Temporary Employment

Welcome to the Office of Human Resources’s Temporary Employment page! Whether you are supervising a temporary employee or a temporary employee yourself, we hope to assist you in any way we can. Please find information about the temporary employment process and procedures below, and don’t hesitate to contact us at 828-250-2357 or srandolp@unca.edu with any questions.

 

Temporary Employment Procedures

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 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. 

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. Your job will be posted in the same fashion as SHRA regular positions. 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, you will contact them to confirm their start date and rate of pay. Inform them that they will need to complete their employment paperwork on or before their first day of employment, including Form I-9.

Form I-9, Employment Eligibility Verification, is required by the Department of Homeland Security for all employed within the U.S. Documents that establish both identity and employment authorization are presented with the form. Your new Temporary Employee will report to Human Resources to complete his/her 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.

Temporary Employment Authorization Form

  • Please complete the TEA form fully and return to Human Resources, 108A Phillips Hall.
  • To set up a job posting or complete an exemption request, please contact Samantha Randolph, ext 2357 or at srandolp@unca.edu

New Temporary Employee Forms

New temporary employees must fill out the following Human Resources forms:

The following Payroll forms must also be completed:

New temporary employees must also complete a complete the Federal Form I-9, which will require proof of identification, at the Office of Human Resources, 217 Phillips Hall. A list of acceptable identification can be found here. The most commonly used proofs of identification are a government issued photo ID (such as a driver’s license) and a Social Security Card. All temporary employees must present the original and unexpired documents; photocopies cannot be accepted. If presenting a Social Security Card, please keep in mind that some Social Security Cards should not be laminated (it is usually noted on the back of the card).

Late Timesheets and Payroll Requests

  • Please submit late timesheets to Barbara Biss in 120 Phillips Hall.
  • If a payroll request is needed for monthly temporary employees, you may find the request under Payroll Forms.