Steps for engaging a temporary contractor

Temporary contractors are agency-based temporary resources engaged for short periods to meet temporary staffing requirements. During the period of their engagement they remain employees of the relevant supplier. Payments to temporary contractors are made through the agency on completion of time sheets.

Step 1: Identify the requirement

Identify the requirement to engage the services of the endorsed supplier.

Step 2: Send request to the suppliers

You may choose to circulate the position description or task list for the temporary role to all four, any number or just one of the endorsed suppliers to provide you with suitable candidates.
Any additional information should be provided to the supplier separately e.g. project details.

Note: The endorsed supplier will require an indicative hourly rate to assist with their search. The hiring manager will need to advise the agency appropriately. Monash is required to meet the payroll tax cost for temporary contractors.

Step 3: Receive candidates from panel suppliers

The endorsed suppliers are required to submit candidates within the timeline specified in the agreement unless an alternative timeline has been negotiated. Hiring managers should contact the Monash HR for further advice relating to such negotiations.

Note: In the case where the hiring manager has distributed the vacancy to more than one of the endorsed supplier, they may wish to indicate that only the top 1-2 candidates must be forwarded to them for consideration.

Step 4: Interview candidates

For longer term temporary assignments, and where appropriate, it is recommended that hiring managers follow the University’s standard recruitment process.

Note: Generally reference checking is conducted by the endorsed supplier. The hiring manager or an appropriate delegate may wish to share the responsibility of conducting reference checks with the endorsed supplier representative.

Step 5: Selecting a temporary contractor

The University has negotiated with endorsed suppliers a standard Term Sheet and Temporary Contractor Deed. Please contact Monash HR to obtain a MS word soft copy.
Once a suitable temporary candidate has been selected, hiring managers must ensure that these two standard documents are completed and signed as outlined:

Term Sheet

Forward the standard Term Sheet to your chosen endorsed supplier for completion.

The endorsed supplier must only complete the bracketed fields which allow for insertion of relevant detail.
Once completed, the endorsed supplier should forward an original signed copy to the hiring manager for signature. Only the standard term sheet should be signed.
No other term should be negotiated without referring the matter to the Monash HR.
Any amendments to the term will have to be reviewed by the University Solicitors Office for approval. In such cases, hiring managers should not sign the term sheet before amended terms are approved.

Temporary Contractor Deed

Ensure the appointed temporary contractor completes the standard Temporary Contractor Deed prior to commencement.

Note: Copies of these documents should be retained locally either with the hiring manager or the local Monash HR or Finance or Resources staff.

Prior to, or on commencement of, the temporary contractor, hiring managers should ensure that an Application for SAP ID form is completed for security and IT access. Depending on the length of the engagement of the Temporary Contractor they should be inducted to the University’s policies and procedures.

Step 6: Payment of invoice

Forward the invoice to your finance area for payment.
The invoice is paid by raising a purchase order and following the goods receipting process.
Ensure that you use the correct ICT materials group, materials code and GL account when paying endorsed supplier invoices in the SAP system. For your convenience, the University has negotiated with endorsed suppliers to include the correct codes on their invoices.

Note: By using the correct ICT materials group, code and corresponding GL code, you will contribute to the University’s capability to track expenditure for this type of service, negotiate competitive rates in the future and provide you with accurate reports on request.