Preboarding: Temporary Employees

Preboarding Info: Temporary Employees

Temporary employees at the University of Montana complete a separate preboarding process from regular employees. This page covers the paperwork and employment eligibility steps required before a temporary employee can begin work.

Who This Applies To

Temporary Employees

This page applies to temporary employees and the departments and hiring managers who employ them. 

Before a Temporary Employee Can Begin Work

Temporary employees must complete their new hire paperwork and I-9 employment eligibility verification with HRS before their first day of work. A temporary employee may not begin working until HRS has verified their eligibility and issued authorization.

Process

Hiring manager initiates the process

When a temporary employee is hired, the hiring manager completes the top section of the Hiring Notification Form and gives it to the employee. The hiring manager should explain the I-9 requirement and show the employee the section of the form listing the documents required to satisfy the I-9. The hiring manager instructs the employee to bring the Hiring Notification Form and their original I-9 documents to HRS before their first day of employment. The hiring manager must submit the electronic hiring form (EHF) in U-Approve at least two weeks prior to the employee's start date.

Temporary employee visits HRS to complete paperwork and I-9

The employee must come to HRS in the Emma Lommasson Center, Room 229 before their first day of work to complete their new hire paperwork and I-9 verification.

They must bring:  

  • Original documents establishing identity and employment authorization as listed on Hiring Notification form (and page 2 of the Form I-9).
    • Copies are not accepted. 

If the employee presents all required documents and their paperwork is satisfactory, HRS will issue an Authorization to Work form for the employee to bring back to their hiring manager. The employee may not begin work until the hiring manager receives the Authorization to Work form signed by HRS. If the employee does not bring the required documents, HRS will advise on what is needed. If the required documents are presented on or before the start date, HRS will issue the Authorization to Work form. If the employee does not present the Authorization to Work form to their hiring manager by the due date, the employee may not begin work. No exceptions. 

Rehired temporary employees

If a department is rehiring a temporary employee, email HRS with the employee's name and UM ID before restarting employment. HRS will verify whether existing paperwork is current or whether additional documentation is required. The hiring manager must still submit the hiring form in U-Approve.

Resources and Forms

The following forms must be completed on or before an employee's first day and submitted to Human Resource Services, Lommasson 229.  These forms are not completed in the U-Approve process.

Notes: 

Frequently Asked Questions

  • No. A temporary employee may not begin work under any circumstances until their I-9 is complete and HRS has issued an Authorization to Work form. No exceptions.

  • Email HRS the completed Hiring Notification Form and the employee's email address. HRS will contact the employee with remote I-9 instructions. The employee must still complete the process before beginning work.

  • It depends on whether their existing paperwork is still current. Email HRS with the employee's name and UM ID number and HRS will confirm what is needed before the rehire begins work.

Contact this Team

For questions, please submit a ticket through AskHR, email AskHR@umontana.edu, or call 406-243-6760.