CHAPTER THREE: 3090
EMPLOYMENT INFORMATION CONCERNING UI EMPLOYEES
June 2009
3090
TEMPORARY HOURLY EMPLOYMENT
PREAMBLE: This section defines
'temporary hourly
employment' (until the July 1997 update to the Handbook known as 'temporary
irregular help') and outlines the procedures for establishing such positions
and securing temporary hourly employees. This section appeared in the
1979 Handbook and has been revised frequently for greater clarity and
better to conform it to state and federal law the text following is July 1,
2002. For further information,
contact Human Resources (208-885-4500). [ed. 7-97, 7-02, 9-06]
CONTENTS:
A. Definition and Establishment of
Positions
B. Appointments [ed. 7-02]
C. Benefits
D. Restrictions on Use of Grievance Procedures
E. Employment of Relatives
F. Supervision
G. STAR and COMET Program [ed. 7-06]
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. [See
3080] [ed.
7-97, 7-00, 7-02]
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. [ed. 7-97]
a. If the temporary services are
expected to exceed 1385 hours in any one year, the department
administrator should consider establishing a temporary or continuing board
appointed position [see
3080 for establishing a
board-appointed position]. [rev. 7-02]
A-2. Department administrators are
authorized to engage TH employees to be paid from the
Department's TH budgets on an hourly basis. [ed. 7-97, 7-02]
A-3. Deans and directors are responsible to
ensure--and are expected to be able to document--that recruitment,
employment, personnel actions and personnel policies for TH
employees comply with legal requirements and are conducted in a manner
which is consistent with the principles of affirmative action and equal
opportunity. Human Resources provides assistance in classifying
positions, determining compensation ranges, writing job descriptions,
recruiting, hiring and verification of I-9 status. [ed. 7-97, 9-06]
A-4. Persons employed as TH
employees may be terminated without prior notice without cause
assigned. The supervisor may give advanced notice of termination when
appropriate. [ed 7-97, rev. 7-02]
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. [ed
7-97, rev. 7-02]
B-1. Each new TH employee must
visit Human Resources to present information required to document
I-9 status and complete payroll, Social Security, tax-withholding, and
related documents before beginning employment. Appropriate alternate
arrangements are made for persons employed at locations away from
Moscow. [ed 7-97, 7-00, 9-06]
B-2. Contact Human Resources or a current
HR
Banner manual for
instructions regarding reporting of hours worked. [rev. 7-02, ed. 9-06]
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). [ed. 7-97]
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. [rev. 7-02, ed. 9-06]
b. TH employees working at least 20 hours a week for a period of 5 months
are required to participate in PERSI. Those
not working at least 20 hours a week are ineligible to participate in PERSI. (See policy
3730 for a discussion of PERSI eligibility.) [ed. 7-97, ed. 7-02]
c. Department administrators are responsible for notifying Human
Resources when a TH employee who is expected to qualify for participation in PERSI
is hired. Human Resources will
inform department administrators and TH employees when the TH employee has worked 20 or more
hours a week for 4 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. [ed. 7-97,
9-06, rev. 7-02]
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
3730 for a complete discussion of contributions.) Employees may be allowed to spread these contributions over a
period not to exceed six months.
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. [ed. 7-97,
7-00, rev. 7-02]
a. Department administrators are responsible for entering into the UI
Human Resources Information System (HRIS), the leave taken by TH employees in
their respective units. Leave for each biweekly pay period must be entered 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
3710 B-6
for
leave reporting for board-appointed employees; questions regarding leave should
be directed to Human Resources.] The
assistant vice president for 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. [ed.
7-97, 9-06, rev. 7-02]
b. If a TH employee obtains a board-appointed position, his or her accrued
annual leave may be paid out at the time of the new appointment, or transferred,
at the new hiring department's discretion. Sick leave is transferred. [ed. 7-97, rev. 7-02]
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. [ed. 7-97, ed. 7-02]
d. Departments are responsible for maintaining accurate annual and
sick-leave records for their TH employees and entering the records into the
Banner system each pay period. [ed. 7-97, ed. 7-02]
D. Restrictions of Use of Grievance
Procedures. TH employees do not have access to the grievance procedures outlined in 3860; for matters pertaining to prohibited harassment or
discrimination, TH employees should contact the Director of Human
Rights, Access and Inclusion. [ed. 7-97, 7-98, 7-00, 7-02, 9-06, 6-09]
E. Employment of Relatives. The policies relating to the employment of relatives [see
6240
B] apply
to TH employees. [ed. 7-97, 7-98,
7-00]
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. [ed. 7-98, 7-00]
G. STAR AND COMET Program. Departmental administrators seeking part-time, short-term, intermittent
or replacement TH clerical or laborer employees are encouraged to contact Human
Resources regarding the Secretarial Technical Assistance Resource (STAR) program
and the Combination of Maintenance Employment Tasks (COMET) program.
Individuals in the STAR and COMET programs seek temporary or part-time
employment. Completed applications are available for departmental
administrators to review. [ed. 7-97, 7-00, 9-06, rev. 7-98, 7-02]
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