Stanford School of Medicine
Department of Medicine Resource Guide (DOMRG)–

Temporary, Casual, and Student Employees

Temporary — Employees appointed for up to 6 consecutive months at any percentage of time. If duties are technical, maintenance, or service duties, employees may be appointed for up to 4 consecutive months at any percentage of time. Temporary employees are not staff benefits eligible. (Admin Guide)

Casual — Employees appointed less than 50% for 6 consecutive months or longer. If duties are technical, maintenance, or service duties, employees may be appointed less than 50% for 4 consecutive months or longer. Casual employees are not staff benefits eligible. (Admin Guide)

Student — Employees who are registered Stanford students have "student" status excepting those whose employment is totally independent of and unrelated to their Stanford student role. Student employees are not staff benefits eligible. (Admin Guide)

Contingent Employee Policies and Procedures

Below are some useful links that can provide you with Stanford's HR policies and procedures for your Temporary, Casual, and Student Employees.

Workflow Guidance

Click on the personnel action below for specific DOM guidance and procedure. If you do not see your issue addressed, have a question, or see that information is missing from the steps below, please email us at .

Create/ Update a Position
The School of Medicine has a list of pre-coded position numbers used specifically for these types or hires. If you need help identifying the right position number for your hire review the Temp and Casual Compensation and Classification Matrix or email DOM HR .
Commonly used contingent Job Codes:
  • Casual Non-Exempt: 8945
  • Student (Undergrad): 9100
  • Student (Federal Workstudy): 9110
  • Temporary: 9150

Links:

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Fill a Vacancy/Create a Requisition
Requisitions are not created for Temps, Casuals and Students.

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Hire the Candidate
1. Complete a Hire Web Form. Once approved, it will be loaded and the Empl ID will be e-mailed to the Originator.

2. For your Department File: 3. Request a SUNet ID for the employee, if applicable.

4. Create Labor Schedule in Oracle.

5. Email an FYI notice of the new hire to your Kronos Administrator, if applicable.

6. Send the following documents to Payroll MC 6112:

Links:

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Update Personal Data
1. Refer the employee to Stanford.You to change their personal information. Such as:
  • Name
  • Address
  • Phone Number
  • Mail Code
  • Email Address
  • Business Title

2. If it is not possible for the employee to do so (ie. recently terminated employee who needs to change address), send an email with your request.

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Change Pay/FTE without hanging the Position Number

Complete this process if employee is not changing positions but is changing the number of hours worked or has a change in salary.

1. The change should be approved by the Division Manager.

2. E-mail DOM HR with a request to change employee's pay rate.

3. Once all approvals are gathered, complete an Employment Update Web Form.

Job Aids

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Job Reclassification

Temporary, Casual and Student employee positions are not reclassified.

If you anticipate that the appointment needs to be extended or changed to a fixed term or regular staff appointment, please email DOM HR with the request to create a new position, along with the completed Position Summary.

Note:

  • Temporary appointments can only last at a maximum of 6 months; you may need to consider hiring employee as regular or fixed-term
  • Casual employees may not work over 20 hours or over per week
  • Undergraduate student employees may work up to 40 hrs/week, but are encouraged to limit their hours so that they may devote sufficient attention to their studies. Therefore, jobs should not require more than 15 hours per week (Admin Guide 24)

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Paying a Supplemental Pay

If a one time payment needs to be paid to a contingent employee (ie. for missed hours in previous pay period, retro pay, etc.), create a Supplemental Pay Web Form.

Note:

  • Use Earn Code "RTH" for contingent employee retro pay or salary
  • Earn Start Date and Earn End Date should be the dates you want the Supp Pay to be paid out (retro dates should NEVER be used)
  • Be careful that your Earn Dates do not cross over more than one pay period (unless you are setting up a recurring pay over a certain time period)
  • If you are paying more than than one supp pay with the same Earn Code in the same pay period, make sure the Sequence #s are different and you use different Earn Start Dates within the same pay period.
  • Historical Edits must be made in KRONOS to reflect any retro hours payment.

Job Aids

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Leave of Absence

Temporary, Casual and Student employees are not leave eligible.

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Layoff/Termination

1. If needed, contact DOM HR to determine next step based on the employee's current status.

2. Complete the termination webform in Peoplesoft.

  • If employee is being rehired into a benefits eligible position, complete the termination webform, noting the effective date of rehire.

3. Pick up and deliver the final paycheck to the employee.

4. Complete the Termination Checklist.

Job Aids

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