Occasional Employment

Processing Procedures

An Occasional Worker is an employee who works sporadically, no more than 80 consecutive hours per special event or project. Since this type of employment does not allow the employee to work on a regular basis, these positions do not accrue state service.

A Criminal Background Check (CBC) is required BEFORE an individual can start work. Go to the UTSA CBC web page for instructions on the CBC process.

Forms

Following is a list of forms that are required to validate your employment and/or establish your employee and payroll record.

Complete these forms and return them to your department administrative staff or Human Resources within 3 business days from date of hire.

These required forms are available in the following Downloadable Packet Format, individual forms are accessible from the table below.

To access the entire packet, click on the appropriate download button below. This option is the most efficient if your requirement is to obtain the entire packet of forms.
To access individual forms, click on the appropriate links in the table that is located below the download button.

Download & Print the forms that are described below
Occasional Employment Packet

Occasional Employee Cover Sheet

Employee completes and signs the top section. Employing department complete the bottom section. The department director must sign the form.

I-9 Form

Employee must complete section 1. Department representative must complete all areas of Section 2 and attach a copy of the appropriate ID documents. The employee must provide either one document from List A or one document from List B and one document from List C. If the employee has only one document, he/she has three working days to provide a receipt showing that he/she has applied for a new Social Security Card.

After the I-9 Form has been completed, please review Section 1. If the employee has stated that he/she is a lawful Permanent Resident, they should list the number beginning with “A” in that field. If he/she has indicated alien status with authorization to work, you should review and record the information on the picture page of the VISA and the I94, which shows current visa status (F-1, H-1, J-1). If the employee is a student here on an F-1 VISA, please collect a copy of the I-20. If the employee is here on a J-1 VISA, please collect a copy of the IAP-66. If the employee is here on an H-1 VISA, please collect a copy of the I-797. This information is required so that we may determine tax status for federal withholding and social security taxes. All aliens authorized to work must complete a “Non Resident Alien Payment Request Form” in the Payroll Office before they will be paid.