Non-Student Temporary Employment Process
Human Resource Services (HRS) will assist departments in filling temporary employment needs when the following circumstances occur:
- Temporary absences of regular employees due to vacation or leaves.
- During the recruitment of vacant positions.
- When additional help is needed during peak or seasonal time periods, and on special projects.
Where to Start
To initiate the temporary hiring process, hiring managers may contact HRS- Employment Group for assistance in identifying specific skills and desired qualifications to help determine the appropriate need. HRS will provide the hiring manager log in information to access the online temporary applications.
Please Note: Temporary positions should not exceed twelve (12) consecutive months.
Decision to Hire (Step-by-Step Process)
Once the hiring department has decided on a candidate for hire, the department must complete and submit the Non-Student Temporary Employment Authorization Form (pdf - 479KB) to HRS.
Please note that the form must contain the appropriate signatures along with the following information:
- Indicate whether the authorization is for a new employee or a renewal
- Indicate whether computer access is needed
- Employee full name
- Last four (4) digits of the Social Security Number
- Home Department name
- Home Department Org number (represents the hiring department)
- Check Distribution number (represents the department to which the employee’s check is delivered)
- Time Sheet Org number (department responsible for the employee’s time sheet)
- Budget Code – FOAP (Fund, Org, Account, Program)
- Period of time to be employed (cannot be employed for more than one (1) year without a 31 day break in service)
- Give a brief description of work
- Submit the authorization form to Human Resource Services through the following channels (in order):
- Department Head
- Vice Chancellor
- Controller
Please note: These signatures confirm availability of funds and approval to hire a temporary employee.
Completion of New Hire Forms
The new employee must complete the Employment Eligibility Verification Form (I-9) (pdf - 157.67KB) and other necessary forms to ensure that they receive a paycheck, parking, and an email address in a timely manner. View New Employee forms. These forms may be completed in the Human Resource Services (HRS) or by the hiring department and received in Human Resource Services within three (3) days of employment.
Entrance into Banner System
Once all paperwork has been received in HRS the new employee will be entered into the Banner payroll system and a Banner number will be issued. A copy of the authorization, with all signatures obtained, will be faxed to payroll and a copy mailed back to the hiring department.
Length of Employment
Temporary employees cannot work more than 12 months for the University. Individuals must be terminated after 12 months of employment and cannot be rehired by the University, in any department, for at least 31 calendar days. A Separation Notice (pdf - 271KB) must be completed at the end of each 31 day period and a new authorization must be received before the employee is re-hired. A separation notice must also be submitted as soon as the Temporary Employee leaves employment for any reason, either voluntary or involuntary.
Payroll Information
Temporary employees are paid bi-weekly, (on the 15th and the last working day of the month), on an hourly basis and are required to document their hours.
All paychecks will be sent to the department, unless the employee chooses to participate in the Direct Deposit program (pdf - 593KB).
For additional information regarding temporary employment, please contact Cindy Harper, harperce@appstate.edu, at (828) 262-6487.
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