Temporary Staff (Tech Temps)

Temporary staff classifications include three assignment types:

Long-term Assignments:

Long term assignments are those defined as lasting for a period longer than 6 months and up to one year or positions that will be working 50% time or more.

Short-term Assignments: 
  1. Assignments working between 50-100% time for a period of 6 months or less
  2. Assignments that will be working 49% time or less for a period of up to one year or 1,300 hours, whichever comes first.
Non-USG Student Tech Temp Assignments:

A student currently enrolled in a high school or a college/university outside of the USG. High school students must be a minimum of 16 years of age and working during a recognized school break. Non-USG students will be classified as a Tech Temps. Positions must be posted via Taleo for a minimum of three business days.

Long-term Tech Temp Assignment

Long term assignments are those defined as lasting for a period longer than 6 months and up to one year or positions that will be working 50% time or more.

  • All tech temp assignments falling into this category MUST be posted via Taleo
  • This individual will work between 0-100% time and is permitted to work up to the allowable ACA limits of 1,300 hours or 12 consecutive months, whichever comes first.

Form required

Position Request Form (if the salary is being paid out of state funds)

Process

  • The HR Contact will create a requisition via Taleo and proceed the same as you would for a classified posting. The only difference in the process for Tech Temps is that an offer letter will not be provided to the department. Please list Heather Brooks as the Recruiter.
  • Background Forms should be faxed to 404-894-1235 to initiate the pre-employment screening process.
    • NOTE: Per Georgia Tech Policy, the candidate cannot begin working until after they have successfully completed the pre-employment screening process
  • The department will be notified via email of the background results:
    • If the candidate successfully passes the pre-employment screening, an email will be sent to the department requesting confirmation of pertinent information (hire date, term date, GTID, etc) and will advise that the candidate is to come to GTHR to complete the new hire paperwork.
    • If the candidate fails the pre-employment screening, the Talent Management Consultant will reach out to the departmental HR contact to ask if they plan to make an offer to another applicant in the current pool or if they would like to repost the position.
  • On the first day of employment, the candidate will complete the new hire paperwork at the GTHR Customer Service Center
  • The Talent Management Consultant will generate the PSF within 48 hours of receipt of the new hire paperwork and email a copy to the requestor/ HR Contact.

 

Short-Term Tech Temp Assignments

There are two (2) options for hiring a short-term Tech Temp:

  • Candidate Pre-Identified
  • Candidate Unidentified

See the details of each below.

Candidate Pre-Identified

Department has already identified a candidate to hire as a tech temp for a short term assignment.

  • This individual will work 0-49% time - permitted to work up to the allowable ACA limits of 1,300 hours or 12 consecutive months, whichever comes first.
  • This individual will work 50-100% time - permitted to work up to 6 months only. If an extension is required the position must be posted in Taleo for a minimum of 5 business days.

NOTE: If there is a possibility that an assignment working 50% time or more may last longer than 6 months, the position should be posted via Taleo, not initiated via a paper request.

Forms required

  • Tech Temp Packet: (1) The Tech Temp Job Order Request Form (must have a departmental authorizing signature) (2) Job Description (attach the JCCS job description if using a JCCS job title, otherwise include the information on the Job Order Request Form) (3) Candidate’s Resume (4) Position Request Form (if the salary is being paid out of state funds) (5) Background Investigation Department Request Form
    • ​​If using a JCCS job title: Write "see attached" under the Work Duties and Required Education sections on the Job Order Request Form AND attach a copy of the job description from OHR's website with the packet
    • If the job is not defined by JCCS, complete both the Work Duties and Required Education fields on the Job Order Request Form (be sure to include at least 3 work duties)

All required forms can be found under the Hiring section on the Forms Page. Please note that incomplete requests will be returned to the department for completion. The candidate must complete background forms listed below and fax them to 404-894-1235.

