Hiring a New Temporary Employee

HIRE, CHANGE AND TERMINATE A TEMPORARY EMPLOYEE

 For use by DSA General Fund Units and University Unions  University Housing, University Health Service and Recreational Sports units should contact their HR Office for documentation requirements and procedures.

NOTE - All forms mentioned below are available at the following websites:  HRRIS Forms: http://www.hr.umich.edu/hrris/forms/allforms.html  Payroll Forms: http://www.finops.umich.edu/payroll/forms

Hire a UM Ann Arbor Student Employee To be employed at the University, U-M Ann Arbor students must complete an online Student Employment Application on the Wolverine Access Student Business page.  Employee completes Student Employment Application. . Go to: http://wolverineaccess.umich.edu/ . Under STUDENTS, click on STUDENT BUSINESS . LOGIN . Go to: JOB/BENEFIT INFORMATION . Click on: STUDENT EMPLOYMENT APPLICATION . Students with ACTIVE (Status = “A”) appointments within the University must:  Print off a copy of their “Student Information” page  Obtain “Releasing Department’s Signature” on the printout to show that their other employing department has been contacted. (or attach a copy of the email approval from the Releasing Department) . Notify Hiring Supervisor that the online application has been completed!  Hiring Supervisor MUST confirm that U-M Ann Arbor student has completed the online application. . Go to: http://wolverineaccess.umich.edu/ . Under Faculty & Staff, click on University Business . Under University Business, click on M-Pathways Student Administration & Human Resources Management System . Click on:  Workforce Administration  Job Information  Student Temporary Processing (Print off a copy of the “Student Information” page if Student hasn’t already)

1. Hiring Supervisor completes form 37001, “Temporary Appointment Change” http://hr.umich.edu/hrris/forms/pdfs/temporaryapptchng.pdf  Hiring department must complete Part 2, “Appointment Change Information” o Effective Date, Dept ID, Job Code, Job Code Title, Hourly Rate, Short Code.  Hiring Department completes Part 4, “Department Info, Remarks, and Authorization” o Contact Person information, Supervisor information, Remarks and Authorized Signature(s) and Dates, etc.

M: DSA HR Office/Human Resource Documents/Temp Hiring Procedure 1 08/01/2012 2. Employment Eligibility Verification (Federal Form I-9) http://hr.umich.edu/hrris/forms/pdfs/I-9.pdf Supervisor checks the “ALERTS” section of the Student Information page to confirm whether and I-9 is needed. I-9 Tutorial: http://hr.umich.edu/tutorials/I-9/index.html  Employee completes Section 1.  Hiring Department completes Section 2 and Certification section.

3. Upon employment, employee must complete Tax & Paycheck Distribution information. W-4 and Direct Deposit information should be submitted electronically through: o Wolverine Access o Student Business Or, go to the Payroll Office website for the following forms:  Federal W-4 http://www.irs.gov/pub/irs-pdf/fw4.pdf  Michigan W-4 http://michigan.gov/documents/mw4f_76761_7.pdf  Direct Deposit Authorization Form or U.S. Mail Authorization Form http://www.payroll.umich.edu/formreq.html

4. Send completed paperwork (with appropriate approval and signatures) to: DSA Finance and HR Office 2400 Michigan Union, 1308

Hire a UM Student Work-Study Employee 1. Department determines that their position and employee are eligible for Work-Study credit.  Employee completes Student Employment Application.  Go to: http://wolverineaccess.umich.edu/  Under STUDENTS, click on STUDENT BUSINESS  LOGIN  Go to: JOB/BENEFIT INFORMATION  Click on: STUDENT EMPLOYMENT APPLICATION  Students with ACTIVE (Status = “A”) appointments within the University must:  Print off a copy of their “Student Information” page  Obtain “Releasing Department’s Signature” on the printout to show that their other employing department has been contacted. (or attach a copy of the email approval from the Releasing Department)  Notify Hiring Supervisor that the online application has been completed!

