Emergency Hire Procedures
Emergency hire employees are intended only for temporary or seasonal employment, and are exempt from normal recruiting requirements. Normally, the employment time of the employee is 130 calendar days or less. Reasons for hiring an emergency hire employee would typically be:
- to complete critical work that is not expected to last more than 130 days
- while the vacant position is being advertised
- Department decides to either recruit or use the temporary clerical pool.
- Department makes arrangements with employee to perform services.
- Department and employee complete and sign paperwork.
- Department enters and approves appointment using HR Banner.
- Additional Emergency Hire Actions:
- Department may request an extension to the 130-day limit.
- Department terminates an emergency hire using HR Banner.
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How to: Detailed Steps
Step One: Department decides to either recruit or use the temporary clerical pool.
Departments may recruit for these positions independently or use the Human Resources temporary clerical pool (for clerical emergency hire work). The temporary clerical pool includes applications submitted by individuals specifically interested in short-term employment or who are willing to accept temporary employment until a more permanent position is available. Departments are advised to work with their HR Representative if they need assistance with this step.
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Step Two: Department makes arrangements with employee to perform services.*
The department locates a candidate to perform the emergency hire work and completes negotiations of arrangement.
* Some foreign nationals cannot be hired at Virginia Tech. Please contact the Controller's office to attend a training class on Employing Foreign Nationals.
Step Three: Department and employee complete and sign paperwork
1. Department obtains a signed Wage Appointment Form (P117) and have the employee fill out the Wage Employment Information Supplement (P12W). These documents need to be maintained in departmental files in accordance with the retention schedule established by Records Management.
2. Employee completes W4 and VA4 tax forms.
3. Department and employee complete the I-9 form.
4. Department makes a copy of the employee's social security card, as appropriate.
5. Department submits W4, VA4, I-9, and copy of ss card to the payroll office (0339).
6. Conviction and/or Driving Checks (if applicable) - University policy #4060 identifies certain positions that require conviction and/or driving checks based on job duties or departmental requirements. The policy guidelines apply to certain student positions. Check with your Senior Management or Human Resources to determine if a conviction/driving check is required. If required, have the student complete the Conviction Check or Driving Check form and return to Human Resources. The results of the check should be completed and reviewed by Human Resources before the student begins work.
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Step Four: Department enters and approves appointment using HR Banner.
Each department should have at least one person who has access and has had training to enter actions in the HR Banner system. That person should enter the wage appointment as they were trained to do so. Detailed entry instructions are available online (Enterer's Manual) in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the entry steps.
Each department should also have at least one person who has access and has had training to approve actions in the HR Banner system. That person should approve the wage appointment as they were trained to do so. Detailed approval instructions are also available online (Approver's Manual) in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
During the Banner process an end date is automatically generated. Departments are responsible for monitoring the number of days the emergency hire works. Banner will not allow hours worked beyond the end date to be entered until an extension request is made and approved.
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Additional Emergency Hire Actions:
Department may request an extension to the 130-day limit.
Approximately 30-45 days before the emergency hire reaches the 130 limit, the department should consider whether or not an extension is needed. If an extension is needed, complete an Emergency Hire Extension form.
Before completing the form, it is recommended that the department contact their HR Representative for guidance on how to proceed with their request.
An explanation of the need for the extension is required. Short extensions may be granted for the following reasons:
- to complete a project
- to give additional time to advertise and interview
- to continue to fill in for someone on leave
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Department terminates an emergency hire using HR Banner.
Each department should have at least one person who has access and has had training to enter job end actions in the HR Banner system. That person should enter the emergency hire job end as they were trained to do so. Detailed entry instructions are available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the job end steps.
Each department should also have at least one person who has access and has had training to approve job end actions in the HR Banner system. That person should approve the emergency hire job end as they were trained to do so. Detailed approval instructions are also available online in the Resource Guide. In addition, the HR Service Center at (540) 231-9331 can provide assistance with the approval steps.
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Related Forms
- Policy 4032: Recruitment Guidelines for On- and Off-Campus Wage and Salaried Classified Positions
- My department does not have enough funding for a salary position; can we hire an emergency hire and have the person just keep staying on after 130 days until we can get enough funding? No, departments cannot use emergency hires for this type of situation. An option would be to advertise and fill the position as a wage position for the time being. Then, advertise a salary position later once funding was received.
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