Non-Benefits Eligible Employment

Occasional Employee Processing

An Occasional Worker is an employee who works sporadically, no more than 80 consecutive hours per special event or project. Since Occasional workers do not 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

The forms that are required to process an Occasional employee are available in a downloadable packet or can be accessed individually.

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

To access the packet:  click on the Employment Packet link below.

Employment Packet

To access individual forms:  click on the appropriate form link below.

• Occasional Employee Form

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 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 is authorized to work but is unable to present the required document(s) within three business days, they must present a receipt for the application of the document(s) within three business days and the actual document(s) within ninety (90) days.

For more information on the completion of the I-9 form and for examples of the most common documents provided, go to http://www.utsa.edu/hr/docs/I-9-Help.pdf

• W-4 Form

Employee must complete item numbers 1, 2, 3, 4 and either 5 OR 7. Item 6 is optional. Employee must sign and date the form.

For questions, refer to the Payroll web site:

• Citizens and Permanent Residents: http://www.utsa.edu/payroll/
• Nonresident aliens: http://www.utsa.edu/payroll/nonresidentalien.htm
Updates to the initial W4 can be made at anytime during employment.

• Selective Service Registration Verification
  Assignments for employees who must complete the Selective Service form cannot be approved until the form is recieved and processed.
• Direct Deposit Form (optional)
  A Direct Deposit form can be completed and turned in anytime during employment.

Updated: August 5, 2011