Temporary Employment Services for Hiring Managers

Temporary Employment Services (TES) is your internal source for temporary staffing across the Carnegie Mellon University community. We are a recognized resource with a passion for providing value to your organization by providing talented, fully screened temporary staff in a cost effective manner.

TES is committed to providing excellent customer service and helping departments stay productive during times of transition, increased workload or special projects.

On this page:

• Positions We Fill
• Make a Request with TES
• Candidate Review and Assessment
• Candidate Selection and Placement

• Extend or End the Temporary Assignment

• Transition a TES Employee to a Regular Position in Your Organization

• Associated Fees

Positions We Fill

• Administrative and Office Support: General clerical tasks, receptionist duties, calendar management, data entry and executive support
• Finance and Business Operations: Support for budgeting, invoicing, procurement and financial data processing
• Academic and Research Support: Assistance with academic departments, research centers or labs, such as scheduling, event logistics or basic research support
• Student Services and Enrollment Support: Help with admissions, registration, student advising offices or front-facing student support roles
• Project and Event Coordination: Support for planning and executing events, conferences or short-term projects across campus
• Communications and Marketing: Content support, email coordination, social media scheduling or basic graphic design assistance
• Library and Instructional Services: Help with circulation desks, administrative library tasks or instructional support coordination
• Customer Service and Campus Services: Roles in the campus bookstore, post office, dining services or other areas involving face-to-face service
• Entry-Level Technical Roles: Roles in IT support/help desk, data entry/data support, lab technicians, junior web-developers

Make a Request with TES

1. Complete the TES Hiring Justification Form [pdf] and obtain the required approvals:
   • Hiring manager's supervisor
   • Finance reviewer
2. Submit the TES Staffing Request Form, uploading the completed TES Hiring Justification Form with approvals, to begin the process.
3. Upon receipt of the TES Staffing Request Form, including the approved TES Hiring Justification Form, a member of the TES team will schedule a virtual meeting with you to confirm details and answer any questions you may have regarding the process. It is important for us to establish a clear understanding of the request and the skills needed prior to assessing or supplying candidates for consideration. Pay and bill rate will also be discussed at this time.

Candidate Review and Assessment

Upon receiving a request for temporary support, TES reviews its pool of existing TES employees and active and/or pre-screened candidates to determine relevant experience, availability and interest. From those who have already been interviewed and have successfully completed the reference check process, TES will identify a short list of qualified candidates for consideration and potential placement. TES will:

• Share candidate resumes for your review
• Coordinate a virtual or in-person interview for you

If TES does not have qualified applicants available for your request, we will create a requisition and begin sourcing qualified candidates. Additionally, we can coordinate with CMU's approved external staffing suppliers who have established service agreements in place. This approach ensures continued support while maintaining compliance with university procurement standards.

Candidate Selection and Placement

1. Once you've selected a candidate for your position, TES will extend the offer on your behalf. The start date will be determined based on the completion of the hiring process and the creation of the Andrew ID. Please note:
   1. Candidates being hired into their first assignment through TES will need to undergo the background check process which includes criminal history, employment and education verification.
   2. Existing TES candidates assuming a new TES opportunity do not need to undergo the CMU background check process unless their new assignment requires specific checks to be run.
   3. Candidates sourced through external staffing suppliers do not undergo the CMU hiring process and do not require an Andrew ID.
2. After the start date has been determined, TES will send you a placement confirmation email with relevant details.
3. TES will create the position and add the job in Workday to hire the employee into the temporary role. The department will need to provide the appropriate supervisory organization for the position.
   1. Note: Candidates sourced through external staffing suppliers will not have positions created in Workday.

Extend or End the Temporary Assignment

• All temporary employees may remain on assignment for up to six months without additional approval. For assignments extending beyond six months, additional approvals are required for all temporary roles except those funded by:
  • Sponsored projects
  • Auxiliaries/Recharge centers
• At the conclusion of the assignment, TES will close the position in Workday after the final pay has been processed.

Transition a TES Employee to a Regular Position in Your Organization

TES employees are often hired into regular full- or part-time positions at the university after demonstrating their skills and value as part of a team. Transitions may occur at any time and without additional fees. Please see the university's Post-Hire Employment Actions Guidance [pdf] for further information.

Note: Candidates hired through external staffing suppliers will be subject to additional fees per the supplier staffing agreement.

Associated Fees

The bill rate for a TES employee includes:

• The employee's hourly rate of pay (confirmed with the hiring manager)
• The applicable fringe benefit rate
• A TES overhead rate of 21.5%*

All charges are automatically billed to the department's Oracle string entered in Workday by the department's finance reviewer. To estimate the total cost, use the TES rate calculator [xlsx] to determine the rate for your temporary position.

*External temporary staffing vendors commonly charge 40–60% overhead rate with additional conversion fees should you want to hire their employee into a regular position with your department.