Hiring
temporary employees through outside vendors
New
procedures in effect for hiring temporary personnel through
outside vendors
Effective
February 1, 2005, only vendors who have contracted
with the University of Georgia may supply temporary staffing
personnel to University departments. Information regarding
approved vendors, contract provisions, and applicable forms
is available on this site. The terms of this contract apply
to both on and off main campus locations. (Information technology
positions are exempt from this contract requirement.)
NOTE: Contract applies only
to employees hired through outside agencies.
University of Georgia departments may fill temporary staffing
requirements in several ways other than through outside
agencies covered by contract. To review more information
regarding alternative temporary staffing options at UGA,
visit the UGA
Human Resources Employment Department temporary staffing
site.
Contract provisions
Temporary staffing personnel hired through outside
agencies:
- Can
only be hired through approved
vendors after invoking the UGA contract
using the temporary
agency staffing authorization form
- Are
employed by the vendor and covered by the vendor's applicable
benefits packages (including worker's compensation)
- Complete
a special temporary
staffing time sheet
- Are
paid by the vendor (the vendor is paid by the UGA department
contracting for services via a check request)
- Can
be continued for indefinite periods of time as needed
and funding is available
- May
not operate state vehicles in the performance of their
duties
- May
be discontinued at any time without the right of appeal
In the event none of the approved vendors is able to meet
your temporary staffing need, please contact the Procurement
Office department manager to review your options.
Process
for hiring temporary staffing personnel through outside
vendors
Once a temporary staffing need is recognized, the
UGA departmental representative should:
- Determine
the applicant specifications needed.
- Contact
approved
vendors to determine their ability to meet your requirements
and to compare fees.
- Contact
your business officer or department head to confirm
availability of funds for vendor payments for the anticipated
contract period.
- Arrange with the vendor your preferred method of
selecting applicants (vendor selects first available
with skills needed; you interview qualified candidates,
etc.)
- Complete
and sign the temporary
agency staffing authorization form
and fax it to the selected approved vendor.
(Note: Approved vendors will be reflected in the "drop
down box" on the form. Only approved vendors may be
used.)
- Receive
from the vendor the signed temporary
agency staffing authorization form prior
to utilizing any services of temporary employees provided
by the temporary staffing agency.
- Give a copy of the temporary
agency staffing authorization form to
your business officer.
- On a weekly basis, complete the UGA temporary
staffing time sheet and
submit to the vendor by fax or mail. Do not use time
sheets provided by the vendor. Only UGA approved time
sheets are permitted. (Note: The work week runs from
Monday through Sunday. If the employee will work no
hours on Saturday and Sunday, send the form to the vendor
on Friday.)
- When you receive an invoice, verify amount and prepare
a University check request authorizing payment. Attach
a copy of the completed temporary
agency staffing authorization form to
each check request submitted for vendor payment for
the contracted individual's service for the entire contract
period. (Note: P-card purchases are not permitted.)
- Forward the check request through the usual University
approval process in a timely manner. The contract requires
UGA to make payments on a net 30 basis upon receipt
of a properly executed invoice from the vendor.
Should you elect to hire the temporary individual for a
permanent position, you should not be assessed any charges
or penalty fees by the vendor as stipulated by the contract.
Because
temporary employees often must make special arrangements
(child care, etc.) to report to work, departments are encouraged
to utilize temporary staff members for a minimum of four
hours per day. Please clearly communicate with the temporary
staff member regarding working hours.
When the contract period ends, it is not necessary to complete
and maintain on file the exit
checklist for temporary employees hired through an agency,
although you may want to review it as a reminder of some
exit processes that may apply.
Which
vendors have signed contracts?
View
a complete list of approved vendors.
How can I learn more about
other ways to meet temporary staffing needs?
- The
UGA Employment Department does not post temporary positions;
however, an application
for classified temporary employment is available
for departments who wish to directly hire temporary
staff.
- To
post a student temporary position through the UGA Career
Center, review the posting
instructions.
- For
additional information regarding posting positions,
contact the UGA Employment Department at 706-542-2222
or employ@uga.edu.
How can I learn more about about the UGA temporary staffing
agency contract?
