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3090 - Temporary Hourly Employment

Owner:

  • Name: Brandi Terwilliger
  • Position: Brandi Terwilliger, Director of Human Resources
  • Email: brandit@uidaho.edu

Last updated: July 01, 2020

CONTENTS:

A. Definition and Establishment of Positions
B. Appointments
C. Benefits
D. Restrictions on Use of Grievance Procedures
E. Employment of Relatives
F. Supervision
G. FAST Roster Program

A. Definition and Establishment of Positions. Temporary Hourly (TH) positions are positions in which the employee is compensated on an hourly basis as the services are needed. Employment can be terminated at will, and the employee has no expectation of continuing employment. This employment category does not include temporary board-appointed positions that are temporary due to contingency upon work and/or funding or other contingency as noted in employment letter. (See FSH 3080)

A-1. A TH position is established when there is a temporary or intermittent need for services not expected to exceed 1385 hours per calendar year.

a. If the temporary services are expected to exceed 1385 hours in any one year or a one-year period, the department administrator will need to establish a temporary or continuing board-appointed position and advertise the position through the University's recruitment system. See FSH 3080 for establishing a board-appointed position).

A-2. Department administrators are authorized to engage TH employees to be paid from the Department's TH budgets on an hourly basis.

A-3. Deans and directors are responsible to ensure and document that recruitment, employment, personnel actions and personnel policies for TH employees comply with legal requirements and are conducted in a manner consistent with the principles of affirmative action and equal opportunity. Human Resources provides assistance in classifying positions, determining compensation ranges, writing job descriptions, recruiting, and hiring of temporary positions upon request. Required new hire paperwork, such as payroll and verification of I-9 status, is processed and verified by Human Resources If a background check is required, it must be requested through Human Resources and the results obtained before any work is started and other paperwork is completed or before an EPAF is initiated.

A-4. Persons employed as TH employees may be terminated without prior notice without cause assigned. The supervisor may give advance notice of termination when appropriate.

B. Appointments. TH appointments must be entered and approved on the Electronic Personnel Action Form (EPAF) for each TH employee before employment begins. All data requested must be entered on the EPAF screen.

B-1. Each new TH employee must visit Human Resources to present information required to document I-9 including other related and required documents before beginning employment. Appropriate alternate arrangements are made for persons employed at locations away from Moscow.

B-2. Contact Human Resources or a current HR Banner manual for instructions regarding reporting of hours worked.

C. Benefits.

C-1. TH employees are eligible only for annual leave, sick leave and pay for holidays on which they do not work (see C-2 below and 3460 D-1, a) and said eligibility is contingent on participation in the Public Employees Retirement System (PERSI). See 3730 for PERSI eligibility).

a. Exemption from Social Security taxes for international students enrolled less than full-time or working more than 20 hours per week will be determined based on the visa type and length of stay in the United States. Contact HR for more information.

b. TH employees normally working at least 20 hours a week for a period of five months are required to participate in PERSI. Department administrators are expected to record PERSI eligibility upon submission of employee's EPAF. Those not normally working at least 20 hours a week are ineligible to participate in PERSI. PERSI eligibility is governed by PERSI rules in place at the time of hire.

c. Department administrators are responsible for notifying Human Resources when a TH employee who is expected to qualify for participation in PERSI is hired. This is generally conducted through the selection of a PERSI eligible EPAF category. Human Resources/Payroll Services will inform department administrators and TH employees when the TH employee has worked 20 or more hours a week for four consecutive months. The notice will explain that the employee is approaching the threshold for PERSI enrollment. The UI may choose from among the following options when this threshold is about to be met: (1) terminate employment, (2) reduce hours to less than 20 hours per week, or (3) enroll the employee in PERSI.

d. If the employee continues to work 20 or more hours a week (option 3 above) enrollment in PERSI is mandatory, and the enrollment will be retroactive to the original hiring date. When the employee is enrolled, the employing department and the employee are responsible for the appropriate contributions to PERSI from the date of hire. (See FSH 3730 for a complete discussion of contributions.) Employees may be allowed to spread these contributions over a period not to exceed six months.

e. TH employees working at least 30 hours per week for a period of five months or longer are eligible to enroll in the University's medical and prescription healthcare plan under the Affordable Care Act (ACA). The ACA benefits, including contribution amounts, may differ from other employee groups and will be governed by the plan documents in effect at the time of eligibility.

