Hire Casual Employees

Overview

This tip sheet provides guidelines on hiring casual employees into PeopleSync. This type of employee is a part-time, temporary employee, who works for a limited duration (fixed term), and is hired and paid through NYU. The employee’s salary type is hourly, biweekly paid, and typically charged to Account – SHARE-51115. As with agency temps, a casual employee is not a student at NYU.

Discuss the request to hire a casual employee with the Office of Compensation. Casual employees hired on NYU payroll are exceptional as all temps should be hired through the agency, however, there are certain types of temporary employees who must be on NYU payroll, such as high school students and medical professionals. Compensation will also review and approve the proposed hourly rate.

As with regular new hires please make sure an N# and NetID have been first assigned to the employee. 

Casual Employees are hired into the job management supervisory organization (sup org). Choose an appropriate job management supervisory org or you can request that one is created. For example, School of Rock (Casual Employees). 

roles & Approval chain

This transaction is submitted by the HR Analyst and routes to the Compensation Partner. It then routes to the HR Partner and then the Finance Executive for final review and approval.  

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

Steps

1. Navigate to the supervisory organization.
2. Select related actions off the sup org and choose Hire > Hire Employee.
3. You can Search for the Applicant using the panel on the left side of the screen OR Click on Create New Applicant button (located on the bottom left-side of the screen).
   • Important. Please review this tip sheet on when to Search for the Applicant or Create New Applicant.
4. Review the next two options:
   • If you searched for the applicant, select the applicant from the results on the right side of the screen.
     • Then click on the Start button (located on the bottom left side of the screen.)
     • On this next page the applicant and sup org will display.  
   • If you clicked on Create New Applicant, on the next page:
     • Enter the First Name and Last Name.
     • Click the Contact Information tab. One form of contact information is required. 
     • It is recommended that you enter in the Work email. Click Add in this section. Enter in the email address. Use the format netid@nyu.edu. Select Work in the Type field. Click OK.
     • On this next page the applicant and sup org will display.  
5. Click OK.
6. On the Job Details Page, complete the following fields:
   • Hire Date – Enter in the start date of the job.
   • Employee Type – Enter in Fixed Term.
   • Employee End Date – Enter in the End Date.
   • Job Profile – Enter in 210000 – Casual Employee.
   • Job and Business Title – This will automatically default to Casual Employee. You can modify these fields if you want to change the title.
   • Location – Enter in the Location; for example, Washington Square Campus.
   • Workspace – Enter in the workspace.
   • Time Type – Enter in Part-Time.
   • Do not change the Default Hours field.
   • Scheduled Hours – enter in 25 hours or less.  FTE% will calculate automatically. This is scheduled hours divided by default hours.
7. Complete the required fields on the Personal Info and ID pages as you would for any regular NYU employee.
8. Complete the fields for the Organizational Assignment Page as you would for any regular NYU employee.
   • The Account field should be SHARE-51115.
   • The employee will complete timesheets in order to be paid. Complete the field TSA (Timesheet Approver) field if someone other than the manager of the sup org will approve.
   • The Compensation Type is Regular.
9. On the Propose Compensation Page, enter in an hourly rate in the Hourly Row.
   • This will then route to the Compensation Partner for review.
10. Complete the Costing Allocation page as you would for any regular NYU employee.
11. As with any regular hire transaction, this will route to the HR Partner and Finance Executive for approval.
12. Once the N# has appeared in the record, submit the Onboarding Task To Do.
    • As with regular employees, the casual employee will then receive a list of new hire to-dos (such as payment elections and I-9 form) which they should complete.

Terminating a Casual Employee in PeopleSync

As a best practice, please remember to terminate the employee once the assignment is complete. Although an End Employment Date is entered when the transaction is submitted, this does not automatically terminate the employee. Refer to the Termination tip sheet.

Last updated in April 2025.