Hire a Casual Employee
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Forms

Casual Employment Form (PDF/Word)

Casual Employment Agreement (PDF/Word)

The I-9 Form (PDF)

W-4 Form 2005 (PDF)

NY State Tax Form – IT-2104 & Tax Treaty Claim Form 8233 (See Payroll Forms Library)

 

Useful Links

Short-Term Casual and Temporary Hiring Guide

Policy

Consult the Short-Term Casual and Temporary Hiring Guide, available on the web in the Hiring section of the HR Manager Toolkit.

Important Note: No one selected for a full-time instructional or research appointment may be given an offer, start to work, or be paid prior to receiving clearance (per Faculty Handbook, Chapters 3 and 4). These individuals are not eligible for Casual employment:

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Process

Hiring Casuals

Complete a Casual/Temporary Employment Form and have the Casual complete a Casual Employment Agreement. All new employees must also complete a W-4, I-9, and Tax Form IT 2104 or IT 2104E.  Aliens must also submit a Visa Designation and, if appropriate, a Tax Treaty Claim Form 8233 and Statement.

For Morningside: Send all of the required documentation to the HRPC. (The HRPC must receive the documentation within 72 hours of employment.)

For Medical Center: Send all of the required documentation to the Human Resources Office, Black Building 112. Once the casual hire has been approved, the HR Office will forward the documentation to the HRPC. (The HRPC must receive the documentation within 72 hours of employment.)


Regular Employment

If a casual employee is hired into a regular position within you department, you must submit a PAF to put the employee into the regular position. Note: Be sure to select the correct Salary Type on the PAF (change it from NAHRLY to either NAANNL or CNTRCT).

Terminating Casuals

When a Casual leaves your department, you must submit a PAF to terminate them. Please submit the Termination PAF as quickly as possible, as this will remove the person from your FFE list, thereby making your records more accurate if the person is rehired by another department.

Terminating 10 or more casuals at one time:  If you terminate 10 or more Casuals at one time, please print the Department Time Entry Form from Manager Self Service and enter “Terminate” and the termination date next to each employee as appropriate. Then, sign and mail the form to the HRPC.


Casual/Temporary Employment Form and Casual Agreement Forms:

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Casual Employment Form (PDF/Word)

Casual Employment Agreement (PDF/Word)

 

W-4, I-9, Tax Forms IT 2104 and IT2104E, Tax Treaty Claim Form 8233:

Located on the Treasurer and Controller Web Site at www.columbia.edu/cu/controller/forms/forms.html.

 

Other Required Documents:

Casual’s resumé.

 

Workflow

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Required Steps & Field Descriptions

Step 1 – Position

[Position Type]: Check to appropriate value, Support Staff Level or Officer of Administration Level.

Position Number

Hours/Week

Hourly Rate $

Start Date

End Date

Roles and Duties

Step 2 – Casual Employee Information

Last Name, First Name

Employee ID

Social Security Number

Sex

Ethnicity

Date of Birth

Marital Status

Home Address

Department

Department #

Check Sequence Code

Work Address

Work Phone

Highest Educational Level

If a Student at Columbia…

Family Members at Columbia

Step 3 – Worksite Information

Will any of the following be present at the worksite

Step 4 – For Medical Center Only

Will the casual employee…

Step 5 – Authorizations

Supervisor, DAF, Approver Names, Titles, and Phones

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Exercises

Exercise 1
Sample Completed Casual Form (PDF)
Sample Completed Casual Agreement (PDF)

Scenario:

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