Hiring Paperwork

Fall Clean-Up participants are Harvard employees, and all hiring paperwork must be completed before beginning work. Below are the various forms and documents you must provide in order to be hired, along with detailed instructions for each form. Please do not hesitate to contact us with any questions—we are happy to help!  We'll also be sending all participants several emails throughout the summer to guide you through the paperwork process.

Federal requirements prohibit employers from accepting scans or photocopies of these documents. You must bring original documents with you to Harvard!

All Participants

TR Form

This form must be submitted by July 30!

The Temporary Registration (TR) Form is a Harvard document used to enter your information into the University's payroll system. Click here to access and submit the TR Form. You will need your HarvardKey login, Harvard University ID number, and the email address you used to apply for Fall Clean-Up.

 

I9 Form

The I-9 Form is a federal form used to verify employment eligibility. This form has two sections; you should complete Section 1 before you arrive for Fall Clean-Up, and a Dorm Crew captain will complete Section 2 when you arrive. To expedite your registration, please bring a printed copy of the I-9 Form with Section 1 completed when you arrive for Fall Clean-Up. Detailed instructions for completing the I-9 Form are available here.

This form requires you to provide supporting documentation that establishes your identity and work authorization. Although you may use many documents to satisfy this requirement, we strongly recommend that you use your Harvard ID and Social Security card in order to expedite your first paycheck as quickly as possible. No matter which documents you use, you must bring these supporting documents with you to campus! If you don't, they will need to be shipped overnight to the Dorm Crew Office. The University cannot employ you without these documents, and scans or photocopies cannot be accepted due to federal regulations; you must provide original, unexpired documents.

The I-9 form also asks you to provide a Social Security number. If you do not have a Social Security number, we may be able to help you apply for one if you will be attending Harvard with an F-1 visa (see "Social Security Letter" under "International Student Paperwork" below)

Social Security Card

To expedite your hiring—and receiving your first paycheck!— we strongly encourage you to bring your original Social Security card with you to campus.

In order to be hired as a student employee at Harvard, your Social Security number must be on file with the University. Oftentimes, your original Social Security card is needed to verify that the Social Security number on file is correct.  You can also use your Social Security card, along with your Harvard ID, to complete the I-9 form (which means you don't need to worry about providing a passport, driver's license or other supporting documents for your I-9).

If you are an international student and don't have a Social Security number, we may be able to help help you apply for one when you arrive for Fall Clean-Up (Social Security eligibility and U.S. work authorization can vary based on your visa and other factors). Please read the "Social Security letter" section below for more details.

Paychecks & Direct Deposit

Your Fall Clean-Up paycheck will be issued as a paper check mailed to your campus mailbox; it is not possible to direct-deposit your first paycheck. However, if you continue working for Dorm Crew (or another Harvard job) after FCU ends, all subsequent paychecks can be deposited in your bank account rather than receiving a paper check in the mail.

After you have submitted your FCU hiring paperwork, you may follow these instructions to set up direct deposit.

In order to setup direct deposit, you will need to have a bank account. All Harvard students are eligible to join the Harvard University Employees Credit Union, a not-for-profit financial institution that exclusively serves the Harvard community.

International Students

I-20 Form

The I-20 Form is a federal form that Harvard will send to you before you arrive to campus. This form is supporting documentation for your visa, and a copy of it may be needed in order to process your paperwork. It is very important that you bring this form with you to Fall Clean-Up.

I-94 Form

The I-94 Form is a federal form that you may have received upon entry in the United States. You may need to provide a copy of this form in order to process your hiring paperwork. You can also access the form online.

Foreign Passport & U.S. Visa

Your unexpired foreign passport and current U.S. visa may be needed to process your hiring paperwork.

Social Security Letter

If you are an international student and don't have a Social Security number (SSN), we may be able to help help you apply for one when you arrive for Fall Clean-Up. (Social Security eligibility and U.S. work authorization can vary based on your visa and other factors). The Harvard International Office provides the most current information on obtaining a Social Security number. For further information, please call the Harvard International Office at (617) 495-2789.

This information applies only to students with an F-1 visa: Obtaining an SSN requires a letter from your employer confirming your offer of employment. When you arrive for Fall Clean-Up, Dorm Crew will give you this letter. You'll then use this letter to apply for your SSN. When you receive your Social Security card in the mail, generally 2-3 weeks later, you can upload your information via my.Harvard by following these instructions: https://sfs.harvard.edu/how-to#SSNanytime.

You must apply for your SSN as soon as possible after Fall Clean-Up. You will need to provide Harvard with your permanent SSN for year-end tax purposes. 

Tax Information

Disclaimer

Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

W-4 & M-4 Forms

You cannot complete these forms until after you arrive for Fall Clean-Up

After your hiring paperwork has been processed by Harvard's payroll office, you must designate how much money the University should withhold from your paycheck for taxes. You will need to complete these tax withholding documents online:

  • W-4 Form (a federal form instructing Harvard to withhold federal taxes from your paycheck)
  • M-4 Form (a state form instructing Harvard to withhold Massachusetts state taxes from your paycheck)

Please note: Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

W-2 Form

You will receive a W2 from Harvard in the mail in early 2019

You may need to file a federal income tax return if you receive a minimum amount of gross income for the calendar year. Filing a federal income tax return requires the information from your W-2 form. Harvard mails you a W-2 form each January. You may also access the form online. Click here to obtain a copy of your W-2.

Please note: Harvard as an institution does not advise on any personal income tax requirements or issues. Use of any information from this site or any other web site referred to is for general information only and does not represent personal tax advice either express or implied. You are encouraged to seek professional tax advice for personal income tax questions and assistance.

Federal Work Study

Federal Work Study Program Enrollment

All Dorm Crew jobs—including Fall Clean-Up—are Work-Study eligible. Please email DormCrewFCU@harvard.edu if you would like to apply your Federal Work Study award to your Fall Clean-Up position.