Working with MITemps for Short-Term Hires

All temporary staffing agencies, including nextSource/MITemps, are required to conduct pre-employment criminal background checks on temporary staff hired to work for MIT. When choosing to work with a non-preferred agency, you must ensure that the agency has conducted the background check.

Temporary staff may begin employment prior to completion of a background check, but ongoing employment is contingent upon the outcome of the check. Allowing temporary staff to have access to credit cards and sensitive information is strongly discouraged until their background checks are fully completed. For positions that require working with minors or residing in residence halls, background checks must be completed prior to the start date.

There are two exceptions to the pre-employment background check requirement for all staffing agencies and nextSource. A background check will not be required if:

• an agency placed a particular temporary worker for a position with MIT for whom the agency performed a background check within the past 12 months; or
• when an MIT employee has terminated employment from MIT and is later hired by a staffing agency to work at MIT within 30 days of termination.

These exceptions do not apply to any temporary staff assigned to work with minors or placed in a position with the Department of Athletics, Physical Education and Recreation (DAPER).

Background check fees

nextSource provides instructions to MITemps during onboarding however, please emphasize the importance of carefully following directions as they complete the required background check forms to avoid additional costs.

You may notice multiple background check charges for each MITemps associate on your monthly Detailed Transaction Reports based on specific background check requirements and charges by CSI, the company that does background checks for MITemps (nextSource). These include but may not be limited to:

• Once the associate record has been established in the nextSource system (typically within two business days following receipt of the request), the following occurs:
  • Associate receives an email notification from onboarding@nextSource.com with the subject line: “Welcome to nextSource!”
  • The email includes instructions for important required onboarding activities, and explains that the associate will receive two additional email messages:
    • Form I-9 email from service@i9advantage.com
    • Direct deposit and tax forms from noreply@ultimatesoftware.com;
  • Note regarding Form I-9: This form can be completed online and includes instructions to the associate for identifying an “Authorizing Agent.” The associate may also choose to complete the form at the Atlas Service Center (Building E17) with help from MITemps (nextSource) staff members.
• MIT Managers are responsible for requesting Kerberos IDs and MIT ID cards.
  • To request a Kerberos ID, see information about sponsoring a Guest Account.
  • Information about requesting an MIT ID card.

If your MITemp associate needs in-person assistance with the MITemp onboarding process, direct the associate to contact the MITemp's (nextSource) onsite resources for the program. See the nextSource contact information on the main Temporary Help page.

For associates

• Once the MITemp associate completes Form I-9, direct deposit, and tax forms, they will receive a registration email from VNDLY along with a user guide. Associates will enter their work hours in VNDLY.
• nextSource payroll is processed through a system known as Ultipro. The Ultipro HR/Payroll portal provides associates with access to the following pay-related data:
  • Pay statement details
  • Details from year-to-date pay summaries and archived pay statements
  • Ability to change or update information for direct deposit
  • Pay history for financial institutions
  • View or print

For managers

• nextSource will add new managers to the VNDLY system, triggering an email to the manager with instructions for creating a system profile and login. NextSource also sends an email asking the manager to notify nextSource once their profile and login have been created. Once nextSource is notified, the manager and associate records are linked so the manager is able to approve the work hours submitted by the associate.

Deadlines

• Associates must enter their work time in VNDLY no later than Monday at 12 p.m.
• Managers must approve time in VNDLY no later than Monday at 5 p.m.

Pay dates and access to paystub

• Pay is issued on a biweekly basis according to a schedule that nextSource provides to each associate.
• MITemps associates can access their paystubs at Ultipro.