2. Agency Temps
Agency Temps: Managed Service Program (MSP) Overview
Why use the Managed Service Program (MSP) to staff a short-term position?
Using the Online Temporary Staffing System (TAMS-Talent Acquisition Management Solution)
Which agency should we choose?
What are the rules?
What happens if I want to hire a temporary as a Columbia employee?
Do agency temps get benefits?
What is the payment procedure?
Agency Temps: Managed Service Program (MSP) Overview
Columbia University has established an in-house team to manage the temporary agencies we use University-wide. By logging on to the myColumbia portal, you can request and hire temporary staff from a broad pool of experienced workers who have been pre-screened to meet the particular needs of your school or department. Our team can also tailor a hiring program to your specific needs.
You can speak in person to a representative of the Columbia University Temporary Staffing Office (CUTSO) at (212) 851-1414 to request a temp, receive technical assistance, or address any issues or concerns you may have with the process. We look forward to working with you.
Using the Online Temporary Staffing System (TAMS-Talent Acquisition Management Solution)
To use TAMS system:
- Go to the myColumbia portal page.
- Log in, using your UNI and password.
- Click on the “Administration” tab.
- Under the “Tools” heading on the upper right corner of the page, click on “Columbia Temporary Staffing".
Why use the Managed Service Program (MSP) to staff a short-term position?
Like a short-term casual, an agency temp is generally hired for a special project or as a short-term replacement. The rules and limitations that apply to casuals also apply to agency temps. Schools and departments do not pay fringe on an agency temp, and participating agencies have contractually agreed to a universal rate card that has been pre-negotiated by the University in an effort to leverage our collective spending power.
There are other benefits to using the Columbia University Temporary Staffing Office (CUTSO) including the following:
- We serve as a single point of contact for all your temporary staffing needs. We manage the temporary staffing agencies on your behalf. With one call to our team, we will handle all the details of selecting an agency and obtaining a competitive rate for your school or department.
- We ensure all our temporary staffing agencies comply with applicable employment laws and University policies, including:
– Taxation regulations
– I-9
– Worker’s Compensation and other insurance
– Screening and reference checks
– “560 rule” monitoring - Our online timekeeping and billing system TAMS (Talent Acquisition Management Solution) is an easy-to-use solution for timekeeping entry and approval for your hiring managers. The system also provides "560 rule" monitoring, consolidated billing and budget tracking to your school or department at the end of each month.
An agency may be helpful if you don't already have a candidate in mind. The CUTSO can help in the recruitment process by providing a pool of pre-screened candidates with specific skills and areas of specialization, often from vendors that you are already familiar with or have worked with in the past.
Which agency should we choose?
Our team can assist you with agency selection. After a competitive bidding process, a number of agencies were selected by our team to provide services to the Columbia community. For a full list of selected agencies, please contact the CUTSO at (212) 851-1414 or at tempstaffing@columbia.edu.
What are the rules?
Agency temps are subject to the same 560-hour limit within a 12-month period that applies to short-term casuals. Although the TAMS system automatically tracks and monitors the number of hours agency temps work across the entire University, each department and school is responsible for complying with the rule. If you are requesting a temp who has already used up a portion of the 560 hours, you will be notified in advance so you can make an informed decision based on your needs at the time.
On a case-by-case basis, temporary assignment extensions can be granted by HR Employment & Client Services. However, if a school or department needs to employ a worker beyond 560 hours, they must create a position that will be captured on the regular payroll, either in a temporary employee status or in a full-time position. Regular University posting and administrative monitoring procedures apply to officer positions of more than 12 months and to support staff positions of more than 4 months.
What happens if I want to hire a temporary as a Columbia employee?
If a department wishes to hire a temporary associate either full-time or part-time as a Columbia employee, the temporary service agencies under contract with Columbia will release an employee at no charge after eight (8) weeks. To ensure that no fee is charged in these instances, the CUTSO should be notified of the intent to hire prior to an offer being extended and/or when the request is initially made.
Do agency temps get benefits?
Agency temps are not eligible for University benefits, but may receive benefits through their agencies. Note that if an agency temp is hired as a regular or temporary University employee, the period as an agency temp does not count toward CU benefits eligibility.
What is the payment procedure?
Temps who are hired from employment agencies are treated as the employee of that agency, and are paid by the agency and not by the University. The FAS accounts of participating schools and departments are automatically billed monthly in order to make payments directly to the agency, which is responsible for paying the salary (and any benefits) of the temporary employee. You have the ability to reconcile your account(s) as needed by logging onto the TAMS portal and pulling up detail on your temp usage, expenses, hours, and vendors used.