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Overview to Temporary (OPS) Employment for UF Administrators

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Overview to Temporary (OPS) Employment for UF Administrators


  • Housekeeping

Name Plates

Cell Phones

Rest Rooms

Materials

Questions

Fire Drill


When Class is Complete

  • Class Completion

Please sign roster.

Evaluation: Let us know what you think!


Today’s Objective

  • Increase your understanding of temporary (OPS) employment at UF

    So you may …

  • Manage all aspects of temporary employment

  • Ensure other relevant guidelines are followed


Our Agenda

To do that, we will:

  • Introduce general concepts surrounding temporary employment

  • Discuss categories associated with temporary pay plans

    • General temporaryemployment

    • Student employment

    • Academic temporaryemployment


Our Agenda

  • Review the temporary job hiring process:

    • Posting a temporaryjob

    • Hiring

    • Minimum requirements and salary

    • Application review

    • New hire paperwork


Our Agenda

  • Review other key issues surrounding temporary employment:

    • Nepotism

    • Workers’ and Unemployment Compensation

    • Additional employment/lump sum payments

    • FICA eligibility

    • Terminations


General Concepts ofTemporaryEmployment


What Is Temporary Employment?

  • Many times “temporary” is referred to as OPS = Other Personnel Services

  • “At-will”, is also a term used to refer to temporary jobs which are supposed to be limited in time duration

  • It depends on the type of temporaryemployment as to whether they arebenefits-eligible

#1

#2

#3


UF Employees


Time Limits of Temporary Employment

  • While the university currently does not have a time limit on the length of time an employee can be temporary, this type of employment should not be a substitute for a long-standing employment need.

  • If long-standing employment is needed, it should be established as a permanent position.


Paying for Temporary Jobs

  • You may pay for temporary jobs using your department funds so long as:

    • The non-recurring funds are available

    • They are used in such a way as is allowed (must be acceptable under grant provisions, for example)


In the myUFL System

  • Temporary job transactions must be completed within 3 days via the university’s ePAF (electronic Personnel Action Form) within the myUFL system (my.ufl.edu)

  • When hires are delayed, this creates problems for other temporary employment areas, such as financial aid, FICA Alternative enrollment, Gator GradCare, etc.

  • Federal compliance of I9 & eVerify required


In the myUFL System

  • Please also see the handout “Temporary Hiring Information at a Glance”

  • Temporaryjobs do not have position numbers assigned because they are temporary “jobs”, not recurring “positions”

  • More details on hiring temporary jobs in myUFL, please attend:

    • “Introducing GatorStart,” PST093


“Categories” of TemporaryEmployment


Let’s start by talking aboutGeneral Temporary

Total Temporary Employment at UF

Page 3 in handout


General Temporary Employment


General Temporary Employment

Term Alert!


  • General Temporary—Non-Exempt

It’s important to choose an accurate Job Title to ensure UF’s ability to report employment activity and comply with Cost Accounting Standards


General Temporary—Non-Exempt

  • Non-exempt general temporary employees are hourly under the Fair Labor Standards Act (FLSA)

    • Must complete weekly punch, web clock, or an approved time card


General Temporary—Non-Exempt

  • Not permitted to work before or after established work schedule, unless specifically authorized by the employee's supervisor

  • Must account for all hours in the workweek as each starting and stopping time occurs

  • May only work at “home” if approved under “alternate work location policy”

    • It’s important to follow this policy!

#4


General Temporary—Non-Exempt

  • Encouraged to leave their workstations during their regularly scheduled lunch periods

    • Conducting any job-related activity during scheduled lunch periods is time worked and must be recorded as such

  • Time records must be approved by the supervisor

    • In approving these entries, the supervisor verifies the accuracy of the recorded time worked


General Temporary—Non-Exempt

  • Under UF policy, supervisors should be present during their employees' working hours so they may verify hours worked

  • Any employee or supervisor who falsifies any time record is subject to dismissal

    • Includes time-worked entries, time cards, etc.


General Temporary—Non-Exempt

  • Hourly temporary employees must be paid one and one-half times their regular hourly rate of pay for each hour worked over 40 in the university’s workweek

  • No other arrangements are allowed

    • Remember: OT is calculated on a weekly basis (Friday-Thursday)—not by pay period

  • Temporary employees are not eligible to earn overtime compensatory leave


General Temporary—Health Benefits

  • Underthe Affordable Care Act, temporary employees who work over 30 hours per week are eligible for state health insurance.

  • Voluntary benefits (such as dental, vision, etc.) are also available, howeverwith no employer contribution


General Temporary—Exempt

It’s important to choose an accurate Job Title to ensure UF’s ability to report employment activity and comply with Cost Accounting Standards

#5


General Temporary—Exempt

  • Prior to recruiting or offering a temporary exempt job, a description should be sent to Classification & Compensation to comply with FLSA

  • Additional justification will be required if the job will extend beyond 6 months


General Temporary—Exempt

  • Have more flexible work schedules

  • May or may not have to have supervisor available

  • Pay not deducted unless for full work week

  • May only work at “home” if approved under “alternate work location policy”

    • It’s important to follow this policy!

