HCO Postdoc Handbook
Harvard College Observatory Postdoctoral Fellow Handbook (pdf)
Employee or Stipendee Model for Postdocs
Employee Postdocs are funded by a Principal Investigator, are on Harvard payroll, and are considered “benefits-eligible.” These appointments include Postdocs who work under the direction of a Harvard principal investigator, receive payment in the form of employee wages, and are eligible for tax-advantaged benefits.
Stipendee Postdocs have been awarded an individual fellowship, are on Harvard payroll, and are considered “benefits-eligible.” These appointments include Postdocs who may work under the direction of a Harvard principal investigator, but to whom payment is in the form of a stipend. These fellows are not considered to be employees and therefore are ineligible for certain benefits.
The benefit differences between each model are outlined in this benefits summary for postdoctoral fellows (pdf) from central HR. There are also tax implications to consider with each model. Employees typically have all taxes withheld while Stipendees will need to report to the Internal Revenue Service on their own. Some nonresident aliens may be eligible for exemptions from federal income tax withholding on wages based on tax treaties negotiated between the Fellow's country of residence and the United States.
The 2023 Benefit Rates can be found here (pdf).
Benefits and Payroll Information
This information can be found with the link to PeopleSoft at the top of the Harvard Intranet page - http://hr.harvard.edu/. Please note that you must enroll in benefits (pdf) within thirty days of the start date of your appointment.
- Postdoc Benefits - https://hr.harvard.edu/post-doctoral-fellows
- Staff Benefits - http://hr.harvard.edu/plan-rates-features
The Payroll for postdocs and research associates is monthly paid out on the last day of the month.
First Steps for new Postdocs and Researchers
- If here on a visa, visit the Harvard International Office
- Meet at the HCO Business Office to fill out your new hire paperwork (you will need to bring your identification such as license, passport etc.)
- Get your Harvard ID Number (HUID) and ID card - this will be provided to you once your appointment is processed and after filing your paper work.
- Get your Harvard Key (the single sign in to access your benefits as well as other resources such as libraries)
- Choose your benefits in PeopleSoft as well as sign up for Direct Deposit
- Review the Faculty of Arts and Sciences (FAS) Postdoc Handbook (pdf) and the Harvard College Observatoary Postdoctoal Handbook (pdf)
Harvard ID Card
To gain access to both the Observatory and the CfA Library (located off the main entrance at 60 Garden Street) and to most other SAO and Harvard facilities, you will need your Harvard photo ID card. Once your appointment has been confirmed you will be notified. Once you have your ID#, please go to the Campus Service Center (Smith Campus Center, Room 807) 1350 Massachusetts Ave, Cambridge, MA 02138 to obtain your ID card.
Business hours: Mon - Fri, 9:00 am - 4:00 pm. You must bring a government-issued photo ID, in order to receive your Harvard ID card. Examples of government issued ID cards are:
- Passport.
- Driver's license.
- State issued ID card.
- US Military ID card.
- Green card.
- Naturalization certificate.
For more information visit the Harvard ID Card Website. Once you have your ID card let Christine Benoit know for access to the CfA labs.
Harvard Key
AFTER you obtain your cfa.harvard.edu email account you can claim your HarvardKey. HarvardKey is Harvard University's unified online user credential, uniquely identifying you to Harvard IT applications and services such as Human Resources information, Library, Secure Wireless Network etc. To claim your key visit the Harvard Key webpage and enter in:
- Your eight-digit Harvard University ID (HUID)
- Your last name
- Your date of birth
- A personal email address to use for account reminders
Harvard University Participation Agreement
All salaried scholars are required to sign the Harvard University Participation Agreement as soon as their Harvard ID is current. To access the Harvard University Participation Agreement for signature, please follow this link: https://gmas.harvard.edu/gmas/participationagreement.
Phones
A telephone (model cisco 7841) phone number and voice mail will be assigned when you arrive. For internal CfA or Harvard calls, only use the last 5 digits (e.g., if 617-495-7280, dial 5-7280). For an outside line dial 9. To dial internationally dial 9-011 then the + number.
Voicemail PIN resets/changes are handled through a self-service portal . To access your voicemail, dial 8-3999 from your office phone or 617-998-3999 from any non-Harvard phone. To learn about call forwarding, ring options and other phone services visit https://phone.harvard.edu/.
Incoming: At the CFA we use Mail Stops for your physical mail. Postal mail is picked up each morning from the Cambridge Post Office and brought into the Shipping and Receiving office at CDP to be sorted by mailstop. Once the mail is sorted, three messengers deliver mail to all of the designated mail stops in the morning and to most in the afternoon. At these times outgoing mail is picked up and delivered daily to the post office. FedEx and UPS also deliver directly to CDP and are delivered by the messengers. Requests for deliveries should use the CDP address - 100 Acorn Park Dr., Cambridge, MA 02140 and reference your name and Mail stop. DO NOT REQUEST PACKAGES TO BE SHIPPED TO 60 GARDEN ST.
Outgoing: Stamped mail is picked up daily from the mailstop outgoing bin. Interoffice mail can also be put here. For Harvard internal mail – please use the outgoing bin in Building B on the 2nd FL. Packages with pre-printed (pre-paid) FedEx labels can be left near the outgoing mailstop bin for pickup at the end of each day. There is a FedEx drop box for smaller packages next to the entrance to the Perkin Lobby.
Please note that personal packages and mail cannot be accommodated.
Resources for Foreign Postdocs
Foreign nationals should refer to the Harvard International Office site: http://www.hio.harvard.edu, where there is a wealth of information about the University and visa issues. All foreign nationals on Harvard sponsored visas should check with the HIO before you leave the country to be sure your documents are in order for travel (you will need an annual signature on your DS 2019 form).
- Review the Pre-Arrival Checklist
- Get your Social Security Number – this will allow you to get a bank account and a phone.
- J-1 Postdocs are required to attend an orientation prior to arriving at the CfA. This meeting takes about a half hour and may cover topics such as public and Harvard transportation services, telephones, banking, safety, Harvard resources, procedures for renting an apartment, schooling for children, J-2 work permission and volunteering, etc.
- Understand your tax obligations