Temporary Employment Hiring Manager Guidelines

Transcription

1 Temporary Employment Hiring Manager Guidelines Our mission is to provide outstanding customer service and quality leadership to the university community as well as to recruit and retain a diverse workforce. April 2009

2 Recruitment Services works diligently to attract, recruit, and retain qualified and diverse candidates to support operational excellence by working with departments to facilitate temporary staffing needs through a Temporary Appointment. This guide is designed to familiarize managers with the hiring process. Table of Contents I. Hiring Process II. III. IV. Designated Job Codes How are Temporary Appointments paid? Length of a Temporary Appointment V. Pre-Employment Requirements VI. VII. Employee Programs On boarding & Orientation VIII. Payroll Administration a. Employee access b. Employee time entry process c. Tracking employee time d. Approving employee time e. Paycheck information f. Employee Self-Service IX. Parking Information X. Panther ID XI. End of Appointment

3 Hiring Process A department may hire an employee for a Temporary Appointment on a part-time or full-time basis for any hour of the day, including weekends. All Temporary Appointments must be posted and recruited through J.O.B.S. Link, the FIU Applicant Tracking System. Posting requirement will be waived if the appointment is: Grant funded Designated for student employment For a period of 2 months or less Although the appointment may not have to be posted, Recruitment Services encourages all departments to take advantage of the online applicant tracking system which can allow you to obtain a broader applicant pool. Step One: Request to Hire Temporary Employee The department must complete and submit a Request to Hire Temporary Appointment form to Recruitment Services. Step Two: Adhere to Posting Requirements Unless posting requirement is waived, appointment must be posted and recruited through J.O.B.S. Link. Step Three: Recruit & Screen Applicants As applicants are screened and/or interviewed, the hiring manager should log into JOBSLink, and Change Status of each applicant. The Status options for Temporary Employment postings include: Under review by Manager Not Selected by Hiring Manager Recommended for Interview Finalist

4 Step Four: Hire Employee Once you have selected the Finalist, the Hiring Manager completes the Temporary Appointment/Student Assistant form. For new employees, the form must be accompanied by a completed Sign-On packet. Designated Job Codes The university may hire an employee with a wide variety of skills, education, and experience for positions within established job codes. A department may recruit an employee in any of the following classifications: Executive, Administrative & Managerial Manages or provides assistance in managing the day-to-day operations. Assists in budget preparation and administration and related fiscal matters. Manages a variety of functions within a department and/or division. Assists in preparing payroll, personnel, and purchasing activities. Serves as liaison between program area and other departments/units. Clerical and Secretarial Answers telephones, routes calls and visitors, makes appointments and answers routine questions from students and other departments. Receives, opens, sorts and/or distributes mail. Performs data entry/retrieval functions, including the maintenance of existing data files. Composes letters, memos, reports, purchase orders and other material from notes or rough drafts. Maintains filing systems. Maintains supplies inventory. Prepares forms, memoranda, and other copy material. Gathers specified information and compiles routine reports Technical and Paraprofessional Performs various administrative and research duties. Assists in conducting surveys. Collects and complies data. Assists in the preparation of reports, manual and publications. Assists in formulating program policy, goals, and procedures. Maintains confidentiality of records and information concerning employees, including personnel files and/or medical records. Assists in responding to complaints and requests for information. Assists with conducting teaching assignments.

5 Skilled Craft Performs a variety of skilled functions. Demonstrates proficiency in one or more specialized skills including (i.e. AV/ Production/Skilled Carpenter etc ) Maintenance Services Assists maintenance trade workers, including electrical, plumbing, painting, etc. Lifts and moves furniture and equipment. Performs and/or assists in the installation, repair, and replacement of University equipment. Cleans equipment and job site. Performs routine fabrication and welding of metal projects. Other Professional This class code will be assigned by Recruitment Services when applicable. How are Temporary Appointments paid? Employees on a temporary appointment are paid for the actual number of hours they work. When position is designated as non-exempt all work hours over 40 within a workweek are paid at one and half times that employee s hourly rate of pay relative to the Fair Labor Standards Act (FLSA). Employees hired for a professional appointment are exempt from overtime provisions of FLSA. Length of a Temporary Appointment A Temporary Appointment should be hired to support a project or departmental need for a specified period of time. An employee may remain on a temporary appointment beyond the initial specified period of time under these conditions: Department requested and is awaiting approval of full-time equivalent (FTE) Project is extended Appointment performs duties of an employee on FMLA approved leave Approval of extensions must be requested through Recruitment Services.

