Hiring a Temporary Employee (TES)

Temporary Employees (TES), while not *permanent, are employees.  The hiring process is still governed by the Office of Human Resources.  

Please note that there have been changes to the TES hiring process made effective 1/2020.  Please review the 12/20/19 email memo that outlines the specifics of these changes.

The Office of Human Resources has prepared the following guidelines to assist hiring managers and departments with locating pertinent information regarding the recruitment and hiring process of TES from position inception/approval through onboarding.

*TES Employees can work no more than 944 hours in a calendar year. 

There are two steps that must be completed before moving forward on the process of hiring a TES:

  1. Hiring Department must ensure that there is sufficient funding in their budget for any temporary employee hiring request. 
  2. Once funding is confirmed, the Hiring Department creates the TES job description/posting using provided job template and sends via email to the Talent Acquisition team in the Office of Human Resources. 
    1. The Office of Human Resources will review the job template and ensure that the hourly compensation rate is aligned with appropriate market rates and any contractual agreements.
  • When forwarding the job template via email to the Office of Human Resources, the Hiring Department must provide a list of employees who need access to the job applicants (if applicable). 
  • Upon receipt, the Office of Human Resources will post the position in HireTouch and an email notification will be sent to the Hiring Department.  
  • Hiring Department reviews applicants and changes statuses to the appropriate option (i.e. DNQ, Interview Scheduled).
  • All Interviews will be conducted by the Hiring Department.
  • Divisional Executive approval is required and should be sent to the Talent Acquisition team via email.
  • When a candidate is chosen for hire, the Hiring Department must inform the Talent Acquisition team via email.  This will begin the hiring process which includes an internet search, background check, and completion of onboarding forms. 
  • Hiring Department must also complete a TES form and send it to Payroll.

Part 1 - Once an offer of hire is accepted the new TES receives two emails:

  • The first email will welcome the new TES to Stockton University and includes the following two links:
    • Link #1: New TES is asked to log onto their HireTouch account to review and complete all of the onboarding documents, including payroll forms and acknowledgment of receipt of certain policies and procedures.
    • Link #2: New TES is asked to complete section 1 of the electronic I-9.
      • Hiring Department must verify section 2 of the new TES I-9 within three days of their start date.  The origination date must be sent to Payroll via email.
  • The second email will be sent from Stockton's background check vendor which includes a background check questionnaire.  This is the start of the background check process and must be completed by the new TES.

Part 2 - An email notification is sent to Payroll from HireTouch upon the completion of the background check and onboarding forms, which then initiates the Banner input process:

  • Workflow email is generated, creating the new TES email and portal access.
  • Payroll sends notification with the new TES Z# to the Hiring Department.
  • Hiring Department completes the TES  New Employee ID Card Request Form.

Hiring a Student Worker 

  • All student workers will also be required to apply online through Hiretouch; there is a generic student posting on the website for this purpose.  Divisional Executive approval is required and must be sent to the Talent Acquisition team via email.
  • Hiring Department must also complete a TES form and send it to Payroll.
  • Once the student is hired in the system, they will recieve a welcome email that includes the following two links: 
    • Link #1: New Student Worker is asked to log onto their HireTouch account to review and complete all of the onboarding documents, including payroll forms.
    • Link #2: New Student Worker is asked to complete section 1 of the electronic I-9.
      • Hiring Department must verify section 2 of the new TES I-9 within three days of their start date.  The origination date must be sent to Payroll via email.
  • An email notification is sent to Payroll from HireTouch upon the completion of onboarding forms.

Need Assistance?

  • Click here to view the full list of recruitment and hiring staff including notes on who can help you with what  
  • Or, call us at 609-652-4384
  • Or stop by our suite in J-115

We look forward to getting you what you need, answering your questions, and/or connecting you with the HR team member that can best help you.