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Office of Human Resources

Home » Business Affairs » Business Affairs Services » Human Resources » Managers/Supervisors Guides » Temporary Staff

Temporary Hires

To hire a temporary employee for a period less than than 4.5 months approved by the Office of Human Resources, the following steps must be completed:

Note: If the temporary hire is being employed is currently on an F-1 Visa and enrolled in one course of 3 credit hours or less, then that temporary hire may not work more than 50% effort = 20 hours per week. Hiring departments must secure this information from their hire once a verbal offer has been made. The 20 hours per week work requirement will then need to be reflected in the written offer of employment.

1	A PDAQ should be completed and successfully routed on each temporary hire prior to the hire's start date. This action can be initiated in the PV PAWS system as "New Position and Fill". The PIN should be indicated as "TEMP" on the Position Details page. The following should be listed on the Comments page of the PDAQ: Non-Exempt positions: Hourly rate the temporary employee is to be paid; Hours per week to be worked and the name of the temporary employee to be hired. Exempt positions: Monthly salary the temporary employee is to be paid; Hours per week to be worked and the name of the temporary employee to be hired.
2	The purpose and need for the temporary hire will need to be clearly stated on the "Justification" page of the PDAQ. The hiring department's respective Vice President, Senior Vice President for Business Affairs and the Office of Human Resources will use the details listed on the aforementioned page of the PDAQ to consider approval of the temporary hire. Note: The temporary employee will not be approved for hire by the Office of Human Resources until the PDAQ is fully routed and all approvals have been obtained.
3	Temporary hires should complete an online application using the “Create Application” link via the PV PATH Online Application System five (5) working days prior to the first day of work. Prospective temporary hire should print, sign and date the application and turn it in to the hiring department. There will not be a corresponding job posting for this type of hire.
4	Department should have submitted a completed Confidential Release Form five (5) to ten (10) working days prior to the effective hire date, to initiate a criminal background check. The prospective employee may not begin working until the results of the criminal background check have been finalized. The Confidential Release Form contains personally sensitive information. Please do not email or attach the Confidential Release Form to the EPA. The form may be delivered to the Office of Human Resources.
5	The following should be delivered to the Office of Human Resources as one package: Signed and dated application for employment. Completed Confidential Release Form
6	Letter of Offer should have been extended to the prospective temporary hire in accordance with the templates provided by the Office of Human Resources. All written offers of employment must be routed to the appropriate Vice President's office using the standard routing process.
7	The completed Faculty/Staff Email Account Request Form for the prospective employee should have been submitted to the Office of Human Resources upon written offer of employment being accepted.
8	EPA should be routed so that it is approved by the Office of Human Resources three working days prior to the temporary employee’s start date. Employee start dates are the 1^st and 15^th of each month. If the 1^st or 15^th is falls on the weekend, the employee may begin the following Monday. Approval of the EPA is contingent upon the successful completion of the above listed items 1-7.
9	New Employees are required to attend New Employee Orientation. Department will be notified by the Office of Human Resources via email that the new employee has been approved to attend New Employee Orientation.

EPA should be routed so that it is approved by the Office of Human Resources three (3) working days prior to the temporary employee’s start date.Approval of the EPA is contingent upon the successful completion of the above listed items 1-7. The EPA will not be approved by the Office of Human Resources unless the PDAQ for the temporary position has been approved by all necessary approvers via PV PAWS.

Note:

An EWR should be completed for temporary hires that will hold Non-Exempt positions.
An EBR should be completed for temporary hires that will hold Exempt positions. The Temporary Pin field on the EBR will need to be indicated as "Yes".
To determine whether a position is Exempt or Non-Exempt please reference Appendices A & B of the University's Compensation Plan.

New Employees are required to attend New Employee Orientation. Department will be notified by the Office of Human Resources via email that the new employee has been approved to attend New Employee Orientation. Please note that a prospective hire will not be approved to attend New Employee Orientation until the EPA has been approved by the Office of Human Resources.