Temporary Recruitment Authorizations

Once a temporary recruitment authorization (TRA) has been approved by the Vice President, Dean (where applicable), Human Resources (HR) and the Budget Office, a member of the HR team will reach out to discuss recruitment options. Below are several options for filling a TRA.

1. Conduct a search: At the request of hiring managers, HR can post the job opportunity on the New York Tech Jobs page. This will allow job applicants to view the job description and apply for the position. Managers will have access to review resumes, contact applicants and conduct interviews. Once an applicant has been identified, you must notify HR with the applicant’s name, email address, anticipated start date and hourly rate. HR will assist you in onboarding your new hire in preparation for their first day.
2. Referral Source: If you have an applicant through a referral source that would be a good fit for this position, you must provide their full name, email address, anticipated start date and hourly rate to HR. HR will reach out to the applicant to begin the onboarding process.
3. External Staffing Agency Support: At times, there may be an immediate need to fill a temporary position. If the need is urgent, HR can work with hiring managers to identify an applicant through an external staffing agency. HR has business relationships and contracts with several staffing agencies. Staffing agencies can provide HR and hiring managers with resumes of qualified individuals to fill the temporary role with contracted employees. Hiring Managers will review resumes, conduct interviews and select candidates. Once a candidate has been identified, please notify HR and we will work with the Staffing Agency on onboarding the new hire. Please keep in mind that individuals hired through staffing agencies are not considered employees of New York Tech, they are employees of the agency performing work for New York Tech in a contracted short-term capacity.

All temporary employees are required to complete new hire paperwork. No employee is permitted to begin work unless new hire paperwork has been completed and work authorization has been confirmed with the HR. When providing anticipated start dates to HR, it is imperative that you allow ample time for HR to onboard the new employee and to complete the USCIS Form I-9, otherwise delays will occur.

All new employees are onboarded through Human Resources New Hire Online Onboarding Portal. We encourage new employees to complete their onboarding forms prior to their start date to expedite the processing of their payroll and computer access.

Onboarding new employees and processing paperwork can take anywhere from three to five business days to conclude contingent on the new hire completing their onboarding tasks in a timely manner. If a new employee fails to complete their onboarding tasks prior to their start date, their start date will be delayed and they will not be permitted to start work.

USCIS Form I-9 requires proof of work authorization. The new hire will be required to present their acceptable Form I-9 work authorization documentation in-person to HR at the Long Island campus on or prior to their first day. If you need assistance with what constitutes acceptable Form I-9 identification, please contact HR at hr@nyit.edu.

All new employees are required to provide HR with proof of eligibility to work. All employees are required to have a social security number and acceptable work authorization documents before they are permitted to start.

The Computer Account Request Form must also be completed by the hiring manager and submitted to Information Technology Services directly after the new employee has completed all onboarding with HR. Once ITS has established a user account for the employee, they will email the hiring manager with the new hire’s username and temporary password to log into the desktop and access email and their my.NYIT Portal account. Access or system issues should be directed to the ITS Help Desk at nyit.edu/itshelp.

Once the employee has been given system access and has accessed the Self-Service Application, they should review How to Submit Electronic Timesheets (Weekly and Bi-Weekly/Part-time and Temporary Employees). Please Note: Hours worked must be entered in military hour format (for example: 09:30-12:30/13:30-17:00).

Temporary workers are required to complete weekly timesheets in a timely manner, and supervisors are required to review and approve those timesheets in a timely manner to ensure timesheets are submitted in accordance with applicable payroll deadlines. Temporary workers are non-exempt and are required to be paid their hourly rate for all hours worked through New York Tech’s Payroll system. Temporary workers are not permitted to be paid through a stipend at the end of their assignment.

If the temporary worker you have identified is a minor under the age of 18 years old, please note that in accordance with NYS law, minors 14-17 years old are required to present an employment certificate, also called working papers, in order to hold a job in New York State. This rule covers high school students. If the temporary worker hired is a high school student, please ensure they have applicable working papers.

Pursuant to the New York Tech Minors on Campus policy, all applicable faculty and academic staff, staff, students, volunteers or other personnel who could conceivably be alone with minors must have been subject to a criminal background check or sex offender registry check within the last three (3) years. New York Tech faculty and staff who run an online program for minors must successfully complete a criminal background check. For additional information please review the Minors on Campus policy. Please contact Human Resources for additional information on background checks or if you have any other questions.

If you intend to hire an active temporary part-time employee for a secondary temporary assignment, secondary assignment paperwork is required. This will include: Employment Notice, Approved Temporary Recruitment Authorization and Non-Exempt Employee Wage Rate and Overtime Form. Required forms can be found on the HR website under Employment Forms (log-in required).

Temporary recruitment authorizations should span over one fiscal year (July 1 – June 30). New TRAs should be submitted each fiscal year. At times, short term extensions on TRAs may be requested; requests for short-term extensions will be reviewed and approved by the HR and the Budget Office.