STANFORD
UNIVERSITY
Hire Temps or Casuals
(not students)
Human Resources Data Services
About Temps and Casuals
 Temporary and casual workers are referred to as
“contingent” workers
 Temps and casuals are not “regular employees”
 Temps and casuals are not benefits-eligible
 No requisition is required to hire them
 Records must be maintained for temps and casuals as
vigilantly as they are for regular employees: they are a
large part of Stanford’s workforce
 Terminate promptly
revised 07/09
2
Temps and Casuals: Definitions
 Temporary employees are appointed for up to six
consecutive months at any percentage of time. If
duties are technical, maintenance, or service duties,
appointment is for up to four consecutive months at
any percentage of time.
 Casual employees are appointed at less than half-time
for up to six consecutive months or longer. If duties
are technical, maintenance, or service duties,
appointment may be less than half time for four
consecutive months or longer.
 From Administrative Guide Memo 23.1, sections 9
and 10, at http://adminguide.stanford.edu/23_1.pdf
revised 07/09
3
Contingents Share Positions
 Many Temps share a single position
 Many Casuals share a single position
 Therefore, information about the unique individual is
entered on the Job record
Temp 1
Temp 2
revised 07/09
Temp 5
Temp Position
e.g., 9150
Temp 3
Temp 4
4
BVZZ and Work Assignment Dept
 All PS HRMS users have access to the org of BVZZ in
order to see all temp and casual records, since they
frequently move around to various departments to
work
 The Work Assignment Dept defaults to this
“virtual org” of BVZZ and must be change to a true
organization code
revised 07/09
5
STF Service Date
For Temps & Casuals: PS sets to
“01/01/1901” when Service Date is blank
– Temps and Casuals don’t have real Service Dates
– 01/01/1901 represents a non-valid Service Date
– PeopleSoft passes 01/01/1901 to Axess Timecard
because Axess Timecard requires a value in the
field
– Change the STF Service Date when temp or casual
are hired to a benefit-eligible position.
revised 07/09
6
STF Service Date
revised 07/09
7
PeopleSoft System Steps
 Web Forms Originator create the Hire Web From
 Web Forms Approver approves it through Workflow
 Web Forms Expert User loads it in PeopleSoft
– If brand new contingent (not in PS) use Hire Action
– If an existing contingent employee adds or moves to another
contingent position, use the Add Employment Instance
action
– If Hiring a Temp or Casual into a Regular (benefits-eligible)
position, see the Rehire job aid.
revised 07/09
8
Hiring New Temps and Casuals
 Make sure key data is correct before entering
 Personal data is entered at same time as hire data
 Enter the correct Classification Group and
Responsibility Level
 Enter the Reports To Field in the STF Remarks tab
 Use Tickler Panel to track Temp period end date
 Be sure to change Work Assignment Dept
revised 07/09
9
Add or Move to Another
Contingent Job
 Many Stanford contingent employees work at more
than one job
– Remember to change the Empl Record number field if
employee is adding an additional job to reflect the
appropriate Empl record
 Use Add Employment Instance when loading in
PeopleSoft
 Always use the lowest job record # that is available
– Recycle terminated job records
– Use the Rehire web form
revised 07/09
10