How to Hire a Temporary Employee

STEP 1: Think about the duties that are required and the time-frame that this person will be working for you. Guidelines for hiring temporary employees can be found in the Temporary Employee & Paid Non-Employee Manual (PDF).

STEP 2: Complete the Temporary Hire Request Web Form. This should be completed for any requests related to a new or existing temporary employee including: new hires, term extensions, pay rate changes, and funding changes. All requests are reviewed by Rose Feenan at the beginning of each week. You will receive an emailed approval (or questions) upon review.

STEP 3: Draft the offer letter. Letters are drafted by RSENR HR using the appropriate letter templates, which can be located on the HRS Website. You will receive an emailed draft of the letter, which should be reviewed for accuracy and signed by the hiring supervisor. If any copy or formatting edits are needed, please confirm the changes with Sarah prior to sharing the final letter copy with the employee. All letters should be saved as PDFs.

STEP 4: Complete hiring paperwork.

1. Employee Information Form (PDF) - This should be completed by the employee and sent to RSENR HR along with the signed offer letter.
2. I-9 Form (PDF) (see below if a foreign national or remote hire)

   Page 1 of the I-9 must be completed by the employee on or before the first day of employment. The identification verification on page 2 of the form must  be completed within three business days following the first day of employment. This form requires the new hire to present themselves and original identification (as outlined in the form’s instruction pages), to be viewed by a UVM Certified I-9 preparer (Sarah Warren - Aiken 314, Kathleen Wells-Aiken 312J and HRS - Waterman 228). You may not use copies of identification forms; they must be originals.
   
   EMPLOYEES MUST NOT BEGIN WORKING UNTIL A VALID I9 FORM HAS BEEN VERIFIED.

3. W4 - Completed by Payroll once employee record is active.
4. W4 -VT, if the employee wants a different amount withheld for Vermont State taxes.
5. COVID-19 Vaccination Reporting - All new employees must upload proof of vaccination (first two doses) in PeopleSoft or request an exemption (PDF) per the University's COVID-19 Vaccine Policy (PDF). An in-depth How To Guide (PDF) is available for guidance. If you have any questions, please contact the central HRS Office at: HRSInfo@uvm.edu.

STEP 5:  The forms will be processed in accordance with the Payroll Schedule.  (The 4th column labeled Temp & Kronos Payroll Forms Due)  

STEP 6: An informational email will be sent to the new employee and the supervisor with: Payroll combo code, Netid activation, Time reporting, Time approval, Mandatory Direct Deposit and additional helpful infomation. 

Note: For Faculty Only — A delegate form (PDF) can be completed to authorize someone other than the supervisor to approve hours worked.

Foreign Nationals and Remote Hires: 

Form I-9 for Foreign Employees:  Employees visiting from foreign countries must visit Human Resource Services in the Waterman Building, Room 228, to have their I-9 Form completed.

Form I-9 Remote Hires:  If the employee will work remotely and is unable to present themselves to a UVM I-9 certified preparer, please refer to the University’s Operating Procedures for I-9.

The employee will need to:

1. Complete and sign page one of the I-9 Form (PDF). This must be done within the time frames outlined in Step 3.
2. Complete the Univeristy of Vermont Remote Hire Notice Form (PDF). The Employee Information section needs to be completed and provided to Sarah to sign as Department Contact Signature.
3. Return both forms and a copy of their identification to Sarah Warren via email or secure file transfer.

Detailed instructions are available by request. Please reach out directly to Sarah Warren at: RubensteinHR@uvm.edu.

Telework Request: If the employee will be working remotely full or part-time, they must review the University Telework Policy (PDF) and University Operating Procedure (PDF) and submit a Telework Request in PeopleSoft.

Out-of-State Work Form: The University has registrations in many, but not all states, so any work outside of Vermont requires pre-approval from the Dean and TaxAdministration.  If the employee has been approved to work outside of Vermont, they must complete an Out-of-State Work Form (PDF) in PeopleSoft.  The purpose of this is to ensure compliance with State Payroll Income Tax Reporting, Unemployment Insurance, and Worker’s Compensation Insurance.

For questions, please contact Sarah at RubensteinHR@uvm.edu, ph: 802-656-9089.