Hire Temps or Casuals (not students)

1. Hire Temps or Casuals (not students) Human Resources Data Services

2. About Temps and Casuals • Temporary and casual workers are referred to as “contingent” workers • Temps and casuals are not “regular employees” • Temps and casuals are not benefits-eligible • No requisition is required to hire them • Records must be maintained for temps and casuals as vigilantly as they are for regular employees: they are a large part of Stanford’s workforce • Terminate promptly

3. Temps and Casuals: Definitions • Temporary employees are appointed for up to six consecutive months at any percentage of time. If duties are technical, maintenance, or service duties, appointment is for up to four consecutive months at any percentage of time. • Casual employees are appointed at less than half-time for up to six consecutive months or longer. If duties are technical, maintenance, or service duties, appointment may be less than half time for four consecutive months or longer. • From Administrative Guide Memo 23.1, sections 9 and 10, at http://adminguide.stanford.edu/23_1.pdf

4. Contingents Share Positions • Many Temps share a single position • Many Casuals share a single position • Therefore, information about the unique individual is entered on the Job record Temp 5 Temp 1 Temp Position e.g., 9150 Temp 2 Temp 4 Temp 3

5. BVZZ and Work Assignment Dept • All PS HRMS users have access to the org of BVZZ in order to see all temp and casual records, since they frequently move around to various departments to work • The Work Assignment Dept defaults to this “virtual org” of BVZZ and must be change to a true organization code

6. STF Service Date • For Temps & Casuals: PS sets to “01/01/1901” when Service Date is blank • Temps and Casuals don’t have real Service Dates • 01/01/1901 represents a non-valid Service Date • PeopleSoft passes 01/01/1901 to Axess Timecard because Axess Timecard requires a value in the field • Change the STF Service Date when temp or casual are hired to a benefit-eligible position.

7. STF Service Date

8. PeopleSoft System Steps • Web Forms Originator create the Hire Web From • Web Forms Approver approves it through Workflow • Web Forms Expert User loads it in PeopleSoft • If brand new contingent (not in PS) use Hire Action • If an existing contingent employee adds or moves to another contingent position, use the Add Employment Instance action • If Hiring a Temp or Casual into a Regular (benefits-eligible) position, see the Rehire job aid.

9. Hiring New Temps and Casuals • Make sure key data is correct before entering • Personal data is entered at same time as hire data • Enter the correct Classification Group and Responsibility Level • Enter the Reports To Field in the STF Remarks tab • Use Tickler Panel to track Temp period end date • Be sure to change Work Assignment Dept

10. Add or Move to Another Contingent Job • Many Stanford contingent employees work at more than one job • Remember to change the Empl Record number field if employee is adding an additional job to reflect the appropriate Empl record • Use Add Employment Instance when loading in PeopleSoft • Always use the lowest job record # that is available • Recycle terminated job records • Use the Rehire web form