Hiring & Staffing Options

Working with a local partner (e.g., peer university or non-governmental organization) in the host country to employ local staff—and in some cases US expats or third-country nationals (TCNs)—can be simpler than hiring staff directly through Harvard Global, another Harvard entity, or a PEO.

Harvard Schools and departments are responsible for sourcing and vetting the partner organization and negotiating the service agreement, typically using University approved templates, including review among the respective general counsels. These partners are often found through pre-existing research relationships. School procurement and sponsored research departments, Harvard’s Office of General Counsel, Office for Sponsored Programs, and our office can advise on the service agreement.

In this arrangement, the staff are employees of the local organization, and the administrative requirements associated with their employment are the responsibility of the local organization. Considering this option early on can make it easier to negotiate an arrangement and correctly set expectations for employees.

Harvard Global Research and Support Services, Inc., also known as Harvard Global or "HG", is a Harvard-affiliated non-profit legal entity that that operates research centers and trusts abroad, receives research grants and donations on behalf of the University, and employs staff abroad on behalf of Harvard’s Schools, departments, and centers.

Harvard Global can likely employ individuals in countries where we have an established entity, and we can help you determine if this is an option. The individuals must be legally authorized to work in that country. See where Harvard Global operates for a list of ongoing operations and operations in development.

In countries where there’s another existing Harvard-affiliated office, that office may be able to employ staff on your behalf. In some cases, they also may be able to provide office space. The suitability of this option depends on the specific job duties, the way in which the office is registered in country (for example, some offices have a scope that is legally limited to particular types of work), and the ability of the affiliated office to absorb the administrative burden of additional employees on their payroll.

We maintain relationships with Harvard's overseas entities and can help assess this option. If feasible, the affiliated overseas office and the Harvard department may enter into a service agreement and coordinate with HR.

A professional employer organization (PEO) provides employment services, including human resource and payroll services, similar to a temporary staffing agency. We manage the University’s relationships with several global PEO firms and can guide you through this option if it’s right for your program.

Contracting with a PEO is an option when a small number of employees are needed in a specific location for a limited time. In this model, the individuals are legally employed by the PEO and provide services to the Harvard department. The PEO is responsible for employment law, tax, and reporting requirements. However, because Harvard may share liability if the PEO fails to comply with the law, such relationships must be closely monitored.

Engaging someone as an independent contractor (IC) can be more straightforward than hiring them as an employee, but every country has different rules about the distinction between contractors and employees. Prior to contacting us, it’s important to work through your local HR processes regarding IC classifications.

In most countries, a worker is assumed to be an employee unless they qualify as an IC by meeting certain criteria. The criteria vary, but the following qualities tend to be universally important to an IC determination:

• Duration of assignment
• Percentage of time spent on the Harvard project
• Control over how, when, and where the work is done
• A business of doing similar work for clients other than Harvard
• Use of own offices and/or facilities and equipment
• Payment of own business expenses
• Compensation based solely on services rendered (e.g., no vacation pay or employer-sponsored benefits like health insurance)

ICs must have work authorization in the country where they perform services. Additionally, some countries require ICs to register as businesses and/or collect a service tax or value-added tax (VAT) from their clients (e.g., Harvard). Personal tax and registration matters are the responsibility of the IC (not Harvard). A few countries apply obligations (e.g., tax withholding) even to those institutions engaging ICs.