C-2. TH employees who are paid for 40 or more hours in a biweekly pay period of 80 hours and who work for five consecutive months or longer are required to participate in PERSI and accrue annual leave during the first 10,400 hours of service (five years of full-time work) and sick leave on a pro-rata basis at the rate per hour worked which is represented by the proportion 96/2080. For example, an eligible TH employee who is paid for 62 hours in a two-week pay period accrues 2.9 hours of annual leave and 2.9 hours of sick leave (62 hours times 96/2080, rounded to the nearest tenth of an hour). Sick leave accrual is unlimited; annual leave accrual is limited to 192 hours maximum.

a. TH employees are responsible for entering the leave taken and hours worked into an electronic timesheet in VandalWeb. Annual leave must be preapproved by the employee's supervisor. Leave for each biweekly pay period must be submitted between the second Friday of the pay period for which leave is being reported, and the following Tuesday before 5 p.m. The reporting day may be altered if affected by closure of UI for a designated holiday or other time constraints affecting reporting requirements. See FSH 3710 for applicable leave policies; questions regarding leave should be directed to Human Resources. Human resources or designee is responsible for monitoring paid leave taken by all UI employees. The provisions of this paragraph apply also to paid sick leave.

b. If a TH employee obtains a board-appointed position, his or her accrued annual and sick leave will be transferred. Employees may be asked to reduce or eliminate annual leave prior to transferring to the hiring department. Sick leave is transferred. There is no annual leave pay out when transferring when positions without a required break in service.

c. Upon termination or resignation, a TH employee is paid for unused accrued annual leave. All unused sick leave is forfeited when a TH employee is separated from service and no compensation is paid for unused sick leave. If an employee returns to eligible service within three years after separation, any sick leave that was forfeited at the time of separation will be reinstated.

d. Departments are responsible for maintaining accurate annual and sick-leave records for their TH employees and ensuring proper web timesheets are submitted and approved in VandalWeb.

D. Restrictions of Use of Grievance Procedures. TH employees do not have access to the grievance procedures outlined in FSH 3860; for matters pertaining to prohibited harassment or discrimination, TH employees should contact the Office of Civil Rights and Investigations.

E. Employment of Relatives. The policies relating to the employment of relatives contained in FSH 6240 B) and FSH 6241 B apply to TH employees.

F. Supervision. The departmental administrator is responsible, subject to any provisions set by the appropriate dean or administrative officer, for the supervision of the employee's work.

G. FAST Roster Program. Departmental administrators seeking part-time, short-term, intermittent or replacement TH clerical or laborer employees are encouraged to contact Human Resources regarding Flexible Administrative Support Temps Roster. Individuals in the FAST Roster programs seek temporary or part-time employment. Completed applications are available for departmental administrators to review.


Version History

Amended July 2020. Updated policy to reflect changes based on streamlined recruitment process that were finalized two years ago, current hiring practices, and to reflect current processes and procedures. Updates were also made to ensure compliance with state policies.

Amended January 2007. Editorial changes.

Amended January 2006. Editorial changes

Amended July 2002. Revised A-1, A-2, A-4, B, B-2, C-1, C-2, D, and G. Editorial changes were made to A, A-2, C-1, C-2, and D.

Amended July 2000. Editorial changes.

Amended July 1998. Revised G and made editorial changes to D, E, and F.

Amended July 1997. Editorial changes.

Adopted 1979.

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875 Perimeter Drive MS 4264
Moscow, ID 83844-4264
info@uidaho.edu
www.uidaho.edu

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Fax: 208-885-9119

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