Temporary Employee Information for Hiring Departments

• TES is now accepting all requests online at https://TESOnline.ucsd.edu/.  This is the preferred method for receiving temporary requests.
• Health Sciences VC Area: Any new, replacement, or temporary non-faculty academic, and staff, positions must be submitted to the Position Review Committee (PRC) for review and approval before proceeding with filling a position. In order to submit your request to the PRC, please complete a Hire Staff Form (login required).  You will receive PRC approval via email and will be required to provide that documentation to TES when requesting to fill a position.
  • How to complete a Position Justification Form
  • If you have any questions regarding this process, contact the PRC Office at 619-543-2206.
• Medical Center VC Area: All temporary positions with Medical Center (UCSD Health) departments must be reviewed and approved by Finance, Director, and CAO/Exec. RAC Coordinators. Before submitting a request be sure to obtain department head approval for a temporary employee.
• Once approved, email the Temporary Employee Request form to temporaryemployment@ucsd.edu  and CC your department head.

• In the event that TES cannot fill your request, other agencies may be utilized to provide staffing assistance. To arrange staffing assistance through an outside vendor, please contact Procurement and Contracts.

• Temporary assignments may evolve over time. If you are adding/changing duties please communicate those changes to your TES recruiter.

• Use the TES Online Pay System (TOPS) instead of Ecotime for temporary employees. Tutorials are available for both employees and supervisors).
• Temporary employees are eligible for holiday pay if they are on pay status for at least 50% of the working hours (excluding holiday hours) the two pay periods before the holiday occurs, and must be on assignment during that holiday. This includes being on pay status the last scheduled work day before the holiday and first scheduled work day after the holiday. Employees are eligible for 4-8 hours of pay per holiday, depending on the total percentage of time worked in the previous two bi-weekly pay periods. Holiday hours are reflected as regular pay on the earnings statement.

• Assignment supervisors cannot check employee’s leave balances in TOPS. Employees are able to check balances in UCPATH.
• Temporary employees are UC San Diego staff and are eligible for paid leave based on percentage of time worked.
• Employees may be eligible for extended leave and/or medical benefits.
• For questions about benefits & leaves regarding your temporary employee, refer to https://blink.ucsd.edu/HR/benefits or contact athenarodriguez@ucsd.edu.

• TES will provide the employee’s campus email and ID number at the time of placement.
  • TES is not able to provide other department specific systems access for temporary employees in other departments. This responsibility falls upon the employee’s department.
• For Health departments, TES will submit a request with Health ITS for the employee’s additional @health.ucsd.edu email, AD login, and EPIC/Cadence training.
• Any additional specific systems access and equipment (laptop, remote desktop, etc.) should be coordinated by the department supervisor.

• Once the end date for the assignment has been confirmed:
  • Communicate end date to the employee and TES recruiter.
  • For campus departments, inform your business officer and/or HR representative to coordinate removing appropriate systems access and collecting department equipment.
• If the employee is transferring to a career role within your department, please provide the assignment end date to the TES recruiter.

• If you would like to extend the position beyond the estimated end date, please consult with your TES recruiter for guidance.

• If you have any concerns on your employee’s performance, attendance, etc., please consult with your TES recruiter.
• TES also appreciates and will make note of positive feedback on our temporary employees.

• Make sure that the TES employee signs up for Campus New Employee Orientation (NEO) within the first 30 days of their first assignment.
  • Campus NEO is still mandatory for employees in Health Departments.
  • Health NEO is not required by TES. If the department requires Health NEO, the department should coordinate internally.
• UCLearning trainings
  • Temporary employees are required to complete the two following trainings within their first 30 days of employment. Please allow time during their normal shifts to complete them:
    • General Ethics
    • Cybersecurity Awareness
  • Non-compliant employees will be notified via their campus email.

Find additional instructions about specific systems set up, troubleshooting technical issues, and helpful links in Pulse, go to our “New Hire” section and reference the tabs after Step 7:

• TES will provide the employee’s campus email and ID number at the time of placement.
  • TES is not able to provide other department specific systems access for temporary employees in other departments. This responsibility falls upon the employee’s department.
• For Health departments, TES will submit a request with Health ITS for the employee’s additional @health.ucsd.edu email, AD login, and EPIC/Cadence training.
• An affiliate account should be set up by your Departmental Security Administrator (DSA) for Business Systems and if you have questions about this please contact your TES Recruiter. 
  • The approval will be routed to the corresponding TES Administrator.  

List of common Business Systems for your DSA to set up:

• Oracle (be sure your departments FinU’s are attached or you cannot access all PI projects)
• Kuali
• Concur (confirm that the RA is set-up as the approver)
• SPARCM (BS ID) (Same location where you access and submit eFER/Electronic Financial Expense Report)
• RSCore
• eRA Commons (Look up NIH account information and submit RPPR information)
• Payment Compass (Self-service online tool to simplify the way payees do business and can submit invoices, etc.
• iDocs (To look up award documents)
• Department Shared Drive Access
• SPARCM and Award Lookup Tool Access
• UCPath Transactor Access Request
• UCPath Cognos Reports Access Request