Short-Term Temporary / Casual Employment Form

Policy

First, be sure to determine whether your casual or temporary employeeneeds a background check, based on the University policy titled Employment of Temporary and Casual Personnel. Once you are familiar with this policy, consult the Short-Term Casual and Temporary Hiring Guide, available on the web in the Hiring section of the HR Manager Toolkit.

Important Note: No one selected for a full-time instructional orresearch appointment may be given an offer, start to work, or be paidprior to receiving clearance (per Faculty Handbook, Chapters 3 and 4).These individuals are not eligible for Casual employment:

• Students holding an appointment as a student officer
• Individuals who will be appointed as faculty, officers of research or officers of the libraries
• Individuals doing research must be appointed as officers of research; use the Nomination Form

Process

Hiring Casuals

Complete a Casual/Temporary Employment Form and have the Casual complete a Casual Employment Agreement. All new employees must also complete a W-4, I-9, and Tax Form IT 2104 or IT 2104E. Aliens must also submit a Visa Designation and, if appropriate, a Tax Treaty Claim Form 8233 and Statement.

For Morningside: Send all of the required documentation to the HRPC. (The HRPC must receive the documentation within 72 hours of employment.)

For Medical Center: Send all of the requireddocumentation to the Human Resources Office, Black Building 112. Oncethe casual hire has been approved, the HR Office will forward thedocumentation to the HRPC. (The HRPC must receive the documentationwithin 72 hours of employment.)

Regular Employment

If a casual employee is hired into aregular position within you department, you must submit a PAF to putthe employee into the regular position. Note: Be sure to select the correct Salary Type on the PAF (change it from NAHRLY to either NAANNL or CNTRCT).

Terminating Casuals

When a Casual leaves your department, you must submit a PAF toterminate them. Please submit the Termination PAF as quickly aspossible, as this will remove the person from your FFE list, therebymaking your records more accurate if the person is rehired by anotherdepartment.

Terminating 10 or more casuals at one time: If youterminate 10 or more Casuals at one time, please print the DepartmentTime Entry Form from Manager Self Service and enter “Terminate” and thetermination date next to each employee as appropriate. Then, sign andmail the form to the HRPC.

Casual/Temporary Employment Form and Casual Agreement Forms:

Casual Employment Form (PDF/Word)

Casual Employment Agreement (PDF/Word)

W-4, I-9, Tax Forms IT 2104 and IT2104E, Tax Treaty Claim Form 8233:

Located on the Treasurer and Controller Web Site at www.columbia.edu/cu/controller/forms/forms.html.

Other Required Documents:

Casual’s resumé.

Action/Reason Codes for Short-Term Temporary/Casual Employment

Required Steps & Field Descriptions

Step 1 – Position

[Position Type]: Check to appropriate value, Support Staff Level or Officer of Administration Level.

Position Number

Hours/Week

Hourly Rate $

Start Date

End Date

Roles and Duties

Step 2 – Casual Employee Information

Last Name, First Name

Employee ID

Social Security Number

Sex

Ethnicity

Date of Birth

Marital Status

Home Address

Department

Department #

Check Sequence Code

Work Address

Work Phone

Highest Educational Level

If a Student at Columbia…

Family Members at Columbia

Step 3 – Worksite Information

Will any of the following be present at the worksite

Step 4 – For Medical Center Only

Will the casual employee…

Step 5 – Authorizations

Supervisor, DAF, Approver Names, Titles, and Phones

Exercises

Exercise 1
Sample Completed Casual Form (PDF)
Sample Completed Casual Agreement (PDF)

Scenario:

• Position Level: Support Staff
• Start Date: March 1, 2005
• End Date: June 30, 2005
• Roles and Duties: Reorganizing files, shredding documents, preparing Welcome Program packages.
• Hours per week: 19
• Hourly Rate: $12.50
• Name: Dora Vasquez
• Social Security Number: 123-45-6789
• Sex: Female
• Ethnicity: Hispanic
• Date of Birth: April 2, 1982
• Home Address: 171 Fort Washington Ave., Apt. 42, New York, NY 10027
• Home Phone: (347) 123-9867
• Department: Psychiatry
• Department Number: 572
• Work Address: 1050 Riverside Drive
• Work Phone: 543-555-1212
• Highest Educational Level: High School
• Student Status: Not a student
• Relatives at Columbia: James Vasquez, in Neurology
• Agents present at worksite: None
• Special circumstances at Medical Center: None
• Authorizations: Required