2.1.1 Temporary Employees

Policy Section: Employment

Policy Number and Title: 2.1.1 Temporary Employees (Formerly Casual Employees)
Applicable to: All Temporary Employees
Effective Date: November 2013

Responsible Executive : Lianne Sullivan-Crowley, Vice President for Human Resources

Responsible Office: Office of Human Resources
 
Contacts: hr@princeton.edu, 8-3300
 
Last Update: July 1, 2004

Policy Description

Princeton University department managers may hire individuals on a short-term limited basis provided they have available funding. All temporary employees must be supervised by a regular-status University employee and paid in accordance with approved standard pay rates (refer to the Time Collection System or the HR salary structures).
 
This Temporary Employee policy, including the posting requirement, does not apply to Princeton University undergraduate or graduate students.

Definitions

Casual Hourly Employee
These individuals fill jobs that are nonexempt in nature. They are paid hourly on the University’s biweekly payroll through the Time Collection System.
Short-Term Professional Employee
These individuals fill jobs that are exempt in nature. They are paid a salary on the University’s monthly payroll.
Agency Temporary Employee
These individuals are hired and paid by an employment agency under contract to Princeton University. Work can be exempt or nonexempt. Pay rates are based on the work performed within pre-negotiated salary ranges.
Hiring managers are expected to utilize the services of firms that are approved by and have contracts with the University. These firms fulfill certain legal or regulatory compliance requirements. Also, favorable rates and terms have been negotiated by the University. Hiring managers can refer to a list of approved employment agencies available on the HR website.
Regular Status Employee
These individuals fill regular or term benefits-eligible full- or part-time budgeted positions. They are not casual hourly or short-term professional employees, agency temporary employees, students, consultants or independent contractors.
Categories of Casual Hourly or Short-Term Professional Employees
Variable
Individuals whose schedule will vary day-to-day and/or week-to-week.
Seasonal
Individuals who are hired to work for less than five months, normally for less than a semester, or during the summer. The schedule can be either full-time or part-time.
On-Call
Individuals who are part of a pool of people who are engaged for the purpose of being called in to work at a moment’s notice to cover for someone. These situations apply to casual hourly positions only, must be approved by HR in advance and are viewed as extremely limited.
Other
Individuals hired whose schedule does not fall into one of the above categories, e.g., a full- or part-time employee who has a regular work schedule for six months.
1-Year or 12-Month Period
The 12-month period, i.e., anniversary year, is a one-year period beginning on the date employment commences. For example, the anniversary year for a casual employee who was first hired on April 1, 2013, would be April 1, 2013, to March 31, 2014. This measurement period is used to determine retirement plan eligibility.

Roles & Responsibilities

Hiring Managers
When hiring casual hourly and short-term professional employees, hiring managers are responsible for:
  • Securing the necessary funding to pay for the salary and benefits.
  • Determining the appropriate classification of the temporary employee and setting an appropriate pay rate.
  • Completing and submitting the appropriate forms accurately and timely.
  • Ensuring the new employees come to HR within their first three days of employment to complete the new hire paperwork and informing them of appropriate policies and regulations.
  • Documenting that duty time accurately reflects the average work effort of the short-term professional employee; providing updates to HR regarding any monthly duty time changes that occur.
  • Ensuring time is accurately reported and by the payroll deadline.
  • If the job is included in the Background Check Program and/or requires a Post-Offer Pre-Employment Screening (POPES), ensuring they have been completed successfully.
  • Because Princeton University is a federal contractor, department managers should post all casual hourly and short-term professional positions of three or more days duration with the New Jersey Department of Labor and Workforce Development. Contact the Staffing Team  at 8-3301 to obtain Princeton’s login information.  As appropriate, managers may also post these positions on the Jobs at Princeton site.
When hiring agency temporary employees, hiring managers are responsible for:
  • Securing the necessary funding to pay for the agency and/or related charges.
  • Contacting the agency directly with the job specifications and applicable pay rate; reviewing and paying agency invoices.
  • Arranging with HR for a temporary identification card and/or parking, as applicable.
  • Approving time sheets on a timely basis.
Human Resources
As an employee approaches five months of employment, HR will review the employee’s expected continuation of employment with the hiring manager to ensure proper classification.
 