  • Background Screening Process Checklist
  • Background and Education Information Form
  • Background Disclosure Authorization Form

Background forms contain personal and confidential information and should not be shared electronically.

Process

  • Please ensure that the departmental/ HR forms (listed above) are provided in the Tech Temp packet and sent directly to Heather Brooks (Talent Management Consultant) via email at recruit@ohr.gatech.edu. Background Forms should be faxed to 404-894-1235. Once the packet is reviewed for accuracy and completion, the forms will be sent to Diane Keith to initiate the pre-employment screening process.
    • NOTE: Per Georgia Tech Policy, the candidate cannot begin working until after they have successfully completed the pre-employment screening process
  • The department will be notified via email of the background results:
    • If the candidate successfully passes the pre-employment screening, an email will be sent to the department requesting confirmation of pertinent information (hire date, term date, GTID, etc.) and will advise that the candidate is to come to GTHR to complete the new hire paperwork.
    • If the candidate fails the pre-employment screening, the Talent Management Consultant will reach out to the HR Contact to ask if they plan to make an offer to another applicant in the current pool or if they would like to repost the position.
  • On the first day of employment, the candidate will complete the new hire paperwork at the GTHR Customer Service Center
  • The Talent Management Consultant will generate the PSF within 48 hours of receipt of the new hire paperwork and email a copy to the requestor/ HR Contact

Candidate Unidentified

Department needs to hire a tech temp for a short term assignment and has not identified a potential candidate.

This individual will work between 0-100% time and is permitted to work up to the allowable ACA limits of 1,300 hours or 12 consecutive months, whichever comes first.

Forms required

Position Request Form (if the salary is being paid out of state funds)

Process

  • The HR Contact will create a requisition via Taleo and proceed the same as you would for a classified posting. The only difference in the process for Tech Temps is that an offer letter will not be provided to the department. Please list Heather Brooks as the Recruiter.
  • Background Forms should be faxed to 404-894-1235 to initiate the pre-employment screening process.
    • NOTE: Per Georgia Tech Policy, the candidate cannot begin working until after they have successfully completed the pre-employment screening process
  • The department will be notified via email of the background results:
    • If the candidate successfully passes the pre-employment screening, an email will be sent to the department requesting confirmation of pertinent information (hire date, term date, GTID, etc) and will advise that the candidate is to come to OHR to complete the new hire paperwork.
    • If the candidate fails the pre-employment screening, the Talent Management Consultant will reach out to the departmental HR contact to ask if they plan to make an offer to another applicant in the current pool or if they would like to repost the position.
  • On the first day of employment, the candidate will complete the new hire paperwork at the GTHR Customer Service Center.
  • The Talent Management Consultant will generate the PSF within 48 hours of receipt of the new hire paperwork and email a copy to the requestor/ HR Contact.

Additional Resources for Temporary Staff (Tech Temps)

Use the jump links below to view additional details.

 
Post Hire Transactions

Effective 05/01/2014, Georgia Tech Human Resources Tech Temp Talent Consultant, Heather Brooks, will process all PSF’s for Tech Temps except pay rate changes and title changes. The Work Department PSF Originator is responsible for initiating pay rate change and title change, PSF’s and listing Heather Brooks as the final approver. The Work Department PSF originator must select Heather Brooks as the final approver for all PSFs related to Tech Temps (including transfers from temp to regular and terminations).

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Tech Temp Extension Process

If the Hiring Department wants to extend a Tech Temp employment for continuous employment of 6 months or longer at 50% time, the department should send an email requesting and justifying the appointment extension to the Office of Human Resources Tech Temp Talent Consultant, Heather Brooks at recruit@ohr.gatech.edu.

If requesting to extend a short term assignment past the initial 6 month period, the position must be posted via Taleo for 5 business days. The Hiring Department is responsible for creating the requisition and selecting Heather Brooks as the Recruiter.

