How to Hire a Contractual Employee
Contractual I – typically 6 month employment period or less in only one fiscal year. May be approved for only one (1) extension up to, but no more than, an additional 6 months. Contract cannot span more than one (1) fiscal year.
Contractual II – up to 12 month employment period during the same fiscal year. May be approved for no more than two (2) extensions up to an additional 24 months. Contract cannot span more than one (1) fiscal year, requiring renewal on July 1 or later for each successive fiscal year.
Are you ready to recruit?
- Do you have a completed position description?
- Do you have an approved hiring salary range?
- Do you have an approved position number?
- Do you have approved funding?
- Do you have leadership approval?
Step 1: Creating / Updating a Position Description
A position description is required when creating or updating a position. A Contractual I position description may be completed on a one-page version of the form. A Contractual II position description uses the same form as regular positions. A position description may exist if you are filling a vacancy for an existing position. However, if the position is new or if the position description has not been reviewed in the last year, a new or updated position description may be required. Once the position description is complete it should be sent to Mary Maher, AVP of Human Resources who will assign and/or validate the position's title, classification, hiring salary range, and job code.
The Hiring Manager (HM) secures approval to recruit in accordance with his or her departmental process that typically includes:
- Senior Management - Confirms support for the hire. Acquiring approval at this stage prevents possible delays in moving the recruitment forward.
- Position Control Manager - Confirms budget availability and appropriate account information.
A department's approval to recruit paperwork is retained in the department.
Step 2: Confirm Position and Budget
The Contract Coordinator confirms with their Budget Manager that a position number has been created and funded for the contractual position.
TIP: The Position Action Form (PAF) is used to create a new position or update an existing position.
Step 3: Decide how you want to hire
Departments are strongly encouraged to hire Contractual I employees via open recruitment by posting the position with the Office of Human Resources.
Departments are required to competitively recruit Contractual II employees.
The PeopleSoft recruiting module may be used for both types of recruitment.
Step 4: Interview and Select Candidate - Only for Open Recruitment
Follow the step by step process on Recruiting a Position.
Step 5: Prepare and Complete Hire Paperwork
Contractual employees who have not been employed at UB within the last six months must complete all of the documents on the Hiring Checklist.
If a contractual employee has been employed at UB within the last six months, only complete the Contractual I and II Employment Contract.
If the contractual employee works for another State Agency or USM institution, they are required to complete the Other Employment Questionnaire to determine their eligibility for subsidized health care.
NEW HIRES ONLY
Prior to, but no later than three (3) days from the start/hire date, the new hire employee must present acceptable identification documentation, as well as proof of citizenship or alien status with authorization to work in the United States to the Office of Human Resources (OHR). Continued employment is contingent upon meeting this requirement. Please see the list of acceptable I-9 documents.
TIP: All contracts must be submitted to OHR no later than two (2) weeks prior to the contract start date to ensure timely processing and payment.
Step 6: Submit Hire Packet to OHR
OHR logs all incoming contract packets and reviews for accuracy and completeness. If correct, the contract is routed to UB’s Position Control Manager/Grant Administrator for budget approval.
If corrections are required, the new hire packet is returned to the Contract Coordinator within one (1) business day. This delay impacts the new hire packet’s place in OHR’s contract processing queue, based on “first come, first served”.
Step 7: Budget or Grant Approval
UB’s Position Control Manager/Grant Administrator reviews/approves contracts within two (2) business days and returns approved contracts to OHR HRIS Operations. If there are any budgetary issues/concerns, the Business Manager is contacted within one (1) business day.
TIP: To avoid processing delays, a position number must be on all contracts.
Step 8: Process New Hire Paperwork
HRIS Operations prepares the new hire packet for routing to the State of Maryland’s Central Payroll Bureau (CPB) in Annapolis. The employment record is also created in PeopleSoft.
Timely processing of contracts ensures timely payment. The Employment Processing Schedule informs all those involved on when the employee will receive payment. The Contract Coordinator is responsible for all communications with adjuncts regarding contract processing and timeliness of payment.
The contractual employee's User ID and University ID letter will be system generated and routed to the Contract Coordinator within two (2) business days of PeopleSoft entry. Additional access is granted by contacting OTS Call Center at 410.837.6262.
TIP: Please allow additional contract processing time during inclement weather and/or high volume periods, such as beginning of a semester.
Step 9: Newly Hired Contractual I or II Employee
Completion of I-9
Required by the U.S. Citizenship and Immigration Services/Department of Homeland Security, all new employees must complete an I-9 Form ( Employment Eligibility Verification ) verifying the employee's identity and establishing eligibility to work in the U.S, online. The employee MUST complete the I-9 Form online by the end of their first day of employment. The employee has no more than three (3) business days from the start date to present original documents to a qualified representative from UB’s Office of Human Resources. Click here for I-9 Form Completion Instructions.