For casual hourly and short-term professional employees, HR staff members are responsible for:
  • Reviewing forms, following up with departments or employees as needed.
  • Verifying employment eligibility, i.e., Form I-9; collecting new hire forms as applicable; and issuing temporary identification cards.
  • Monitoring eligibility for medical benefits and for contributions to the retirement plan, i.e., 1,000-hour rule.
For agency temporary employees, HR staff members are responsible for:
  • Assisting departments, ensuring that needs are met, as needed.
  • Working directly with the agencies to assist with special needs.
  • Collaborating with the Office of Finance and Treasury on contractual matters.
Purchasing
The Purchasing Department in the Office of Finance and Treasury negotiates contracts with external temporary employment agencies.
Temporary Employees
All temporary employees, regardless of whether they are a casual hourly, short-term professional or agency employee, are expected to:
  • Complete the necessary paperwork to be employed.
  • Comply with all University policies and regulations.
  • Contact the manager if hours worked consistently differ from the duty time for which they are scheduled.

Procedures

Completing Casual Hourly Forms
When department managers hire or rehire casual hourly employees, they are required to complete the Casual Hourly Form and record, as accurately as possible, the anticipated number of hours worked per week and a realistic termination date. Refer to the Termination section below.
Completing Short-Term Professional Forms
When department managers hire or rehire short-term professional employees, they are required to complete the Short-Term Professional Form and record, as accurately as possible, the anticipated duty time worked per month and a realistic termination date. Refer to the Termination section below.
Termination
Casual hourly employees who have not been paid for four weeks or more will be terminated. Short-term professional employees who have not been paid for one month or more will be terminated. On-call employees who have not been paid for three months or more will be terminated. HR will contact the department prior to transacting the termination.
Background Checks
Certain temporary positions, such as camp counselors, require background checks and are normally completed before extending an offer of employment. For more information, contact the Staffing Team at 8-3301.
Post-Offer Pre-employment Physical Exams (POPES)
Temporary employees working 500 or more hours annually in a position identified as physically demanding must complete the POPES examination and be found capable to complete the hiring process. For more information, contact the Staffing Team at 8-3301.
Automated
E-mail Notifications
Automated workflow notifications will be generated from the PeopleSoft HR system to the departmental workflow manager for casual hourly and short-term professional employees as follows:
  • At the time of hire to confirm the dates of hire and termination
  • Thirty days prior to the termination date
  • Two weeks prior to the termination date
Managers can send HR a revised casual hourly or short-term professional form, as applicable, to update termination dates if they change. Workflow notifications will be generated to confirm the transaction.
University Retirees
Effective January 1, 2014, University retirees may not be rehired onto the University payroll as casual hourly or short-term professional employees based on their eligibility for retiree benefits. However, retirees may be hired into regular benefits-eligible positions and/or through a temporary employment agency. Managers should contact their senior human resources manager if they have questions or need assistance.
Hiring Members of the Same Family
The employment within the same department normally is prohibited for individuals of the same family or for those who have a personal relationship, including temporary employees. For more information, refer to policy 2.1.1 Employment of Members of the Same Family or Household and 5.2.2 Nepotism and Personal Relationships in the Workplace.

Benefits

Medical Plan Eligibility
Patient Protection & Affordable Care Act (PPACA)
Effective January 1, 2015, temporary employees who qualify as full-time employees in accordance with the federal PPACA regulations may become eligible to enroll in a medical plan that meets the minimum essential coverage (MEC) requirements of the PPACA.
Retirement Plan Eligibility
Counting the Number of Hours Federal law requires that an employee who has more than one year of service must be eligible to participate in the employer’s pension plan. A year of service is a 12-month computation period in which 1,000 or more hours of service are completed.
Counting the Number of Hours for the Retirement Plan
Princeton University is required by federal regulation to determine whether any employee is eligible to receive contributions to the retirement plan. For casual hourly employees, the actual hours worked are counted through the Time Collection System.
 
For short-term professional employees, the University utilizes a government equivalency rule that credits 45 hours of service for each week in which an employee spends any amount of time working at Princeton.

Related Documents & Forms

Casual Hourly
Short-Term Professional
STP Duty Time Calculator www.princeton.edu/hr/hrforms/STPDutyTimeEstimator.xlsx
Agency Temporary Employees
 
 
 
 

Update Log

 

Contacts

Office of Human Resources
(609) 258-3300