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Overview to Temporary (OPS) Employment for UF Administrators

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.

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Overview to Temporary (OPS) Employment for UF Administrators

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  1. Overview to Temporary (OPS) Employment for UF Administrators

  2. Housekeeping Name Plates Cell Phones Rest Rooms Materials Questions Fire Drill

  3. When Class is Complete • Class Completion Please sign roster. Evaluation: Let us know what you think!

  4. 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

  5. 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

  6. Our Agenda • Review the temporary job hiring process: • Posting a temporaryjob • Hiring • Minimum requirements and salary • Application review • New hire paperwork

  7. Our Agenda • Review other key issues surrounding temporary employment: • Nepotism • Workers’ and Unemployment Compensation • Additional employment/lump sum payments • FICA eligibility • Terminations

  8. General Concepts ofTemporaryEmployment

  9. 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

  10. UF Employees

  11. 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.

  12. 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)

  13. 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

  14. 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

  15. “Categories” of TemporaryEmployment

  16. Let’s start by talking aboutGeneral Temporary Total Temporary Employment at UF Page 3 in handout

  17. General Temporary Employment

  18. General Temporary Employment Term Alert!

  19. 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

  20. 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

  21. 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

  22. 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

  23. 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.

  24. 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

  25. 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

  26. 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

  27. 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

  28. 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

  29. 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

  30. 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

  31. 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!

  32. 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

  33. 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

  34. Any Questions?

  35. General Temporary REVIEW

  36. General Temporary Employment - Review

  37. Student Temporary Employment

  38. Now let’s discuss Student Temporary Total Temporary Employment at UF Page 5 in handout

  39. 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)

  40. 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

  41. 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.

  42. 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

  43. 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

  44. 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

  45. 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

  46. 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

  47. 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

  48. 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

  49. 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 #

  50. Best Practice To check status/FTEs using ePAF 3. Click the “i” icons to check job FTEs for each job record that appears

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