PURPOSE:  To explain TTC's hiring process for temporary classified employees. 

TTC hires the most qualified temporary employees in the most efficient and cost effective manner.

IDENTIFICATION OF NEED FOR TEMPORARY CLASSIFIED EMPLOYEES

1. The College uses two processes for filling temporary classified positions: (a) temporary classified contract, and (b) temporary employment agency hires.
   
   
2. The manager must first determine which of the two processes will better suit the needs of the department/division.
   
   If one or more of the following situations applies, using a temporary classified contract would likely be the better choice:   

• The assignment is likely to be of some duration--i.e., months rather than weeks.
  
• There is adequate time to advertise and interview.
  
• The position requires specialized skills not commonly available through agencies.
  
• The position requires substantial training/orientation.
  
• The continuity of the person placed in the position is important.
  
• The manager has identified a well-qualified non-agency prospect. 
  
  

If one or more of the following situations applies, a temporary employment agency would likely be the better choice:

• The need is short term.
  
• The position needs to be filled quickly.
  
• Employee turnover would not create significant problems.
  
• Little or no training is required for the job.
  
• Specific skills commonly provided by agency personnel are required.
  
• No specific candidate has been identified for the short-term job.
  
• A known, competent individual is available through the agency.
  

PROCESS FOR FILLING A POSITION THROUGH TEMPORARY CONTRACT

The Human Resources office staff is prepared to assist in the recruitment and selection of a suitable temporary contract employee. If the manager desires Human Resources' assistance, he/she should notify the Employment Manager of the temporary contract position to be filled by email. The message should specify qualifications desired, necessary hours per day, hourly rate of pay, starting date, and approximate length of assignment. Temporary contracts should not exceed six months.  Contracts for longer than six months require prior written approval of the President.

Once the manager has identified an appropriate candidate for the temporary employment contract, the following are required:

1. Completion of a Temporary Employment Agreement (T3-20).
   
2. Completion of the following forms: I-9, W-4, Request for Secondary Employment AND Acknowledge of Conditions and Provisions of Dual Employment (If Applicable).  Authorization Agreement for Direct Deposit and either the South Carolina State Retirement System Enrollment or the South Carolina State Retirement System Non-Election form.
   
3. Completion by supervisor of  the OSHA Compliance form.
   
4. Provide temporary employee with details on the schedule for issuing paychecks as stated on the Temporary Employment Agreement.
   
5. The hiring manager or designee obtains employee signature/date on all required documents.
   
6. The hiring manager or designee obtains manager/supervisor's and vice president's signatures/dates on Temporary Employment Agreement.
   
7. The hiring manager or designee forwards package to Human Resources staff for processing.

PROCESS FOR FILLING A POSITION THROUGH USE OF A TEMPORARY EMPLOYMENT AGENCY

A list of South Carolina state contract temporary employment agency vendors is available on the South Carolina Materials Management website:  http://www.mmo.sc.gov/.  This is a multi vendor contract list.  The contract lists the minimum pay rates for each job classification as well as the percentage markup for each vendor.  To use the contract:

    1.  The hiring manager

• reviews the positions and job descriptions available on the state contract to determine which job description is appropriate for his or her need.
• reviews the temporary employment services minimum pay rate per hour for the classification chosen.  This is the amount that the temporary employee will be paid.
• chooses  vendor from the list of providers for the Charleston area.  The vendor mark up is the percentage to be added to the minimum pay rate.
• contacts the chosen employment agency directly to make arrangements for temporary personnel.  If the employment agency can provide a temporary worker, the manager enters a requisition, prior to the beginning date of the service, which includes the following information.
  
  - Name of temporary employee to be hired
  - Period of time employee will be hired
  - Total number of hours
  - Pay rate and position title
  - Name of supervisor
  - Location where temporary employee will be working

2.  If the contractor chosen cannot provide a temporary employee, the manager contacts another agency from the list.

3.  If none of the listed agencies can provide a temporary employee, the manager enters a requisitions for specific
     requirements and contacts the Procurement Department staff.  The Procurement Department staff then makes the  
     procurement in accordance with the South Carolina Procurement Code.

4.  The Procurement Department staff will issue an order to the agency.  If at any point during the contractual 
      process there is a need to change the purchase order, the manager notifies the Procurement Department 
      staff via electronic mail.  Changes may include, but are not limited to the following:  period of time to be 
      worked and the individual chosen.

5.  The Accounts Payable Department  staff will compare the temporary employee time cards with the purchase order  
      and pay the appropriate invoices.  If there are discrepancies between the purchase order and the invoice,    
      the Accounts Payable Department staff contacts the manager to discuss resolution of discrepancies prior to
       making payment to the agency.
       

Updated February 23, 2010
Updated June 13, 2011