6 Temporary Appointments in the following categories are NOT subject to above mentioned time limitation: Seasonal employees, Degree-seeking students, Health Care Practitioners, Institutional clients employed as part of rehabilitation, Employees hired to deal with an emergency situation that affects the public health, safety, or welfare, Employees hired for a project that is identified by a specific appropriation or time-limited grant, Consultants (These independent contractors are retained by contractual agreement arranged through the Purchasing Department.) Pre-Employment Requirements An employee hired on a Temporary Appointment is subject to the same preemployment as benefit-earning employees hired by the university. For more information regarding pre-employment requirements, please review the Pre- Employment Policy. Employee Programs Temporary Appointments are not eligible for the same programs as benefit-earning employees. However, they are entitled to participate in the following: FICA Alternative Plan Optional Health Insurance Program for Temporary Employees For information on Optional Health Insurance Programs contact Benefits Administration. Onboarding & Orientation Employees hired on a Temporary Appointment will receive an offer letter from the Division of Human Resources welcoming them as a member of the university community, as well as, explaining the terms and conditions of their employment. Temporary Appointments will also receive a New Employee Orientation packet.

7 Recruitment Services has provided additional Resources and Tools to hiring managers to ensure a smooth transition to FIU culture. They include the following: New Employee Announcement Template New Employee Checklist New Employee Checklist for Managers & Supervisors New Employee Welcome Letter Template Buddy System Guidelines Buddy Assignment Template As a condition of employment, all Temporary Appointments must complete the online New Employee Orientation found on the HR website under Temporary Employment. The online orientation has been designed to familiarize the employee with the various processes and procedures that are associated with their employment at FIU. Payroll Administration a. Employee Access All non-exempt Temporary Appointments will receive access to Timesaver to report hours worked. After their Sign-On packet has been processed, your HR Liaison will be contacted by a representative of Payroll and provided with a username and password. Exempt Temporary Appointments are not required to interact with the Timesaver system. If additional assistance is required, please contact Payroll at (305) b. Employee Time Entry Process (Timesaver) As a non-exempt Temporary appointment employee, the employee would enter their start time and end time for each day worked. (ex: 8:30a - 5:00p). If an appointment works through their lunch period, the manager must adjust their time. c. Tracking Employee Time Timesaver is a fully integrated, Web-based time and labor management system utilized by FIU to track and maintain employee time and/or leave.

8 d. Approving employee time Supervisors must approve time employee time by 2:00 p.m. the Friday of payroll closing week via Timesaver. You may access schedule on the Human Resources Calendar. e. Paycheck Information Paychecks are distributed every other Friday at the Payroll window in PC 220. The employee s first check is a physical check and must be picked up. Once Direct Deposit is set up, they will see the check in their account Thursday evening after midnight. They can view payroll schedule, history, and other useful information at the Employee Self Service Website at: ptp.fiu.edu All employees are required to enroll in direct deposit. If they haven t done so already, they can fill out a direct deposit form online or at the Payroll window located in PC 220. It can take one to two pay cycles for your direct deposit to take effect. In the meantime, here are your options for picking up your paycheck: Pick up check at PC 220 between 12:30 p.m. - 5:00 p.m. on pay day Friday and please make sure to bring photo identification Someone else can pick up their paycheck. They will need to provide us with the name of the person ahead of time, in writing or by faxing a signed note to (305) , and that person needs to bring photo identification showing proof that they are the person that you have designated to pick up your check. Checks cannot be sent through campus mail. Employee Self Service Employee Self Service (ESS) is the online tool available to each FIU employee to view and maintain personal information. An employee can update home address, contact numbers, manage payroll deposits, view leave balances, view and print pay statements and change W-4 tax withholdings. ESS is the quickest, easiest way to ensure that changes are made quickly and accurately. Upon hire, all employees receive access to Employee Self Service to review any of the information listed above.

9 Parking Information Once employed at the University, all employees are required to purchase and display a parking permit. A temporary parking permit will be issued by Recruitment Services as part of the New Employee On boarding packet, which is valid for 3 weeks. Employees are encouraged to purchase their parking decals upon hire. Decals and parking passes can be purchased online through Parking & Transportation and are received by mail within 3-5 days. Panther ID All employees are issued a Panther ID # as a unique employee identifier. An authorization form will be included in your New Employee Orientation packet. Employees must present this form with a legal photo ID (i.e. Driver s License, Passport, etc.) at the Photo ID Office located in either of the following: University Park Campus Biscayne Bay Campus Graham Center Wolf University Center Room 104 Room 143 University Park Office Hours: BBC ID Office Hours: Monday through Thursday Monday and Wednesday 9:30 a.m. to 6:00 p.m. 9:00 a.m. to 1:00 p.m. Tuesday and Thursday 8:30 a.m. to 10:30 a.m. 12:00 p.m. to 6:00 p.m. End of Appointment Florida is an At-Will State, which means that as the employee retains the right to resign for any reason or no reason at all, FIU has the same right with respect to ending an appointment. At the end of the appointment, the hiring manager must complete the Temporary Appointment/Student Assistant form to terminate the employee. Upon completion of appointment, please review the Separation Form Employment/Transfer Checklist. We encourage you to let the employee know that they may view and apply for employment opportunities by visiting J.O.B.S. Link.