#4


General Temporary—Exempt

  • Encouraged to leave their workstations during their regularly scheduled lunch periods

    • However, they are not required to punch out for lunch or take lunch

  • Time records not required to be approved by the supervisor

    • Only enter elapsed time/time not worked (leave without pay) must be supervisor approved


General Temporary—Exempt

  • Do not earn overtime pay or leave

  • Not eligible to receive paid vacation, sick leave, admin leave or paid holidays

  • Not allowed to record hours taken off as time worked


All General Temporary Employees

  • Temporaryemployees who meet certain conditions may have eligibility for unpaid leave under the Family and Medical Leave Act (FMLA)

#6

Term Alert!


FMLA Entitlement

  • For temporary employees to be eligible for FMLA leave, they must have been employed by the university:

    • At least 12 months (may or may not have been consecutive)

    • Have worked a minimum of 1250 hours during the 12-month period preceding the event

  • Will be eligible for up to 12 work weeks of unpaid leave for an FMLA qualifying event


FMLA Entitlement

  • Examples of FMLA qualifying events are:

    • Birth or adoption of a child

    • To care for a family member with a serious health condition

    • If employee has a serious health condition that makes him/her unable to perform essential functions of the job


Any Questions?


General Temporary REVIEW


General Temporary Employment - Review


Student Temporary Employment


Now let’s discuss Student Temporary

Total Temporary Employment at UF

Page 5 in handout


Student Temporary Employment

  • Most UF departments employ students

  • Job opportunities exist for most UF students regardless of financial aid eligibility

  • Departments utilize GatorJobsto post open positions (optional)


Student Temporary Employment

Who can be a UF Student Employee?

  • Must be an admitted, degree-seeking UF student

  • Must be registered at least½ time

    • 6 hours enrollment for undergraduate (fall & spring)

    • ½ time for graduate and professional students willdepend upon the student’sclassification and college


Determining ½ Time Status

  • On the provided schedule, look at total credits to ensure student is registered at least half time to be eligible to work as a Student Temporary Employee.


Student Temporary Employment

#7

Who cannot be a UF Student Employee?

  • Students from Santa Fe College or high school, for example, are NOT considered Student employees—they are considered General Temporary employees

  • UF Grad Assistants are typically NOT considered Student employees for primary jobs—they are considered Academic Temporary employees

    • For secondary jobs and many times over the summer, they may be considered Student employees


Student Temporary—Non-Exempt

  • Non-exempt student temporary employees are hourly under the Fair Labor Standards Act (FLSA)

    • Must complete weekly punch, web clock, or an approved time card


Student Temporary—Non-Exempt

  • Employment should not interfere with students’ educational goals

  • Not permitted to work during scheduled classes or exams

  • Generally limited to 20 hours/week, but can petition Student Employment to workup to 32 hours/week or 64/biweekly

#8


Student Temporary—Non-Exempt

  • Not eligible to earn overtime compensatory leave

  • Students must receive at least minimum wage

  • Under UF policy, supervisors should be present during their employees' working hours so they may verify hours worked


Student Temporary—Non-Exempt

  • Any employee or supervisor who falsifies any time record is subject to dismissal

    • Includes time-worked entries, time cards, etc.

  • Students must account for all hours in the workweek as each starting and stopping time occurs

  • Lunch or breaks are encouraged only if they work over 5 hours at a time


Student Temporary—Non-Exempt

  • Student employees' time records must be approved by the supervisor

    • In approving these entries, the supervisor verifies the accuracy of the recorded time worked

  • Not permitted to work before or after established work schedule, unless specifically authorized by the employee’s supervisor


Best Practice

  • Due to the restrictions on hiring a Student Temporary employee, an ePAF can be used as a way to check whether someone already works at UF—or what their status or FTE is—before completing a hire

  • More more details, please attend:

    • “Introducing GatorStart,” PST093


Best Practice

To check status/FTEs using ePAF

  • Login to myUFL and navigate to Main Menu>UF Departmental Administration> ePAF Home Page>Hire an Employee

  • Search for relevant individualby UFID #


Best Practice

To check status/FTEs using ePAF

3.Click the “i” icons to check job FTEs for each job record that appears


Best Practice

To check status/FTEs using ePAF

  • Add together FTEs of all active jobs

.80 FTE = 32 hours/week

.75


Student Temporary Employment

Student Temporary Employment is designated into 3 Salary Admin Plans


Federal Work Study (FWS) Program

  • A program to provide students with part-time work to help meet college costs and, if possible, provide experience in a related field

  • Federally funded and need-based


Federal Work Study (FWS) Program

  • Eligibility is based on student information provided on yearly Free Application for Federal Student Aid (FAFSA)

  • Number of hours of work depends upon financial need – limited to 20 hours unless petition for more work hours

Term Alert!