 Hiring Supervisor MUST confirm that U-M Ann Arbor student has completed the online application.  Go to: http://wolverineaccess.umich.edu/  Under Faculty & Staff, click on University Business  Under University Business, click on M-Pathways Student Administration & Human Resources Management System  Click on:  Workforce Administration  Job Information  Student Temporary Processing (Print off a copy of the “Student Information” page if Student hasn’t already)

M: DSA HR Office/Human Resource Documents/Temp Hiring Procedure 2 08/01/2012  Hiring Supervisor completes form 37001, “Temporary Appointment Change” http://hr.umich.edu/hrris/forms/pdfs/temporaryapptchng.pdf  Hiring department must complete Part 2 , “Appointment Change Information” o Effective Date, Dept ID, Job Code, Job Code Title, Job Posting #, Hourly Rate, Short Code.  Hiring Department completes Part 4, “Department Info, Remarks, and Authorization” o Contact Person information, Supervisor information, Remarks and Authorized Signature(s) and Dates, etc.  Hiring Department confirms that U-M Student has been awarded Work Study o View in M-Pathways within Student Information, “Work-Study Information” section On the Appointment Change form: . Check “YES” for “Is this a Work Study approved position” . Include the Job Posting # for the Work Study position that was posted on the Student Employment website.  Hiring Department completes the Contact Person information, Supervisor information, Remarks and Authorized Signature(s), etc.

2. Employment Eligibility Verification (Federal Form I-9) http://hr.umich.edu/hrris/forms/pdfs/I-9.pdf Supervisor checks the “ALERTS” section of the Student Information page to confirm whether and I-9 is needed. I-9 Tutorial: http://hr.umich.edu/tutorials/I-9/index.html  Employee completes Section 1.  Hiring Department completes Section 2 and Certification section.

4. Send completed paperwork (with appropriate approval and signatures) to: DSA Finance and HR Office 2400 Michigan Union, 1308

NOTE:  Work-Study appointments are valid for only one academic year (September - April).  Work-Study appointments must be identified as such on form #37001, “Temporary Appointment Change” http://hr.umich.edu/hrris/forms/pdfs/temporaryapptchng.pdf  Units may access the U of M Student Employment website at: http://www.studentemployment.umich.edu/ o Important Dates: https://studentemployment.umich.edu/Cmx_Content.aspx?cpId=9 o Frequently Asked Questions: https://studentemployment.umich.edu/Cmx_Content.aspx? cpId=13 o Tips & Resources: https://studentemployment.umich.edu/Cmx_Content.aspx?cpId=8 M: DSA HR Office/Human Resource Documents/Temp Hiring Procedure 3 08/01/2012 Hire a Temporary Employee (Non-UM Ann Arbor Student Employee or Non-Student Employee)  A Job Req must be created in eRecruit by DSA HR.  The candidate must be registered in eRecruit.  The Department must fill the position through eRecruit.  Job Offer will be Contingent upon a successful background check

1. Department completes the DSA Job Requisition Approval form: http://www.umich.edu/~dsafinhr/hr-forms.html  Email the job description to your DSA Payroll Rep or [email protected]  DSA HR will create the Job Req/Job Posting  Once the candidate is selected: o Update the disposition of the candidate to “Interview” o Complete form 37001, “Temporary Appointment Change” http://hr.umich.edu/hrris/forms/pdfs/temporaryapptchng.pdf . Hiring department must complete Part 2 , “Appointment Change Information” Effective Date, Dept ID, Job Code, Job Code Title, Job Posting #, Hourly Rate, Short Code. . Hiring Department completes Part 4, “Department Info, Remarks, and Authorization” Contact Person information, Supervisor information, Remarks and Authorized Signature(s) and Dates, etc.  If candidate has other active UM appointments, department must email the Releasing Department for approval to hire the candidate.  Pleas attach a copy of the Releasing Department email approval.

2. Employment Eligibility Verification (Federal Form I-9),  I-9 Tutorial: http://hr.umich.edu/tutorials/I-9/index.html  I-9 form: http://hr.umich.edu/hrris/forms/pdfs/I-9.pdf  Employee completes Section 1.  Hiring Department completes Section 2 and Certification section.

