Employment Process for Temporary Employees Procedure - 63.02.05

College Policy Number/Title:

• 63.02     Recruitment and Selection

Hourly/Temporary Employees (Non-Exempt)

The Howard Community College process described in this section is to be used for non-exempt (hourly) temporary employees.

Prior to the date the employee is scheduled to start work, the supervisor must complete the hire a temporary/hourly employee electronic form on the college portal. This step is necessary when an employee is to start a new job or assignment, whether or not the employee works or worked in another department. The form is automatically sent to the office of human resources.

Prior to the date the employee is scheduled to start work, the employee must complete and deliver the following items to the office of human resources in person and in one complete package; department heads or supervisors must verify that this happens. An office of human resources staff member will give a brief orientation to the employee. A complete package includes:

1. Completed application (should be completed electronically via website);
2. Tax forms;
3. Confidential data sheet;
4. I-9 form – the employee must have the necessary documents needed to verify employment eligibility; the verification is completed in person by an office of human resources staff member;
5. Disability disclosure form (optional); and
6. Veteran status disclosure form.

The forms listed above do not need to be completed if the employee is already working in another department. However, completion of the hire a temporary/hourly electronic form is still required. Student hourly/temporary workers, even if they are in a work-study program, must complete a Howard Community College employment application form and confidential data sheet.

The office of human resources completes the hiring process and verifies that the hiring process and all legally required documents are complete. Payroll is then able to accept a completed time sheet.

The employee completes online time sheets, which the supervisor approves. When online capability is not possible, paper time sheets are acceptable. Time sheets are due to payroll by the third calendar day following the end of each pay period.

Time sheets received by payroll for employees who have not completed the hiring process will not be processed until hiring is complete.

Hourly/temporary employees are paid for hours worked from the 1st to the 15th of the month on the last day of the month and are paid for hours worked from the 16th to the 31st of the month on the 15th of the following month.

Temporary Employees On Contract

On occasion, employees may be paid through temporary contracts when work involves a short-term assignment only. These employees are paid a flat amount and do not submit timesheets to payroll. Whether an employee is exempt or non-exempt is prescribed by law and is not a choice of the employer. See procedure 63.03.01, Employment Definitions or consult the office of human resources for a determination of whether the status is exempt or non-exempt. Job duties and “deliverables” must be clearly specified in detail on the temporary contract.

Changes In Pay Rate

The college recognizes the need for cost-of-living increases to help counteract the effects of rising prices in the economy. A cost-of-living adjustment is an increase in pay or benefits that often depends on the rising cost of goods and services. Any cost-of-living adjustment is added to the employee’s base hourly rate and is contingent upon available resources.

Employee eligibility is as follows:

To change the pay rate for a particular hourly/temporary assignment outside of the adjustment cycle, supervisors must submit a list of revised duties through the wage change form, which is on the college portal. Changes in pay rate above $0.50 per hour will be reviewed by the director of human resources.

Effective Date: 07/01/23

President's Office Use: CHRO