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

1. If here on a visa, visit the Harvard International Office
2. 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.)
3. 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.
4. Get your Harvard Key (the single sign in to access your benefits as well as other resources such as libraries)
5. Choose your benefits in PeopleSoft as well as sign up for Direct Deposit
6. 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.