Holiday Hiring Without the Headaches 

Holiday hiring can help businesses meet increased demand, but bringing on temporary employees also creates extra HR responsibilities. From determining how many employees you need to deciding what happens when the season ends, having a plan can help you manage your workforce more efficiently and reduce last-minute issues. 

Key Takeaways 

• Plan your staffing needs early so you know how many seasonal employees you need and when you’ll need them. 
• Set clear expectations around job responsibilities, schedules, overtime, pay, and the length of seasonal employment. 
• Handle compliance requirements carefully, including worker classification, required paperwork, payroll, and applicable employment regulations. 
• Give managers a communication plan so seasonal employees receive consistent training, feedback, and support. 
• Evaluate seasonal employees for long-term opportunities before their temporary assignments end. 

What should businesses do before hiring seasonal employees? 

Start by determining how much additional support your business will actually need. Review previous holiday seasons, anticipated sales or customer volume, operating hours, employee availability, and any planned time off. 

Consider: 

• Which departments will need additional employees? 
• When will you need the most support? 
• How many employees will you need? 
• How long will seasonal employees be needed? 
• What shifts and hours will they be expected to work? 

Planning your staffing needs before posting jobs can help you avoid understaffing and prevent you from hiring more employees than you need. 

What should you include in a seasonal job description? 

A seasonal job description should clearly explain what the employee will be responsible for and what they can expect from the position. 

Include information such as: 

• Job responsibilities and qualifications 
• Expected start and end dates 
• Typical hours and shifts 
• Weekend or holiday availability 
• Physical requirements, when applicable 
• Pay information 
• Any required experience or training 

Being transparent about the position from the beginning can help attract candidates who are better suited to the role and reduce misunderstandings after they’re hired. 

How should seasonal employees be classified? 

A seasonal employee should be classified based on the nature of the working relationship and applicable employment rules, not simply because the employee is temporary. 

Many seasonal workers are employees and may be subject to wage, tax, payroll, and other employment requirements. Misclassification can create compliance risks for an employer. 

If you’re uncertain about how a seasonal worker should be classified, consult qualified HR or compliance professionals before the employee begins working. 

What should employers communicate about seasonal schedules and overtime? 

Employers should explain scheduling and overtime expectations before seasonal employees begin working. 

Let employees know how schedules are created, how they should communicate their availability, what happens when schedules change, and how they should record their time. Employers should also understand applicable overtime requirements and make sure employees accurately report all hours worked. 

Clear expectations can help managers maintain adequate staffing while reducing confusion for employees during the busiest part of the season. 

What paperwork is required when hiring seasonal employees?What paperwork is required when hiring seasonal employees? 

Seasonal employees generally need to complete the same required employment paperwork that applies to their employment situation, even if they will only work for a limited period. 

Depending on the employee and employer, this may include tax forms, employment eligibility documentation, direct deposit information, company policies, and other onboarding documents. 

A consistent onboarding process helps ensure new employees have the information they need while helping employers keep important employee records organized. 

Do seasonal employees need workplace safety training? 

Seasonal employees should receive the workplace safety training that applies to their job duties and work environment. 

Temporary employees may be unfamiliar with your equipment, processes, facility, or safety procedures, making proper training especially important. Employees should understand how to perform their jobs safely, report hazards or injuries, and raise safety concerns. 

Managers should also make sure seasonal employees know where to go with questions and who is responsible for addressing safety issues. 

What should seasonal employees know about payroll and holiday pay? 

Seasonal employees should understand when they will be paid, how they need to record their hours, and who to contact with payroll questions. 

Employers should also clearly communicate their policies regarding holiday pay, bonuses, or other seasonal compensation. Holiday pay isn’t automatically required simply because an employee works on a holiday, so employers should understand which requirements apply and clearly communicate their own policies. 

Accurate timekeeping is especially important during the holiday season, when employees may work different shifts or additional hours. 

How can managers effectively communicate with seasonal employees? 

Managers should have a consistent plan for communicating expectations with seasonal employees. 

Before the busy season begins, make sure managers know how to: 

• Explain job responsibilities and performance expectations 
• Communicate schedule changes 
• Provide training and feedback 
• Address attendance or performance concerns 
• Answer employee questions 
• Escalate HR or safety issues when necessary 

Seasonal employees may be new to both the organization and their role. Consistent communication can help them become productive more quickly and feel connected to the team. 

How can businesses decide which seasonal employees to keep? 

The holiday season can give employers an opportunity to evaluate potential long-term employees. 

Look at factors such as reliability, performance, attendance, skills, customer interactions, teamwork, and overall fit with the position. If a seasonal employee has demonstrated that they could be a good long-term addition, consider discussing permanent opportunities before their seasonal assignment ends. 

Planning ahead can make the transition from seasonal to permanent employment smoother for both the employee and the employer. 

How can GMS help businesses manage seasonal hiring? 

Managing a larger workforce during the holidays can put additional pressure on HR teams. Group Management Services (GMS) can help businesses simplify many of the administrative responsibilities that come with managing employees, allowing employers to spend more time focusing on their people and operations. 

As a professional employer organization (PEO), GMS can provide support with areas such as: 

• HR administration: Get support with day-to-day HR questions and employee management. 
• Payroll: Help manage payroll administration and timekeeping as your workforce and hours fluctuate. 
• Compliance: Access HR and compliance resources to help navigate employment requirements. 
• Onboarding: Streamline the process of bringing new employees onto your team. 
• Workplace safety: Access safety and risk management resources to help support a safer workplace. 
• HR technology: Use GMS Connect to help manage employee information and HR processes. 

Whether you’re hiring a few seasonal employees or adding significant temporary support, having the right processes and HR resources in place can make the busy season easier to manage. 

Ready to make holiday hiring less of a headache? Learn how GMS can help simplify your HR, payroll, compliance, and workplace safety needs.