Temporary Employee/Co-op/Per Diem/Stipend Hiring Workflow & How to Hire

Workflow

Temporary Employee/Co-op/Per Diem/Stipend Hiring Workflow [PDF]

How to Hire

Temporary Employee Definition

Full Time Temporary Employees (F/T Temp) can work for a maximum of 6 months (or up to 1,000 hours within any 12-month period) and work at least 40 hours per week. Part Time Temporary Employees (P/T Temp) can work for a maximum of 6 months (or up to 1,000 hours within any 12-month period) and work 20-39 hours per week.

Co-op Employee Definition

Co-op employees are non-exempt employees who work for a maximum of 6 months (or up to 1,000 hours within any 12-month period), work for 40 hours per week, and are approved by the SCDC.

Casual Employee Definition

Casual Employees can work a maximum of 19 hours per week and are scheduled to work on a regular basis.

Per Diem Employee Definition

Per Diem Employees are scheduled on an "as needed" basis and do not work a fixed schedule.

Secondary Stipend Definition

Secondary Stipends are paid to full time employees for additional duties assigned. These duties are above and beyond their current role. Stipends do not have set working hours and are paid once per month based on services assigned.

Important: HRIS will automatically calculate total hours for all temporary, per diem, and casual employees at Drexel University. If anyone in your department is at, or approaching, the hours limit (1,000 in one year, roughly 6 months of full-time employment), it is imperative that you address these issues immediately with your TA Consultant to manage risk for the University. Your TA Consultant will reach out to you before the temporary employee reaches 1,000 hours and proper notification will be sent to the employee at 1,000 hours.

The Process	Actions and Tips
Department selects employee	If you need assistance with recruiting a temporary employee, contact your TA Consultant to discuss options. If you are hiring a temp from an agency, please visit Requesting an Agency Temp [PDF] and contact your TA Consultant. Students cannot hold temporary/co-op and student positions at the same time as they are taxed differently. Your TA Consultant will reach out to you if they receive paperwork that could cause tax issues.
Department requests that employee complete new hire paperwork	All employees who have not been employed within one year, or are new to Drexel, need to complete a Drexel Temporary Employee/Co-op/Per Diem/Stipdent New Hire Packet [PDF]. If this employee will be working in California, please contact your TA Consultant. Either prior to, or within the first 3 days of, employment at Drexel University, employees must present acceptable documentation of their identity as well as proof of US citizenship or alien status with authorization to work in the United States. Their employment will be contingent upon them meeting this requirement. Please see the list of acceptable I-9 documents [PDF]. I-9 must be verified in person. I-9 training can be provided by HR. For more information, please contact your TA Consultant or log in to Career Pathway through the Employees tab on DrexelOne for available I-9 training dates. IMPORTANT If your potential employee is not a US citizen, they need to contact ISSS a minimum of two weeks prior to their start date to obtain the proper work authorization. All new hires who are not US citizens or Permanent Resident Aliens of the United States are required to complete the International Tax Notification Sheet [PDF], which can be obtained from the Tax Office. Once completed, it should be submitted to the Tax Office or your TA Consultant. Once the form has been received by the Tax Office, the employee will receive an email with instructions on how to complete the Glacier Nonresident Alien Tax Compliance System requirements. Once the employee has been entered into the Glacier system, the Tax Office will provide HR with a GOAINTL form, which indicates that the employee is authorized to work in the US as a non-citizen. In order to be entered into the Payroll system, all employees must have a social security number. International employees must provide Human Resources with a receipt of their social security number application prior to their first day of employment. Keep in mind that the Social Security Administration requires that non-citizens be present in the United States for at least ten consecutive days before they apply for their social security number. Once the social security number is received (typically approximately 4 weeks later), the employee must bring their documentation to the Human Resources and Tax Offices. Please contact your TA Consultant with any questions.
Department completes Authorization to Hire form and submits with new hire paperwork to Director/Budget Admin for approval	Authorization to Hire form [PDF]
Director/Budget Admin approves and submits form to Research or Provost/VP/SVP or HR for approval	If position is Research/Grant funded it will need to be approved by Research. If position is part of the Provost Office roll up or the compensation is over $1000 the Authorization to Hire must be approved by the Provost's Office.
Research or Provost/VP/SVP, if necessary, will approve and submit to HR
HR's front desk will log in paperwork for tracking	Upon receipt, the HR front desk will time/date stamp the paperwork and distribute to Compensation within 1 business day.
Compensation reviews and approves	After receiving the Authorization to Hire form, Compensation will review and either approve/send to Talent Acquisition or communicate with the department within 1 business day.
Talent Acquisition reviews and approves	After receiving the Authorization to Hire form, Talent Acquisition ensures that all paperwork has been completed properly and will either approve/send to HRIS or communicate with the department within 1 business day.
HRIS reviews, approves, and enters into Banner	After receiving the Authorization to Hire form, HRIS will verify position numbers, funding availability, labor distribution, and either enter the form into Banner or communicate any issues to the originator within 2 business days.
Employee hired	Employees can pick up their computer accounts through the Computer Accounts Management Service. Within 5 business days of HR receipt, the employee is active and can now see job information in the Employees tab in DrexelOne. Hours worked can be submitted, if applicable. If paperwork is received after payroll deadlines, first paychecks will be received on the following pay date. If paperwork is not received prior to start dates, paychecks will be delayed. A payroll resolution form may need to be submitted. For payroll information, please visit the Payroll Schedule on the Comptroller's website.