The Hiring Department should allot a minimum of 7-10 business days for the candidate to move through the recruiting process to avoid a break in employment for the Tech Temp. Requests received after the initial Tech Temp assignment has ended will result in a break in employment, as the candidate is not permitted to work during the posting/ recruiting period.

If the request is approved, Talent Acquisition notifies the department that the request is approved and generates the PSF.

NOTE: A 26-week break in employment is required for Tech Temp employees working: 1,300 hours within 12 consecutive months OR 12 consecutive months, whichever comes first.

Once the Hiring Department is notified that an extension was not approved, the department must advise the Tech Temp employee of the termination and request them to complete:

Exit Checklist

Georgia Defined Contribution Refund Form (The refund includes employee contributions, plus interest.)  

NOTE: The terminated Tech Temp should bring the above documents and final timesheet to the Office of Human Resources on their last day of employment. 

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Transferring a Tech Temp Employee into a Research Faculty or Post Doctoral Position
  • The Work Department must complete a PSF using TTR (Temporary to Regular) action code.
  • Include a note in the PSF comments section stating: “Conversion to research faculty position” or “Conversion or post-doctoral position”.
  • The Work Department must list Heather Brooks as an approver and Alexandrea Council as the final approver.

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Transferring a Tech Temp Employee into a Regular Classified Position
  • The Hiring Department should complete a PSF using TTR (Temporary to Regular) action code.
  • Include a note in the PSF comments section stating: “Conversion to classified position”.
  • The Work Department must list Heather Brooks as the final approver.
  • Email Heather Brooks (recruit@ohr.gatech.edu) to communicate the transfer for record retention purposes. 

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Affordable Care Act

Per ACA guidelines, a temporary employee may not exceed a total of 1,300 hours worked in a 12-consecutive month period. The 1,300 hours can be accumulated in any combination during the 12 month period. Once a temporary employee has worked 1,300 hours or has been employed for 12 consecutive months, whichever comes first, the temporary employee must have a break in service of 26 weeks. Employment applies across all USG institutions. If a temporary employee is needed beyond the 1,300 hours, they must be moved to a regular employee status. (http://www.usg.edu/hr/manual/employee_categories)

It is the responsibility of the hiring department to keep track of the hours temporary employees work and ensure that we are in compliance with the new ACA guidelines.

Additional information about ACA guidelines and how temporary employees are impacted can be found by visiting The Board of Regents via http://www.usg.edu/hr/manual/employee_categories or Georgia Tech - Office of Human Resources via http://ohr.gatech.edu/aca.

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Background Policy 

All successful candidates must be able to pass a background check. Our process and practice is for Tech Temps to undergo the same pre-employment screenings as those required for regular staff employment.

Georgia Tech Policy states that the candidate cannot begin working until after they have successfully completed the pre-employment screening process

Per Policy No: 8.1, the Institute will perform background investigations on regular full time and part-time new hires and rehires, as well as temporary, non-student hires. Offers of employment shall be conditional pending the result of the Background Investigation.

An investigation may be comprised of one or more of the following checks:

  • Criminal History Search – includes social security number trace (to verify identity), a federal and state criminal history search, a multi-state sex offender search, and an OFAC watch list scan (used to find name matches with multiple state and federal terrorist watch list databases)
  • Academic/Education Credentials Confirmation – A confirmation of academic/education credentials (highest degree obtained) will be required for all faculty and classified positions which require a post-secondary education degree
  • Credit History – A credit history check is required for positions of trust or those with access to or responsibility for money/cash and/or a Purchase Card
  • Driving History Search – Positions requiring a valid driver’s license will require a driving history search and review of the applicant’s motor vehicle report
  • Substance Abuse Screening – Safety sensitive positions will require a pre-employment substance abuse screening (see HR Policy 5.6)

 Please visit http://www.policylibrary.gatech.edu/pre-employment-screening to obtain GT's background and credit policy.

To review the Georgia Tech Background Screening Process and access the required pre-employment screening forms, please visit http://ohr.gatech.edu/screening.

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