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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) are non-exempt employees who work 40 hours per week. Part Time Temporary Employees (P/T Temp) are non-exempt employee who work 20-39 hours per week.

Co-op Employee Definition

Co-op employees are non-exempt employees who 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: Talent Acquisition and HRIS will automatically calculate total hours for all temporary, per diem, and casual employees at Drexel University. If any temporary, per diem, and casual employee in your department is at, or approaching, 700, 900 and 1000 hours, your TA Consultant will reach out to the employee and Supervisor with notifications regarding eligibility to participate in a 403(b) Retirement Plan according to government law ERISA.

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.

Tip 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.

Tip I-9 must be verified in person. 

If the finalist is not a U.S. citizen or permanent resident, they are considered a foreign national and must be directed to the Office of International Students and Scholars Services (ISSS) to begin the foreign national employee hiring process.  ISSS can be reached by phone at 215.895.2502 and/or via email at isss@drexel.edu.

Once an offer is made, the required documents must be submitted to ISSS.  Any foreign national that requires an H-1B or J-1 visa to work should fill out the required documents and submit them to ISSS.  ISSS requires 2-3 months processing time for documents.

All foreign nationals are required to complete the International Student/Employee Notification Sheet and return it to the Tax Office or the relevant Talent Acquisition Consultant in Human Resources.  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.  For more information, please contact Donna Vickers in the Tax Office at donna.v.vickers@drexel.edu. 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. 

To be entered into the Payroll system, all employees must have a social security number.  Foreign nationals must provide HR with a receipt of their social security number application prior to their first day of employment.  Keep in mind that the Social Security Administration (SSA) suggests that foreign nationals be present in the U.S. for at least ten consecutive days before applying for a social security number.  The typical wait time for receiving a social security card is 4 weeks from the date the application is submitted to SSA.  Once the card is received the employee must bring the original card to HR and the Tax Office.  Please contact your Talent Acquisition Consultant with any questions.

Completion of Form I-9

Drexel is required to complete a Form I-9 to document verification of the identity and employment authorization of all new employees.  U.S. Citizenship and Immigration Services requires each employee to complete Section 1 of Form I-9 by their first day of employment, but not before accepting a job offer.  Section 2 of Form I-9 must be completed by Drexel within three business days of the employee’s first day of employment.  To complete Section 2 specific documents that verify identity and employment authorization must be presented by the employee (Form I-9 and Instructions).  The documents must be the original and must be reviewed in-person in Human Resources.  Authorized representatives (e.g., Notary Public) may also complete Section 2 on behalf of Drexel for employees working in remote locations away from Drexel’s campuses.  For more information about completing Form I-9, please contact Monée Pressley in HR at mnp56@drexel.edu or the relevant Talent Acquisition Consultant.

Reverification of Employment Authorization Using Form I-9

A reverification of employment authorization is required prior to the expiration date of the current authorization.  The Tax Office will send an email to the employee, with specific instructions, prior to the expiration of their current employment authorization.  Human Resources will send an email notification to the employee with the subject “Employment Authorization/Updating Form I-9.”  The email includes specific instructions for the employee to follow within two weeks from the date of the email.  For more information regarding the reverification process, please contact Eva Wilson in HR at emw322@drexel.edu.

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.

Tip 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.