Emergency Hire

Departments may recruit for emergency hire positions independently; use one of the university's approved temporary employment services agencies; or use the HR temporary pools for administrative, fiscal, information technology, trades, and labs, which are collected through the PageUp applicant tracking system. The temporary 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 should work with their HR representative to determine the appopriate recruitment path. 

The department locates a candidate to perform the emergency hire work and completes negotiations and arrangements.

NOTE: Some foreign nationals cannot be hired at Virginia Tech. Review the information on employee foreign nationals on the Controller's Office. For more information on visa requirements contact Cranwell International Center.

• A conviction check is required based on job duties or departmental requirements as defined by University Policy 4060: Conviction and Driving Record Investigation for Employment. Determine if a conviction/driving check is required by viewing the employment verification screen in HR Banner or contacting your college or department HR representative. If required, complete the Conviction Check/Driving Check online form. You will receive confirmation of conviction check completion and results via email. Visit the conviction check process page for more information. 
• Department has the employee fill out and sign the Wage Employment Appointment Record (P12W). These documents need to be maintained in departmental files in accordance with the retention schedule established by Policy 2000, Management of University Records.
• The employee will need to:
  • Complete new hire paperwork, as needed if they are a new employee, including tax forms, Selective Service form, and federal Form I-9 (Employment Eligibility Verification) in the New Hire Center.
  • If the employee has worked for Virginia Tech before but had a break in service, they will need to complete a new federal Form I-9 (Employment Eligibility Verification).
  • Set up or reactivate their Virginia Tech ID.
  • Set up direct deposit in Hokie Spa.

NOTE: All new Virginia Tech employees will need to complete the federal Form I-9. When completing the Form I-9, employees must provide original documentation to their employers to show their identity and authorization to work. Failure to complete the Form I-9 within the required timeframe may lead to termination or delay of employment.

Each department should have at least one person who has access and training to enter actions in the HR Banner system. The designated HR Banner enterer will:

1. Update or enter the employee biographic information using the Banner form PWAEBIO.
2. Generate the employee's PID.
3. Enter the emergency hire appointment using the PAF process.

Each department should have at least one person who has access to approve actions in the HR Banner system. The designated HR Banner approver will approve the appointment using Banner form NOAAPSM.

HR Banner automatically generates an end date for emergency hires. Departments are responsible for monitoring the number of days the emergency hire works. HR Banner will not allow hours worked beyond the end date to be entered until an extension request is made and approved.