Temporary Staff

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EPAF Manual- Temp Staff

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EPAF Processing Reference- Temp Staff
Updated: 08/07/2014

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Overview of Temporary Staff
Conditions of Temporary Staff
Hiring Process
Benefits & Rights


New Mexico State University is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, NMSU does not discriminate on the basis of age, ancestry, color, disability, gender identity, genetic information, national origin, race, religion, retaliation, serious medical condition, sex (including pregnancy), sexual orientation, spousal affiliation or protected veteran status in its program or activities, including employment, admissions, and educational programs. Inquiries may be directed to the Executive Director, Title IX and Section 504 Coordinator, Office of Institutional Equity, P.O. Box 30001, E. 1130 University Avenue, Las Cruces, NM 88003; 575.646.3635; 575.646.7802 (TTY)equity@nmsu.edu.

NMSU is committed to providing reasonable accommodation to qualified individuals with disabilities upon request. To request this document in an alternate form or to request an accommodation, please contact the Office of Institutional Equity, O’Loughlin House, 1130 E. University Avenue, Las Cruces, NM 88003; 575.646.3635; 575.646.7802 (TTY) equity@nmsu.edu. One week advance notice is appreciated.

Overview of Temporary Staff

About Temp Staff
Temp Staff are intended for short or long term employment with a predetermined end date. Departments may hire an individual as a non-regular employee, without advertisement, provided the job duties and responsibilities correlate to a standard position classification and the incumbent meets the minimum qualifications. They can be either Temp Staff Exempt or Temp Staff Non-Exempt. However, both categories are compensated at an hourly rate and require the incumbent to submit hours via a MyNMSU Timesheet. Non-regular employment categories are fully defined in ARP 6.03 – Employment Categories. If the temp staff employment changes, we encourage you to terminate the current position immediately and hire into the appropriate category.



Conditions of Temporary Staff

Appointment Period
You may hire temp staff for up to a maximum of 1 fiscal year (7/1 to 6/30), at which time you can rehire via EPAF in increments of no more than 1 year continuously. Temp staff hiring dates cannot cross fiscal years. If the hire will continue after 6/30, the department will need to submit another EPAF to rehire.

Hours and FTE
Temp Staff cannot exceed .74 Full Time Equivalent (FTE) and the average hours must not exceed 29 hours per week. Hours for Temp Staff employees will be tracked on a weekly basis. HRS will generate reports on a monthly basis for review and average hours worked trending.

FTE Calculations

FTE is based on a full time equivalent of a 40 hour work week. Using the number of hours you intend for the employee to work (estimate the average if it is not exact) divide by the full time equivalent of 40.


  1. 25 hours per week ÷ 40 hours per week = .63 FTE
  2. 20 hours per week ÷ 40 hours per week = .50 FTE
  3. 15 hours per week ÷ 40 hours per week = .375 (round to .38) FTE
  4. 10 hours per week ÷ 40 hours per week = .25 FTE

Multiple Jobs
Temp Staff may hold more than one temp staff position. However, all combined employment (university wide) but cannot exceed a total FTE above .74 and the average total hours worked must not exceed 29 hours per week.

Tracking Hours Worked
Hours for Temp Staff employees will be tracked on a weekly basis. HRS will generate reports on a monthly basis for review and average hours worked trending.


Hiring Process

Optional Position Advertisement
Advertising is optional for temp staff positions; however, employees in temp staff positions may not be hired into a regular employment position without a competitive recruitment process. Exceptions to the recruitment process require written approval by the Asst. Vice President of HR Services.

Initiate the EPAF & Identify Position Number
You must first identify those employees who are new to NMSU. These individuals must be communicated to HR Services by utilizing the New Employee Data Form to establish an employment record in the banner system.

Temp Staff are hired using the EPAF system. In order to initiate the EPAF you must have a position number. The following position numbers identify the exemption category of employment and will be used university wide (community colleges included).

Temporary Staff Position Numbers
Position Type Position # Account #
* Regular staff serving as temporary staff must be hired as supplemental compensation and FTE cannot exceed a total of 1.50 under ARP 7.53 – Additional Compensation for Supplemental NMSU Employment).
Temporary Staff Exempt 999997 614300
Temporary Staff Non-Exempt Para-Professional 999998 616300
Temporary Staff Non-Exempt Administrative 999999 613300
PSL Temporary Staff Exempt 968899 614300
PSL Temporary Staff Non-Exempt Para-Professional 968798 616300
PSL Temporary Staff Non-Exempt Administrative 968799 613300
Temporary Staff Supplemental Pay * 918898 619300

The EPAF cannot be originated and approved by the same user. Temp Staff employment offers must be at the minimum/entry of the NMSU Pay Level Salary Table for the corresponding pay level of the position classification identified based on the duties to be performed. The department is responsible for reviewing the candidate's qualifications for the selected classification.

i_mall_02_082412-200x300.jpgDraft the letter of offer utilizing the Temp Staff Offer Letter Sample. The start date should be a future date allowing for time to process and ensure he/she understands the conditions of employment. It is highly recommended that the start date coincide with the beginning of a new pay period.

Complete the EPAF and submit to central HRS for compliance review. The EPAF must include a list of duties that the employee will be performing. It is important that this information is provided to ensure that the appropriate title has been selected. The list of duties are still required even if the employee is being rehired into the same position title.  The draft offer letter, resume, transcripts and other application materials should be forwarded to TeamHRS@nmsu.edu. Central HRS will conduct a standard review, including but not limited to verification of qualifications, draft letter of offer, etc.

Offer of Employment
Once Central HRS reviews/approves the EPAF it will be routed to Dean/VP/CC President for final approval. At this time the Hiring Manager may make a verbal offer to the candidate. Once the candidate has accepted the verbal offer, the Hiring Manager should follow up with the pre-approved written offer letter to the selected candidate. The signed offer letter must be maintained in the department personnel file.

Background Check
All offers of employment are contingent on a successful background check. A Sensitive Duties Checklist is to be completed by the hiring department and submitted when a hiring action is initiated with Employment Services. Depending on the answers to the Sensitive Duties Checklist, a Background Check Release Form is to be completed by hiring department. Please review the Background Check Process Flow. The Hiring Department will be notified when background check results are received.

Onboarding New Hire
More forms and documents to assist you with the hiring process can be found on the New Employee webpage.

Additionally, the Temporary Employee Onboarding Checklist may be used to assist departments with the orientation of new temp employees to the university.


Timesheet Org Change

This section describes the process of completing a Timesheet Org Change approval category to change the Timesheet Org for any non-regular hourly employee. This includes student regular, student work-study, and temporary exempt/non-exempt.

This EPAF has a single purpose, it is used to change hourly jobs in the Banner system. As such, there is only one form and section to complete, the NBAJOBS form job transactional information.

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Benefits and Employment Rights of Temporary Staff

Employee Benefits are directly related to the FTE. Participation in NMERB is mandatory for those employees at a .26 FTE or above. It is very important to maintain a consistent FTE. Variations can significantly impact the employee’s pay causing over and under payment situations. Visit the Temp Faculty & Temp Staff Benefits for complete details.

Employment Rights

  1. No grievance rights. This does not apply for complaints involving any type of unlawful discrimination, which shall be filed with the NMSU Office of Institutional Equity and shall follow NMSU Policy.
  2. Not eligible for salary increase, in-range adjustments, reclassification, promotion, transfer, retention, counter offers, etc.