Temporary Staff Hiring

Managers and supervisors, who wish to hire temporary ‘non-student’ employees, must initiate a Create Job Requisition business process in Workday.

For support relating to student hiring, managers should contact the Office of Student Employment (OSE). 

Within Workday, temporary positions fall within the Job Management staffing model.  The Job Management model is used exclusively for temporary positions with one or multiple ‘seats’ designated for short-term assignments.  Examples are adjunct instructors and temporary staff. 

Once a job requisition is approved in Workday, the HR recruiter will contact the hiring manager to review the job posting.  Approved job postings will be finalized in iCIMS and posted on New York Tech’s Career Opportunities Page. HR will also discuss the recruitment options listed below with the manager.   

  1. Conduct a search: Once a job is posted, job applicants may view and apply directly to the position. Managers have access to review resumes in iCIMS, directly contact applicants, and conduct interviews. Once a finalist has been identified and has accepted, the manager will notify HR of the applicant’s name, email address, anticipated start date and hourly rate. HR will facilitate the hiring and onboarding in preparation for the new hire’s first day of employment.
  2. Referral Source: If an applicant is through a referral source, the applicant should apply directly to the position in iCIMS. Then, the manager must provide their full name, email address, anticipated start date and hourly rate to HR. HR will facilitate hiring and onboarding the new hire in preparation for their first day.
  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.

Once the Workday hiring business process is completed, a Workday account is created for the temporary employee and onboarding tasks are initiated.  All tasks must be completed.

When establishing start dates, it is imperative the hiring manager build in ample time, between three to five business days, to allow for the new employee to fully complete their onboarding as well as the USCIS Form I-9 verification.

USCIS Form I-9 requires proof of work authorization. All new employees are required to present their acceptable Form I-9 work authorization documentation in-person to HR or a New York Tech authorized representative 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.

Having successful and fully completed onboarding will ensure that the employee’s payroll and computer access are established for the anticipated start date.

No employee is permitted to begin work unless their onboarding tasks have been completed and work authorization has been confirmed by HR. If an employee fails to complete their onboarding tasks prior to their start date or complete their I-9 verification, their start date will be delayed, and they will not be permitted to start work.  

Once the Workday hiring business process is completed, a Workday account is established for the new employee. With the account in place, the employee may begin to submit their weekly time sheets. 

Temporary workers are required to complete weekly timesheets in a timely manner, and supervisors will review and approve those timesheets 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. As per the Staff Stipend Policy, temporary workers are not permitted to be paid through a stipend at the end of their assignment. 

For additional time sheet support, New York Tech offers additional support via the Workday Training Time Off and Attendance Job Aids for this topic as well as others.

The new employee receives an ITS Welcome Email sent to their personal email account notifying them that their NYIT account and email have been  created. Access or system issues should be directed to the ITS Help Desk.

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 or contact Human Resources if you have any specific questions.

In accordance with the Staff Holding Second Assignments policy, temporary staff in good standing with their primary position are permitted to hold more than one additional non-exempt temporary assignment, provided that the total hours for all assignments do not exceed 20 hours per week. 

If a manager intends to hire an active temporary part-time employee for a secondary temporary assignment, they will submit this request in Workday as an Add Job business process.

Related Resources and Support: