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Information for Hiring Departments

What is a Casual (Temporary/Summer) Employee?

A casual employee is defined as someone hired:
  • To work on an on-call basis or for a specific, limited period of time
  • Generally to meet a short-term staffing need or who works in a position of less than 1,040 hours per year.
These positions carry only those benefits mandated by law.
Casual employees should not be scheduled to work in excess of 999 hours per individual employment year, all positions combined. Department budgets may face additional financial obligations should an employee exceed 999 hours of work.

These obligations will be to provide mandatory benefit contributions (retirement and healthcare), as required by law. It is the hiring manager's responsibility to monitor the scheduling of work hours and understand these regulatory obligations by contacting human resources.

Hiring Process

Colgate is committed to the goals and values of equal opportunity and affirmative action and it is extremely important that all applicants seeking employment at Colgate are treated in a manner that is fair to all. In addition, we are committed to following all federal and state employment law requirements, as well as the policies of Colgate for fair and equitable treatment.

Do I need to post a vacancy?
We are glad to assist in several ways. The following options are available:
  • Hiring departments may review available applicants through any of the temporary applicant pools that are perpetually posted on the Colgate Careers site. Please contact Human Resources to obtain access to view a temporary applicant pool.
  • Human Resources can create a posting on the Colgate Careers site for your specific vacancy.

Selection

All those selected for hire must have an up-to-date online application on file on the Colgate Careers site. All hires should be coordinated with the human resources department. 

Preference for summer hires should be given in the following order assuming an applicant meets the requirements of the position:
  • Regular employees of the university who work less than 12 months
  • Colgate students who are on campus for the summer
  • Children of Colgate employees
New York State Department of Labor (NYSDOL) regulates the employment of minors (under age 18). Given these specific requirements, those hired at Colgate, in most cases, must be 18 years or older. On occasion, based on the position (i.e. lifeguards, bookstore clerks), someone 16 years or older may be hired. Working papers must be provided and the limitations, as outlined by the NYSDOL, must be strictly adhered to. 

Employment of employees' relatives in the same area/department is prohibited as this may present a conflict of interest.

The U.S. Citizenship and Immigration Services regulates work authorizations for those applicants who may be on a VISA. Prior authorization should be obtained from human resources to ensure that someone does not work out of status and jeopardize their future employment in the U.S.

Offers of Employment

Offers of employment should be coordinated with Human Resources to ensure equitable rates of pay across the university.

All offers of employment are contingent upon the successful completion of a background check process on all hires age 18 and over.

Background Screening Process

Colgate requires background checks on all hires and volunteers age 18 and over.

Human Resources will notify the hiring manager when the background check is complete, which may take an average of 5-7 working days.

Camps
Under NYS Public Health Law, for anyone hired (including current employees) to be engaged in the operation of a camp (day and overnight) requires a state sex offender check to be run. Human Resources must ascertain whether the employee or volunteer is listed on the state sex offender registry (this is part of the background check) prior to their engaging in employment.

Fees
Human Resources budgets and pays for regular positions and approved casual wage lines.

Background check fees will be charged to the hiring account for hires made from outside funding, agency funding and volunteers (i.e. grants, camps).

What if the position requires a valid driver's license?

Following Colgate's Motor Vehicle Policy, Human Resources should be notified when a new hire is required or will be driving as part of their duties and a Driver Authorization form will need to be completed. A MVR will be run as part of the background check process and the hiring department will be notified when the employee is cleared as outlined in the policy.

Onboarding Requirements

The following documents must be completed for every new hire: All new hires must stop by the Human Resources office to complete the required documents prior to their start date. With advance notice, the staff in Human Resources will gladly try to accommodate flexible schedules for paperwork completion or to accommodate large groups. Some required paperwork may also be printed from the website and completed prior to visiting Human Resources.

Employee Change of Status Form
All hiring managers must complete (or consult with Human Resources) an Employee Change of Status form ("ECOS") for those hired, at least one week prior to the anticipated start date.

The ECOS must include:
  • Dates of employment (start date and end date)
  • Salary information Salary budget (with sufficient funding available)
  • Designated Web Time Entry (WTE) approver
Failure to provide this pertinent information in advance will cause delays in payment.

Compliance Requirements
  • Under the Immigration and Naturalization Service, the employee must bring to Human Resources original documents that establish both identity and employment eligibility within three (3) days of hire.
  • If this documentation is not provided within three (3) days of the employee's start date, the employee, according to the regulations, is unable to work. Human Resources will contact the hiring manager should this be the case.
Labor Law Section 195(1) Notice and Acknowledgement of Wage Rate and Designated Payday, Hourly Rate plus Overtime requires the university to provide, at the time of hire, this notification to new employees or when there is a change in rate. Timely communication from departments is required to ensure compliance.

Pay
Employees hired in temporary positions are, in most cases, considered non-exempt under the Fair Labor Standards Act and will be paid hourly and must be paid at least the minimum wage (currently, $9.70 per hour).

To ensure equitable rates across the university, please consult with Human Resources before establishing hourly rates.

Departments that provide employees with room and/or board must notify the Human Resources department in advance. Under IRS guidelines this is considered payment "in kind" and the fair market value is considered taxable income and is subject to both income tax and social security withholding.

Departments should not under any circumstances, agree to provide any goods or services to any employee in exchange for services rendered.

Hours of Work
Employees should not be scheduled in excess of 40 hours per week (all positions combined) since payment at overtime is required. Employees are required to take at least a 1/2 hour unpaid lunch break if they work more than six (6) hours.

If an employee's work is completed prior to the end of their shift, their shift should be considered over for the day and the employee should be sent home. Departments should not imply or make guarantees of hours or duration of employment.

Network Accounts/E-mail/Payroll
All employees are provide with a Colgate network account and email account and will be required to enter their actual hours of work on Web Time Entry, with the exception of areas that use Departmental Web Time Entry (i.e. pool, golf course, athletic event staff, camps and facilities).

Human Resources will need to be informed of who the approve of time will be to ensure the appropriate set up and timely payments. Approvers should arrange for a proxy. Federally funded grants (those funds that begin with 2 (i.e. 2000000) may require the authorized fund manager to be the approver (they could/should have a proxy).

Email accounts are turned off on the last day of employment as provided on the ECOS.
Managers are responsible for ensuring that their employees follow the university email policy.

Hiring Department/Manager Responsibilities

Department and hiring managers are responsible for:
  • Following the selection and hiring process for casual and summer employees, including camps.
  • Monitoring hours of work (all hours combined).
  • Ensuring appropriate funds are available.
  • Performance standards of employees and to ensure work policies are adhered to.
  • Informing Human Resources of any change in employment status of their employees (i.e. extended or early departures) so that the payroll system can be updated appropriately and network access can be adjusted.
  • Approving hours of work on Web Time Entry (WTE).
  • Contacting Human Resources for assistance in dealing with any matters.