Temporary Staffing Support
What Is a Temporary Staffing Agency?
Talent Acquisition contracts with several approved third-party staffing agencies to provide temporary resources for your short- or long-term assignments. The agency recruits and screens candidates for consideration at a marked-up bill rate. This rate includes the independent contractor’s rate plus the agency fee to employ them. Hiring managers will interview candidates and select the most qualified for the assignment.
Services Provided
Temporary staffing agencies provide the following workforce categories:
- Administrative professional and office support
- Information technology and programming
- Finance and accounting
- Project management
- Human resource professionals
- Communication, marketing and multimedia
- Procurement/purchasing
- Warehouse clerks, including shipping and receiving clerks
- Forklift operator
- General labor
- Welder
- HVAC technician
- Maintenance technician
- Plumber
- Lab technician
- Engineer
If you do not see a category that meets your needs, please reach out to Talent Acquisition for assistance.
Hiring a Temporary Staffing Agency Employee
A person hired through a temporary staffing agency is not an employee of the university. Instead, they are hired as a Person of Interest (POI) independent contractor. The agency invoices the department for hours worked.
Temporary Staffing Agency Process
Once you have identified the need for a temporary staffing agency employee, reach out to Talent Acquisition to discuss your needs and review the temporary agency process. Talent Acquisition maintains contractual agreements with numerous staffing agencies to ensure all University, state, and federal requirements are met. The following steps are designed to assist you through this process. Please reach out to Talent Acquisition if you have any questions.
The first step is to ensure funding is available with your budget office. After funding is confirmed, initiate your request by completing the Request for Using a Temporary Staffing Agency form.
- After Talent Acquisition receives the Request for Using a Temporary Staffing Agency form, we will schedule time with the requesting manager/supervisor to review the hiring process , select an agency, discuss the position and bill rates, and build a draft Statement of Work (SOW).
- Talent Acquisition will forward the final SOW to the department manager/supervisor for approval of the agency bill rate.
- At this time, i t is recommended that the department begin the Purchase Order (PO) process and identify a POI position number in PeopleSoft.
After the agency bill rate is approved, the staffing agency will recruit and identify candidates.
- Talent Acquisition will forward candidates to the department manager/supervisor for consideration and schedule interviews as requested.
Once a final candidate has been identified:
- Talent Acquisition will confirm completion of a criminal background check.
- Talent Acquisition will initiate and route the Acknowledgement of Service form with the Statement of Work (SOW) attached for signatures through DocuSign to the Department and the Staffing Age ncy .
- The department will input PO# and Position ID, among other information, on the Acknowledgement of Service.
- Once fully executed, the department will submit a “Create Person of Interest (POI)” eForm for the agency employee with the completed DocuSign (Acknowledgement of Service and SOW) attached.
Hiring managers and department administrators should download and use the New Temporary Staffing Agency Employee Checklist to ensure a successful onboarding experience for their new agency employees. By completing these departmental tasks in a timely manner, your new agency employee will feel welcomed by their new team and have the necessary access to start on their first day.
Timesheets
Agency employees will submit weekly timesheets to the staffing agency. The agency will contact the hiring manager to confirm and approve the hours worked. At the end of each month, the agency will submit an invoice for payment.
Payment
Invoices from the staffing agency should be processed by the hiring department following their normal invoicing procedures.
Staffing Agency Employee Management
Talent Acquisition partners with staffing agencies to ensure agency employees are meeting expectations throughout the assignment. In the event of performance issues, hiring managers can partner with Talent Acquisition to determine an action plan.
Extending an Assignment
To request an extension of an assignment, please do the following:
- Email Talent Acquisition with a request to extend the assignment of your temporary staffing agency employee.
- Talent Acquisition will work with the agency to update the SOW.
- Talent Acquisition will route the updated Acknowledgement of Service form and SOW ffor signatures through DocuSign.
- Once complete, the department should:
- Update the POI eForm with the new extension dates as needed.
- Submit a PO change to modify the contract amount as needed.
Please Note – It is recommended to initiate an extension as soon as possible to avoid any interruption in employment for the agency employee.
For more information, contact Talent Acquisition.