Federal Work Study (FWS) Program

  • To be eligible, the student must:

    • Be a U.S. citizen, permanent resident, or refugee

    • Show need via the FAFSA

    • Maintain satisfactory academic progress

    • Be enrolled at least half-time as an undergraduate or graduate student

      • Post baccalaureate students must petition for eligibility

    • Not have defaulted/owe a refund to any aid program


Federal Work Study (FWS) Program

FWS is made up of 2 components.

  • Federal Work Study Program

  • (FWS)


Federal Community Service (FCS)

  • FCS allows students to work off-campus with various community agencies dedicated to improving community living, especially for low-income individuals

  • Examples of service duties are those involved in:

    • Health care

    • Child care

    • Literacy training

    • Social services / welfare, etc.


“America Reads”

  • “America Reads” is a tutoring program promoted by the federal government to help elementary school students improve their reading skills

  • The goal of this program is to get children to read well by the third grade

  • Coordinated through the College of Education and Student Employment


Federal Work Study (FWS) Program

It’s important to choose an accurate Job Title to ensure UF’s ability to report employment activity and comply with Cost Accounting Standards


FWS Eligibility Verification

  • Although a student may meet all requirements for eligibility and be awarded FWS, all data must be verified prior to being allowed to begin work.

  • When the verification process has been completed

    • Students can print their UF Work Permit within ISIS under Awards & Disbursements and give to their supervisor


FWS Eligibility Verification

  • Verification is a review process

    • Established by the U.S. Dept. of Education

    • To verify the accuracy of information provided in the FAFSA

    • Student may not work if going through the verification process


FWS Budget Tables

When a student is hired under the Federal Work Study (FWS) program, 75 percent of his or her salary is financed via Student Employment using federal funds.

The department only pays 25 percent.


Any Questions regarding the Student Federal Work Study?


Student Assistant (STAS)

  • So, can you employ a UF student who isn’t eligible for FWS?


Student Assistant (STAS)

YES.

  • In addition to FWS, there is other student temporary employment available that is not based on need

  • To be eligible, students employed by UF must have at least a 2.0 GPA and be enrolled at least half-time as an undergraduate or graduate student


Student Assistant (STAS)

It’s important to choose an accurate Job Title to ensure UF’s ability to report employment activity and comply with Cost Accounting Standards


STAS Budget Tables

When a student is hired as a Student Assistant (STAS), the department pays 100 percent of his or her salary


Student Biweekly (STBW)

  • An additional category of Student Temporary employment is the Student Biweekly Admin Plan


Student Biweekly (STBW)

  • Salary plan for student positions that must be administered under contract due to the nature of the job

  • Very limited and only under certain conditions

  • Utilization of this plan must be pre-approved by Student Employment


Student Biweekly (STBW)

It’s important to choose an accurate Job Title to ensure UF’s ability to report employment activity and comply with Cost Accounting Standards


STBW Budget Tables

When a student is hired as Student Biweekly (STBW), the department pays 100 percent of his or her salary


At a Glance


Any Questions regarding the Student Temporary Admin Plans?


Break Appointments

  • Determining break salary plans

    • Current student employees

    • Incoming freshmen

    • International students

  • Summer/Fall FWSP Salary Plan


Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Spring

Summer

Fall

Current Student Employees

If you have students employed during the spring term who will not be working summer, but will be working in the fall term, you do NOT need to terminate them


Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Spring

Summer

Fall

Current Student Employees

If you have students employed during the spring term who are planning to work in the summer, but will not be enrolled, you do not have to switch to OPSN if they are planning to enroll in the fall term


Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Spring

Summer

Fall

Current Student Employees

If you have students employed during the spring term who are planning to work in the summer, and will be enrolled, you may leave on appropriate salary plan


Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Spring

Summer

Fall

Current Student Employees

If you have students who did not work and were enrolled in the spring term and are planning to work and be enrolled in the summer, you may hire as STAS or FWSP


Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Incoming Freshman

Incoming freshmen must be hired as General OPS (OPSN) during the summer and switched to STAS/FWSP for the fall term


Determining Summer Salary Plan

SALARY PLAN SELECTION IS BASED ON CURRENT AND FUTURE ENROLLMENTS

Break

40

hours

?

International Students

International students may work full-time during the summer if they are enrolled or not enrolled as it is considered an official school break


Break FWSP Salary Plan

FWS funding for breaks is dependent upon utilization of awards for the present academic year

Break FWS is not awarded as part of student’s initial financial aid package

To be eligible, a student would have had to complete the FAFSA, be enrolled half time, and have enough unmet need

Students should contact their Financial Aid Advisor to inquire about break FWS eligibility


Innovation Academy

  • Innovation Academy is an undergraduate cohort program centered on innovation, creativity, entrepreneurship, ethics and leadership

  • IA students take UF courses on campus during the spring and summer terms, leaving the fall term free for online learning, studying abroad, internships, etc.


Innovation Academy Fall Appointment

Traditional Student

  • Summer

  • (Break)

  • Fall

  • (Break)

  • Fall

  • Spring

  • Summer

  • Spring

Innovation Academy Student


Innovation Academy Fall Appointment

  • Besides the difference in term pattern, the conditions of Innovation Academy Fall Appointments are the same as for Summer Appointments

  • Review the Break Appointments section in your Guide for details


FICA Exempt Status

  • A key issue related to student employment is that UF student employees are eligible to be FICA exempt

Term Alert!


FYI!

Exempt clarification!

These are UF student employees who meet certain criteria.

These are employees who are not eligible for overtime pay.


To Retain FICA Exempt Status

  • Student temporary employees must remain within the work hour limit to retain FICA exemption

  • Student temporary employees must maintain ½ time course load. They will lose their FICA-exempt status when their course load changes (typically occurs breaks)

  • Tax Services automatically monitors and changes taxes accordingly


Jeopardizing FICA-Exemption

Hiring Requirements

Student Employment will not allow a student to be hired if the combination of new job with other jobs will exceed work hour or FTE limit

FICA-Exemption is maintained

Time Entry

System will notstop hours enteredover the work hour limit

If work hour limit is surpassed, FICA will then be assessed


UF Student Temporary Employment

  • Student Employment Office

    • PO Box 114025, Gainesville, FL 32611-4025

    • S-107 Criser Hall

    • For assistance, please call 392-0296 or e-mail Student_Employment@sfa.ufl.edu


Any Questions regarding Student Temporary Employment?


Student Temporary EmploymentREVIEW


Student Temporary Employment - Review


Academic Temporary Employment


Now Let’s Discuss Academic Temporary

Total Temporary Employment at UF

Page 12 in handout


Academic Temporary Employment

Academic Temporary Employment is designated into 3 Salary Admin Plans


Academic Temporary Employment

  • Have no contractual expectations of continued employment

  • All are “exempt” from the Fair Labor Standards Act (FLSA)


Graduate Assistants (GAs)

  • Referred to as:

    • Sr. Graduate Teaching or Research Associate

    • Graduate Teaching or Research Associate/Assistant

    • Graduate Assistant

    • Must be registered and working toward a graduate degree

    • Eligible for health insurance (Gator GradCare)


Graduate Assistants (GAs)

  • To ensure access to Gator GradCare health insurance, it’s critically important to enter appointments in the system on a timely basis

    • Eligibility is confirmed based on job data, Letter of Appointment, and tuition waivers

    • Fall and spring enrollment deadline—30 days after the appointment begin date

    • Summer enrollment deadlines will be different

    • Call GA Benefits Office: 392-0003


Graduate Assistants (GAs)

  • There also are:

    • Established minimum salaries based on FTE and appointment (9- or 12-month) for GAs

    • Other specific requirements that must be completed or met when processing these appointments

  • Covered by Graduate Assistants United (GAU) Union


Graduate Assistants (GAs)

  • Are credited with five personal days at the beginning of each semester

  • To be used in whole day increments

    • A GA scheduled to work three hours on Tuesday who is unable to perform assigned duties on that day would be charged with one day of personal time


Graduate Assistants (GAs)

  • Personal time is not cumulative

  • For use when GA is disabled or otherwise unable to perform work duties

    • Because of injury, illness, jury duty, required U.S. military service or because of injury, illness, or death in immediate family

      • Mother, father, spouse, sister, brother, child, a person in a legal dependent relationship with employee, or other relative living in employee's household


Graduate Assistants (GAs)

  • Graduate Assistants (GAs)

    • To learn more about graduate assistants and “fellows,” please attend the PRO3 workshop

      • “Hiring Graduate Assistants and Fellows,” PRO318


Adjunct Faculty

  • 9-, 10-, and 12-month appointments

  • Benefits possibledepending on eligibility

  • Typically appointed on academic calendar dates


Adjunct Faculty

  • Temporary appointments to perform temporary teaching, research, or extension functions in connection with established programs

    • Must have satisfactory professional qualifications (that mirror comparable recurring, benefits-eligible positions)

    • Appointed for up to one year at a time

  • Adjunct Faculty appointments are non-tenure track appointments


Adjunct Faculty

  • When retired faculty are hired as Adjunct Faculty, approval from Human Resource Services must be obtained prior to starting.

  • The rehire retiree form must be completed and sent through the appropriate Dean, Sr. VP and VP of HR.


Adjunct Faculty

  • Adjunct Faculty (OPS)

    • To learn more about temporary faculty appointments, please attend the Pro3 workshop

      • “Guide to Faculty Appointments, Recruitment, and Hiringfor UF Administrators,” PRO319


Residents

  • Member of the “house staff”

  • Is a “trainee” of a health center professional school

  • Benefits are provided through the college office


The Big Wheel

Play


The Big Wheel

Team Scores

Team One

Team Two

Spin Wheel

Points

2

1

4

3

7

5

6

8

9

10

Break


Question 1

Non-exempt temporary employees are encouraged to leave their workstations during their regularly scheduled lunch periods because…


Answer 1

They may work when they are off the clock and that is against FLSA regulations


Update Score


Question 2

Falsifying any time record can result in …


Answer 2

Dismissal


Update Score


Question 3

All temporary employees may be eligible for unpaid leave under FMLA if …


Answer 3

They have been employed at UF at least 12 months or have worked a minimum of 1250 hours during the previous 12-month period


Update Score


Question 4

For each hour worked over 40 in UF’s workweek, non-exempt OPS are entitled to…


Answer 4

1.5 times regular pay in overtime


Update Score


Question 5

If long-standing, but partial FTE appointments are needed, they should be established as…


Answer 5

Permanent Positions


Update Score


Question 6

We used the term “exempt” in two different official ways in today’s session. 

List and define each usage.


Answer 6

a.Exempt from FLSA – exempt employees who are not eligible for overtime pay

b.Exempt from FICA – UF student employees who meet certain criteria


Update Score


Question 7

Within how many days must a temporary job transaction be completed within myUFL via ePAF?


Answer 7

3 days


Update Score


Question 8

How many hours per week can a student be employed without petitioning for more hours?


Answer 8

20 hours/week


Update Score


Question 9

Who cannot be considered as a student employee?


Answer 9

Non-UF students and Grad Assistants for primary jobs (mostly)


Update Score


Question 10

Stewart “Stew” Dent is a student employee in your department who worked with you during the fall and spring terms.  He is going home over the summer but is planning to return to work in your department again in the fall. 

What needs to be done? 


Answer 10

Nothing. His appointment can remain active in the system until he returns in the fall.  He will not be paid because he will not be entering time in time and labor. 


Update Score


Let’s Take a Break


Page 15 in handout

Posting and Hiring forTemporary Jobs


Posting a Temporary Job

  • May choose to post temporary vacancies via GatorJobs but are not required to do so

    • Will need to attend GatorJobs training (Posting GatorJobs, PST092)

    • GatorJobs toolkit available at www.hr.ufl.edu with instruction guides and tutorials

  • Graduate Assistants/Residents not posted due to academic selection process or matching program

#9


Posting a Temporary Job

  • The job request will be reviewed by

    • Recruitment and Staffing

    • Student Employment

  • Then will be approved for posting

  • The job may be posted for any period of time

    • No minimum or maximum advertising timeframe exists


Posting a Temporary Job

  • If a posting deadline is indicated, any hiring decision may not be made prior to that date

    • To ensure all applicants are given a fair opportunity to be considered for the vacancy


Posting a Temporary Job

  • To learn more on how to post temporary jobs via GatorJobs, please attend:

    • “Posting GatorJobs,” PST092


Minimum Requirements and Salary

Education Minimum

ExperienceMinimum

Salary Minimum

General Temporary

No

Yes*

No

Student

Temporary

No

Yes*

No

Academic Temporary

Yes

Yes

Yes

  • As of today, Federal and Florida minimum wage increased to $7.79*


Minimum Requirements and Salary

  • There are minimum salary requirements for GAs and salary requirements for residents

  • Additionally, adjunct faculty must meet the minimum qualifications established for comparable benefits-eligible positions

    • For example, an Adjunct Assistant Professor is required to meet the same minimum qualifications as an Assistant Professor


Minimum Requirements and Salary

  • Departments should identify and/or determine education and experience needed for the specific job as well as salary

  • If the department chooses to advertise the job, an expected starting salary range should be listed, and the salary of the employee hired into the job should match the advertised salary


Application Review

  • Departments that post the temporary job via GatorJobs will be able to access applications directly

    • There is no pre-screening completed before temporary applications go to departments

    • Departments are responsible for reviewing all applications that are received for the vacancy


Application Review

  • Carefully review information listed on application to ensure it is a complete representation of the applicant's work and education background

  • All gaps in employment should be accounted for and dates of employment listed

  • If the applicant discloses a termination on the application or during the interview, the department is responsible for finding out why


Application Review

  • Any disclosures of criminal background activity must be reviewed by Recruitment and Staffing prior to offering the job to the applicant


Application Review

  • A completed application is a required part of the hire paperworkfor general/student temporary employment

  • If the job was not posted via GatorJobs, all general/student applicants interviewed should be asked to:

    • Complete an application in GatorJobs (preferred) OR complete the “OPS Application for Employment”


Hire Paperwork

  • Temporary hires are processed through GatorStart – the online on boarding system.

  • When processing a temporary appointment, if there has been a one day break in service or more, the new hire will be required to complete new hire paperwork through GatorStart

1+


Hire Paperwork

  • To learn more about temporary appointments and required paperwork, please attend:

    • “Introducing GatorStart,” PST093


Child Labor Law

  • During the summer, in particular, quite a few temporary employeesare minors (under 18)

    • A medical release form would be needed to treat them if they were injured on the job


Child Labor Law

#10

  • Requirements of child labor:


Child Labor Law

  • For more information about child labor issues at UF, please see:

    • www.hr.ufl.edu/recruitment/policy/hiring.asp#child

    • www.ehs.ufl.edu/Bio/minors.htm


Page 17 in handout

Other Key Issues


Let’s Discuss …

  • Nepotism

  • Workers’ and Unemployment Compensation

  • Additional university employment vs. lump sum payments

  • FICA eligibility

  • Termination


Nepotism

  • Nepotism in the workplace occurs when employers favor relatives in making employment decisions, with little to no regard for anything but kinship

    • An example is hiring or promoting relatives solely because they are family members, with no consideration of the qualifications or merit of other job candidates or employees


Nepotism

  • At UF, employment of related persons, where such employment involves a conflict of interest, actual or potential, is discouraged

  • Exceptions can be made when the employment of a related person is necessary due to a shortage of qualified personnel


Nepotism

  • These hires must be approved in writing by the appropriate administration

  • For non-academic units, hires must be approved by the appropriate Director and the Vice President for Human Resource Services

  • For academic units, hires must be approved by the appropriate Dean and Provost office


Nepotism

#11

  • This policy applies to all employees,including temporary employees

  • All hires involving nepotism should be discussed with Recruitment and Staffing or Academic Personnel

    • Call (352) 392-2HRS (2477) for assistance

    • Nepotism Memo and Org Chart submission required


Workers’ and Unemployment Compensation


Workers’ Compensation

#12

  • All temporary (OPS) employees are covered by Worker’s Compensation

    • If someone is injured, be sure to contact the UF Workers’ Compensation Office at 392-4940!

  • Not eligible for payment during their first 7 days of absence due to the injury

  • At 8 days, begin to get paid at 66 2/3 rate of pay

  • If absent for 21 days or more, will be paid for first 7 days of absence (66 2/3 rate of pay)


Unemployment Compensation

#13

  • General and Academic temporary (OPS) employees are eligible for Unemployment Compensation except if terminated for misconduct or if they voluntarily resign

    • Examples of “misconduct” include chronic absenteeism, conduct unbecoming a state employee, theft

    • Documentation counts! However, documentation does not need to be formal; “working notes” are fine


Unemployment Compensation

#13

  • UF student temporary employeesare not eligible for unemployment compensation drawn against the university

    • Regardless of job title used

    • Interns, “house staff”/residents, and pre- and post-doc fellows are considered students


Additional Employment and Lump Sum Payments


Additional University Employment

Primary

Employee’sregular workunit

Secondary

University employees may be approved to work for more than one UF department.

  • The dept / unit requesting the employee's services in addition to the primary employment


Additional University Employment

You can see the two employee records listed on the Job Data screen in myUFL


Additional University Employment

  • All second appointments that involve different pay plans or exceed 1.0 FTE must be approved by Human Resource Services before starting

    • The secondary employer must prepare and complete Form HR-600, “Request for Approval of Additional University Compensation”


Additional University Employment

  • Approval is NOT required for two jobs in the same pay plan which, in combination, do not exceed 1.0 FTE

  • For example, if .5 FTE (OPS) is assigned to working in Pediatrics and .5 FTE (OPS) is in HR

0.5 FTE

0.5 FTE


Additional University Employment

  • Other common examples of Additional temporary employment include:

    • Example 1: A full-time TEAMS employee has a second part-time OPS appointment

      • 2 different pay plans

      • more than 1.0 FTE

    • Example 2: An employee has two OPS jobs

      • one is .75 FTE

      • the other .5 FTE

needs approval from HR

needs approval from HR


Additional University Employment Compensation

  • When hiring a UF employee for a second appointment, there aretwo options to compensate him or her using OPS funds:

Option 1

Option 2

OR


Option 1: Non-Exempt Temp (OPS)

  • Hire as Non-Exempt Temp (OPS) Employee

  • Hire employee via ePAF

  • Non-exempt OPS employee with an hourlywage

  • If the employee’s primary job is non-exempt, this option is typically required

  • Available as an option if the employee’s primary job is exempt


  • Option 1: Non-Exempt Temp (OPS)

    • Hire as Non-Exempt Temp (OPS) Employee

    • Non-exempt temporary employees are subject to the provisions of the Fair Labor Standards Act

    • Therefore, if the two jobs—in combination—result in the employee’s working more than 40 hours in a workweek, the employee will be eligible for overtime

    #14


    Overtime Is Calculated in Two Ways

    • Hire as Non-Exempt Temp (OPS) Employee

    • If the two jobs are in the same pay plan (both are OPS, for example), the myUFL system can calculate needed overtime payment and assign it to the proper job

    • If the two jobs are in different pay plans (primary position is TEAMS/secondary is OPS, for example, with more than 1.0 FTE), then the compensation rate for the secondary job will typically be entered at an overtime rate when the ePAF is processed


    Overtime Exemption

    • Hire as Non-Exempt Temp (OPS) Employee

    • In order for the second appointment to be exempt from overtime, it must meet three criteria:

      • Work must be voluntary

      • Work must be occasionally or sporadically performed on a part-time basis

      • It must be in a different capacity from the employee’s regular appointment


    Option 2: Lump Sum Payments

    • Provide a Lump Sum payment

    • Lump sum pay typically should be used to pay an employee for an additional one-time job (not ongoing employment)

      • Examples of lump-sum pay include payment for designing a brochure or building a database

      • Primary position must be exempt

      • These types of payments should be rare

    #15


    Option 2: Lump Sum Payments

    • Provide a Lump Sum payment

    • If you believe a lump sum payment is an appropriate choice for an employee whose primary job is non-exempt, please contact: Classification and Compensation(392-2477) or Student Employment (392-0296) for approval before the work is assigned and completed

    • Complete the lump sum payment approval form


    Lump Sum Payments for Students

    • Provide a Lump Sum payment

    • Provide a Lump Sum payment

    • Students typically should becompensated on an hourlybasis for work completed

    • Examples when lump sum payments are acceptable, however, include:

      • When payment is based on amount of work completed—for example, number of papers graded ($5 per paper, 10 papers graded, lump sum payment of $50 provided)


    Compensating as anIndependent Contractor

    • Often departments will try to address an employee’s second job by seeking to compensate him as an “independent contractor” via UF’s Accounts Payable system

    • This, however, is NOT an acceptable use of the “independent contractor” provision

      • Which can result in penalties for the employee and the university


    Compensating as anIndependent Contractor

    • To determine whether you may pay someone via the university’s Accounts Payable system as an “independent contractor,” rather than a UF employee, use the Consulting and Professional Services Worksheet


    Compensating as anIndependent Contractor

    • To learn more about the Accounts Payable system, attend:

      • “Paying Vendors,” PST971


    FICA Alternative


    FICA Alternative

    • As stated earlier, FICA is

      • Social Security payroll taxes collected under authority of the Federal Insurance Contributions Act (FICA)

    • Student employees are FICA exempt


    FICA Alternative

    • General & Academic temporary (OPS) employees (except for GAs), on the other hand, participate in the FICA Alternative Plan

      • Implemented January 2006

      • Adjunct faculty, house staff/residents, and hourly and exempt OPS employees

      • Also applies to post doctoral associates


    FICA Alternative

    • Under the FICA Alternative Plan, temporary (OPS) employees, rather than contribute to Social Security, deposit money into a private retirement plan

    • Eligible temporary (OPS) employees are enrolled in the FICA Alternative Plan automatically

      • The plan is mandatory for eligible employees


    FICA Alternative

    • Employees are automatically enrolled or un-enrolled based on their salary plan status during the affected pay period

      • For example, when an employee moves from a student to a non-student temporary (OPS) job, in most cases that employee will be subject to FICA and will be enrolled automatically in the FICA Alternative Plan


    FICA Alternative

    • As an FYI: All temporary (OPS) can participate in some of the university’s other tax-deferred savings programs, even though they are not eligible for our retirement plans


    Now, Let’s Talk About Terminations


    About Terminations

    • Temporary (OPS) employees (sometimes referred to as “at-will”) should be terminated when:

      • The agreed-upon employment period has ended (adjunct faculty)

      • An employee is leaving UF

        • If an employee is leaving yourdepartment to go to another, the other UF department’s hiring ePAFwill trigger a transfer. No action or termination is required on your part.


    About Terminations

    • Typically, an employer can dismiss a temporary employee hired for an indefinite term at any time for any non-discriminatory reason

      • Likewise, the temporary employee is free to terminate his or her employment at any time

    • There are some exceptions!


    About Terminations

    • Because there are many different types of temporary (OPS) appointments at UF, there also are different processes for termination that must be followed

      • This is particularly true for “Academic OPS”

    • Please contact Employee Relations for help

    • Informal documentation as to why someone is terminated is still important

      • Departmental notes can be sufficient


    About Terminations

    • General/student temporary (OPS) terminations are entered into Job Data automatically after ePAF Level 1 approval (dept level).

