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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 (208-885-3609). [ed. 7-97, 7-02, 9-06, 12-13]

 

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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