Hiring a Temporary Employee
Once the need for temporary personnel in your area has been identified, you are ready to initiate the recruitment process using the following guidelines:
Jobs requiring an employee to work three days or less:
- Department conducts search and selects temporary candidate. A “Temporary Employment Authorization” (TEA) form approved by the Division Vice Chancellor and Budget Officer is submitted to Human Resources, 217 Phillips Hall, five working (5) days before the employee starts work in order to complete the mandatory background check.
Jobs for longer duration or where more specific or specialized job functions are required:
- Appropriate recruitment activities required by equal opportunity and affirmative action regulations must be undertaken when an appointment will be more than three (3) days in length. Your temporary job will be posted online in the same fashion as SHRA permanent positions.
- To set up a job posting or complete an exemption request, please contact Human Resources at hr@unca.edu or 828-251-6605.
The department completes a TEA form including a brief job description to post online. All requests for temporary employment must be approved by the Senior Staff Member and Budget Officer before posting. Once the recruitment period is over, you will be given access to review your candidates, interview those most qualified, and make an offer after appropriate processes are complete. Upon acceptance of the offer, the hiring official will notify Human Resources of their selection.
Pre-employment Requirements
Once a candidate has satisfied the pre-employment requirements, the hiring supervisor will contact them to confirm the start date and rate of pay. Inform them they are required to complete employment paperwork on or before their first day of employment, including the Form I-9. Please refer to the List of Acceptable Documents.
The Form I-9, Employment Eligibility Verification, is required by the Department of Homeland Security for all employed within the United States. Original and unexpired documents from the list of Acceptable Documents must be presented to an authorized Human Resources staff member at the time of submitting the Form I-9. The temporary employee will report to Human Resources to complete the mandatory employment paperwork.
Paying Temporary Employees
Hourly employees submit time sheets for approval to their supervisors on the dates indicated on the Web Time Entry Website. This allows the time sheet Approver to view and verify the hours worked. The Approver will then electronically approve the time sheet and submit it to Payroll.
- Temporary hourly employees are paid bi-weekly, like student and work study employees. The dates of pay are also noted on the Web Time Entry Website.
- Part of each hourly employee’s training is to make certain he/she is acquainted with the Web Time Entry accessed through OnePort. This training is essential to ensure that the time is entered correctly and on a daily basis. If you are not familiar with this practice, visit the Web Time Entry Website, then download the calendar to view dates and user instructions.
Salaried/Stipend Temporary Employees
On rare occasions, salaried Temporary Employees (monthly or stipend recipients), like regular staff, are paid monthly at the end of each month, and they do not complete time sheets. For employees receiving a “one time” or “stipend” payment, a Payroll Request Form is submitted to Human Resources by the hiring department that confirms or amends the amounts/date of payment reported on the TEA. (For example, many of our instructors’ compensation is paid based on actual student enrollment numbers.)
For a Temporary Employee going into a Regular Position
Occasionally, a person in a temporary position applies for a regular position. If, after a competitive process and appropriate vetting, the temporary employee is selected for the position, the regular assignment will begin on the normal payroll cycle (generally the first or the fifteenth of the month). Supervisors should consult Human Resources on the approval of the bi-weekly timesheet.
On rare occasions, salaried Temporary Employees (monthly or stipend recipients), like regular staff, are paid monthly at the end of each month, and they do not complete time sheets. For employees receiving a “one time” or “stipend” payment, a Payroll Request Form is submitted to Human Resources by the hiring department that confirms or amends the amounts/date of payment reported on the TEA. (For example, many of our instructors’ compensation is paid based on actual student enrollment numbers.)
Employment of Graduating Students
Managers may wish to employ students who are graduating to allow for the completion of projects beyond commencement. This extension should not exceed 89 days. The manager should complete the Temporary Employment Authorization (TEA) form using the day after graduation as the beginning of this temporary assignment, get signatures from the appropriate fund manager, and Vice Chancellor and submit the form to the Office of Human Resources. Should this arrangement extend longer than 89 days, there will be additional requirements prior to approval.
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