3. Upon employment, employee must complete Tax & Paycheck Distribution forms: 4. Federal W-4 http://www.irs.gov/pub/irs-pdf/fw4.pdf 5. Michigan W-4 http://michigan.gov/documents/mw4f_76761_7.pdf 6. Direct Deposit Authorization Form or U.S. Mail Authorization Form: http://www.payroll.umich.edu/formreq.html 7. Posting information or ICHAT? 8. Send completed paperwork (with appropriate approval and signatures) to: DSA Finance and HR Office 2400 Michigan Union, 1308

CHANGE TEMPORARY APPOINTMENT INFORMATION

Same Short Code  Use form #37001, “Temporary Appointment Change” http://hr.umich.edu/hrris/forms/pdfs/temporaryapptchng.pdf

M: DSA HR Office/Human Resource Documents/Temp Hiring Procedure 4 08/01/2012 o Department completes Part 1, “Employee Information” . Employee Name, UM ID, Department, Date Prepared o Department completes Part 2, “Appointment Change Information” . List the data as it should appear AFTER the change (not as it currently appears) . The data may be the same as it exists today ONLY if you are requesting a change to the Work Study Effective Date

Additional Appointment (UM Student ONLY) (Employee is presently employed elsewhere at the U of M)  Department completes form 37001, “Temporary Appointment Change” http://hr.umich.edu/hrris/forms/pdfs/temporaryapptchng.pdf  Manager of “other” Department must sign appropriate documentation: o UM Student . Print off a copy of their “Student Information” page . Obtain “Releasing Department’s Signature” on the printout to show that their other employing department has been contacted. * If the existing appointment has ended, the “other” department should complete the Termination Information section (Part 3) on form 37001, “Temporary Appointment Change”  Hiring Department completes Part 2, “Appointment Change Information” o Effective Date, Dept ID, Job Code, Job Title, Hourly Rate, Short Code.  Hiring Department completes Part 4, “Department Info, Remarks and Authorization”  Send completed paperwork (with appropriate approval and signatures) to: DSA Finance and HR Office 2400 Michigan Union, 1308

TERMINATE A TEMPORARY EMPLOYEE APPOINTMENT (U-M STUDENT OR NON-STUDENT)

 Email the DSA Termination Spreadsheet Information to your appropriate DSA HR/Payroll Representative: o Employee Name o UM ID # o Employee Record # o Job Title o Department Name or ID # o Employee’s Last Day WORKED (they must WORK their last day) o Reason for Leaving (see list below) o Recommendation for Rehire o Additional Information Regarding the Reason for Termination  To avoid overpayment, APPROVE employee’s final Timesheet online prior to the employee’s last day worked

What to Do & Who to Notify  Send Termination information via email to: o Palmer Commons, Michigan League, Pierpont Commons, MUJO, Bert’s Cafe – Mina Ajam o University Unions, Michigan Union & University Club – Mandy Chedrick o General Fund Units – Shelli Aldrich-Reed, Mandy Chedrick, and Mina Ajam.  Approve Employee’s last timesheet online M: DSA HR Office/Human Resource Documents/Temp Hiring Procedure 5 08/01/2012 REASON FOR LEAVING (Select ONE)  Another Position Elsewhere  Appointment Completed  Appointment not Renewed  Career Opportunity  Deceased (include Date of Death)  Declined Appointment  Discharged (must provide additional explanation)  Dissatisfied with Salary  End of Recall Rights (from Layoff)  Expectations Not Met (unable to perform requirements of job duties)  Family Responsibility  Funds Exhausted  Future Plans Unknown (Resigned)  No Return from Leave of Absence  Probationary Period Discharge (must provide additional explanation)  Quit without Notice  Relocation  Retired  Returning to School  Schooling Completed  Suitable Job Declined  Transportation Difficulty  Work Schedule

M: DSA HR Office/Human Resource Documents/Temp Hiring Procedure 6 08/01/2012