not:

*TAs may perform all administrative functions within Canvas with the exception of those related to students’ academic performance, including the handling of student work and grades.


Teaching Assistant Compensation 

 As of July 1, 2023, the salary for a TA role is the standard rate of $21.00 an hour, and TAs typically work 3-7 hours per week.  

TAs may not assist faculty in any professional or personal work not directly related to instruction or research at the GSD. 

Students who have been awarded federal work-study as part of their financial aid package may use these funds for their TA positions, in which case a portion of the student’s salary will be paid by government funds. 

Hourly rates for the same type of job with the same level of experience must be paid at comparable rates across the GSD, and a work-study student cannot be paid more than a non-work-study student for the same type of job. 

Teaching Assistants must complete the TA Orientation before receiving hire paperwork. Please contact Pilar Raynor Jordan to initiate the hiring process.


Getting Hired: For Students

Students seeking employment at the GSD should familiarize themselves with the GSD Student Payroll procedures, and may not begin working until they have been formally hired by the GSD.

In alignment with the University’s Inclusive Hiring Initiative , faculty are encouraged to invite all students to apply for any TA job openings by posting the opportunity to CREATE , the GSD’s online portal for internships and jobs, or by announcing the opportunity to all students enrolled in the corresponding course. Many students are already using CREATE to seek on- and off-campus work; posting/applying to positions through this platform allows broader access both to open positions and qualified candidates.

Students can work a maximum of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total during breaks. Students should not be incurring overtime pay. 


Hiring for Faculty 

Go to Hiring Students: Information for Faculty page. 

Research Assistant (Union Position)

A Research Assistant (RA) carries out qualitative and quantitative research on topics as assigned by the supervisor.  Research Assistant Responsibilities  Research Assistants may find, analyze, and summarize data at the direction of the supervisor, conduct background research, and research/write summaries and other documentation as it pertains to the research and as directed. The RA may be asked to maintain data catalogs, spreadsheets, and other variations of databases and files, ensure that other team members are following conventions for file naming, storage, etc., and consider current and future data and technology needs. The RA will collaborate with other team members as needed and as directed by the supervisor.  Research Assistant Compensation  As of July 1, 2022, Research Assistants are paid a minimum wage of $21.00 an hour. Hourly rates for the same type of job with the same level of experience must be paid at comparable rates across GSD, and a work-study student cannot be paid more than a non-work study student for the same type of job.  RAs conduct research on a specific research account and cannot be paid with funds from a course budget.   Getting Hired: For Students  Students seeking employment at the GSD should familiarize themselves with the GSD Student Payroll procedures, and may not begin working until they have been formally hired by the GSD.   In alignment with the University’s Inclusive Hiring Initiative, faculty are encouraged to invite all students to apply for any RA job openings by posting the opportunity to CREATE, the GSD’s online portal for internships and jobs, or by announcing the opportunity to all students enrolled in a relevant course. Students can work a maximum number of 20 hours/week in total, inclusive of all jobs combined at the University when classes are in session, and 40 hours/week in total during breaks. Students should not be incurring overtime pay.    Hiring for Faculty  Go to Hiring Students: Information for Faculty page.