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 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 the contractual employee works for another State Agency or USM institution, they are required to complete the Other Employment Questionnaire in DocuSign to determine their eligibility for subsidized health care.
NEW HIRES ONLY
All new employees MUST complete the Form I-9, Employment Eligibility Verification online. The Form I-9 is mandated by U.S. Citizenship and Immigration Services. The Form I-9 is used to verify an employee's identity and to establish an employee's eligibility to work in the U.S.
As a part of UB’s hiring procedure, this requirement is needed in order to finalize the new hire process. You cannot begin working until it is completed. Please visit the Employment Eligibility Verification page for detailed steps to complete your I-9.
Step 6: Submit Hire Documents to OHR
OHR tracks all incoming contracts and reviews for accuracy and completeness.
If corrections are required, the new hire documents are returned to the Contract Coordinator within one (1) business day. This delay impacts the new hire's place in OHR’s contract processing queue, based on “first come, first served”.
Contract Coordinators must consolidate all new hire paperwork and submit to firstname.lastname@example.org via secure email. New hire email naming convention is "Name Division ContractType StateDate NewHire". For example:Lisa Jackson MSB C1 03-03-21 new hire.
Step 7: Process New Hire Paperwork
HRIS Operations prepares the new hire documents 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 Pay Schedule informs all those involved on when the adjunct faculty will receive payment. The Contract Coordinator is responsible for all communications with adjuncts regarding contract processing and timeliness of payment.
The adjunct’s User ID and University ID information will be system generated and emailed to the employee 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.