Hire Temps or Casuals (not students) Human Resources Data Services at Stanford

revised 3/082 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 There are approximately 2,000 temps and casuals at any given time at Stanford 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

revised 3/083 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

revised 3/084 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 Position e.g., 9150 Temp 1 Temp 2 Temp 3 Temp 4 Temp 5

revised 3/085 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

revised 3/086 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 Kronos because Kronos requires a value in the field Change the STF Service Date when temp or casual are hired to a benefit eligible position.

revised 3/087 STF Service Date

revised 3/088 PeopleSoft System Steps Web Forms originator does Hire Web From Web Forms Approver approves 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 Concurrent Job action If Hiring a Temp or Casual into a Regular (benefits- eligible) position, see the rehire job aid.

revised 3/089 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 Use Tickler Panel to track Temp period end date Be sure to change Work Assignment Dept

revised 3/0810 Add or Move to Another Contingent Job Many Stanford employees work at more than one job Use Add Concurrent Job in PS Always use the lowest job record # that is available Recycle terminated job records Use the rehire web form