    • No Level 2 approval is needed

    • No paperwork is required


    About Terminations

    • Academic OPS (adj. faculty, GAs, house staff) require Level 2 approval (Academic Personnel)

      • No paperwork is required for GA/house staff

      • Submit copy of letter of offer or letter of resignation for adjunct faculty terminations


    About Terminations

    • For more information on processing terminations, please attend:

      • “Job & Position Actions,” PST220


    The Big Wheel

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    Team Scores

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    Next


    Question 11

    Marsha Mellow is an academic temporary employee who hasn’t turned out to be a good employee.  You’ve decided to terminate her. 

    What needs to be done first?


    Answer 11

    Contact Employee Relations


    Update Score


    Question 12

    Which of the 3 temporary job categories have minimum education and experience conditions?


    Answer 12

    Academic


    Update Score


    Question 13

    What department must review all temporary job applications that disclose criminal background activity?


    Answer 13

    Recruitment & Staffing


    Update Score


    Question 14

    Tim Burr hurt himself at work today.  He’s a temporary employee who has only just started in your department. 

    What needs to be done?  


    Answer 14

    Contact the Worker's Comp department in HRS


    Update Score


    Question 15

    Although temporary hire postings using GatorJobs is optional, processing temporary hires through GatorStart is highly encouraged and will be required starting in December.

    True/False?


    Answer 15

    True


    Update Score


    Question 16

    Ima Gator, a temporary employee who has worked in your department 30 hours each week for the past three years, is pregnant and expecting to deliver next month.  She wants to continue working in your department after the birth of her child. 

    Is she eligible for FMLA?


    Answer 16

    Yes.


    Update Score


    Question 17

    Ann Teak, a faculty member in your department, is retiring next month, but your department chair wants her to continue to teach one class for your department. 

    What needs to be done? 


    Answer 17

    Complete the rehire retiree form and send through to Dean, Sr. VP and VP of HR for approval.


    Update Score


    Question 18

    You wish to hire a general temporary employee to create a brochure for a one time, special event your college is putting on and wish to pay her a lump sum for her service. 

    Is this acceptable?


    Answer 18

    Yes.


    Update Score


    Question 19

    Jean Poole, a non-exempt program assistant with Recreational Sports, is hired to conduct a Zumba class occasionally during the year at the Florida Gym as a temporary employee.

    Will she receive overtime pay?


    Answer 19

    Yes.


    Update Score


    Question 20

    Dr. Al E. Gator is interested in hiring his 21-year-old son as a temporary employee during the summer to work in his lab.

    What needs to be done?


    Answer 20

    Nepotism Memo and Organization Chart submission.


    Update Score


    Today, We:

    • Introduced temporary (OPS) employment pay plans generally, distinguishing between:

      • General employment

      • Student employment

      • Academic

    • Reviewed the temporary (OPS) hiring process generally


    Today, We:

    • Reviewed other important topics

      • Nepotism

      • Workers’ and Unemployment Compensation

      • Additional employment and lump sum payments

      • FICA eligibility

      • Terminations


    Valuable Resources

    • Toolkits

      • Hiring and Additional Pay

      • Job and Position Actions

      • Posting GatorJobs

    • Websites

      • Alternate Work Location Agreement

      • OPS Application for Employment

      • Medical Release Form

      • Etc.


    Suggested Workshops

    • Job/Position Actions (PST220)

    • Posting GatorJobs (PST092)

    • Nonresident Alien Training: University Tax Services (PRO316)

    • An International Affair: Sponsorship of Foreign Nationals for Employment-Based Immigration Statuses (PRO317)

    • Paying Vendors (PST971)


    Suggested Workshops

    • Guide to Faculty Appointments, Recruitment, and Hiring for UF Administrators (PRO319)

    • Hiring Graduate Assistants and Fellows (PRO318)

    • Classification and Compensation Foundations (PRO314)

    • Worker’s Compensation and Other HR Topics (PRO321)

    • Introducing GatorStart (PST093)


    Contact Information

    • Recruitment and Staffing

      • PO Box 115002

      • HRS Building, 903 West University Avenue

      • 392-2477

      • employment@ufl.edu


    Contact Information

    • Student Employment

      • PO Box 114025

      • S-107 Criser Hall

      • 392-0296

      • Student_Employment@sfa.ufl.edu


    Contact Information

    • Tax Services

      • (352) 392-1324

      • fa.ufl.edu/tax


    Evaluations and Roster

    • Please …

      • Complete the electronic evaluation that you will receive in the next 48 hours

      • Sign the roster being routed

    • We value your feedback!


    Overview to Temporary (OPS) Employment for UF Administrators


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