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Business Affairs
PO Box 1510
Pembroke, NC 28372

Phone: 910.521.6209
Fax: 910.521.6878
Email: businessaffairs @uncp.edu

Location: Lumbee Hall, Room 320
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temporary contractural hiring

Human Resources Policy: HR 06 03 (Revised September 1, 2005)

A. Purpose. To provide guidance and instructions to Responsible Person/Fiscal Managers for hiring temporary staffing through the University contracted agency temporary services, or on a Certification of Services Rendered (CSR) contract or Personal Service Contract (PSC). This policy will help to close process gaps, ensure cost efficiency, and utilize best practices to meet departments’ needs to hire temporary staffing on a “just in time” basis, and better ensure compliance with all State rules and University policies.

B. Scope. This policy applies to all UNCP Responsible Person/Fiscal Managers who are utilizing temporary contractual services through the University contracted agency temporary services and/or individuals contracted by CSR or PSC to perform temporary services.

C. Policy. It is the policy of UNCP to utilize a temporary workforce in one of these circumstances:

An entry-level temporary (typically college or high school student) employee hired by a department to provide an opportunity to gain valuable work experience and learn/improve skills or a short-term temporary University event assistant. A CSR contract may be used for:

a. Contracted Temporary Employee
b. UNCP Permanent Employee (Pay will be included in monthly paycheck. SPA non-exempt staff must be paid for all hours over 40 per week at time and one-half)
c. State Employee currently employed with other State Agency (specify agency name on form)

3. Personal Services Contract

A professional level temporary such as an accountant, faculty for non-teaching related services, non-state employees being paid an honoraria, administrative (exempt level work), architect, artist, computer programmer, or musician who is hired by a department to provide a specific service or product which is not readily available to the department based on limited staff resources and/or area of expertise/specialization. A PSC may be used for:

a. Contracted Professional Temporary Employee
b. UNCP Permanent Employee (payment will be included in monthly paycheck)
c. State Employee currently employed with other State Agency (specify agency on form)
d. Independent Contractor (completed Independent Contractor Checklist form must be completed and submitted with contract)

NOTE: Payment to a contract temporary employee will be paid through the Payroll System/Central Payroll with applicable tax deductions, unless identified as an independent contractor.

E. Procedures

The Responsible Person/Fiscal Manager in the employing department shall initiate and execute the following forms and procedures:

1. Agency Temporary Staff

A Temporary Employee Requisition form is used to request temporary staff through the UNCP contracted agency temporary services. The form must include the job title, division/office, budget or FOAPAL account number in which the vacant position is funded, and work against position number. The work against position number must be for a position that is currently vacant. Only one FTE of temporary contract labor (charged to budget code 22175) will be authorized for each vacancy. Departments may also use their available 22173 (miscellaneous) budget for non-work against temporary labor. The form must also specify:

• Hire date
• Full Time or Part Time
• Separation Date (approximate)
• A description of primary or general duties and responsibilities to be performed
• Minimum acceptable education, training, experience, and skills

NOTE: rate of pay is entered by HR as contracted with each temporary agency by job title

A. Forward the completed and approved Temporary Employee Requisition form to HR by fax, intercampus mail, or hand delivery
B. Contact HR immediately with any questions or concerns about an agency temporary’s job performance, skills, attitude, attendance, or work habits. Don’t wait! HR, along with contracted agencies, will work to resolve any concerns or issues to the department’s satisfaction, including replacing an agency temporary that has not performed up to expectations.
C. Be aware the agency temporary is not employed by UNCP and is employed by the agency. The agency as the temporary’s supervisor should be informed of any concerns about their employee’s work performance or the need to separate their employees from temporary job assignments.
D. Notify HR immediately if you need to end a temporary assignment or change the funding source for a temporary based on the work against vacancy being filled.
E. Complete agency temporary time sheet on a daily/weekly basis as appropriate and submit to HR no later than 9 a.m. Monday morning for services performed during the previous week.

2. Certified Services Rendered

A Certified Services Rendered (CSR) form should be completed for individuals who work and are paid on an hourly basis by a department to provide temporary support. The form must specify:

• Employment dates (days and/or hours worked)
• Rate of pay per day/hour
• Work to be performed (describe in detail, if needed attach additional page)
• If currently employed with other State Agency – specify agency
• Employee signature
• Social Security Number
• Date of Birth, gender, and race
• Check appropriate box to mail or pick up check
• Print name, permanent mailing address (Not UNCP Address), and telephone number
• FOAPAL account number – (contracts with account number beginning with 55 must submit the original and two copies. All other accounts must submit original and one copy of contract.)
• Total amount of contract
• Signature of approval authority

3. Personal Services Contract

A Personal Services Contract (PSC) contract form should be completed for professional individuals who work for a contracted (lump-sum) amount over a period of time to provide a specific service or product. The form must specify:

• Date
• Contract Employee’s Name
• Social Security Number or Federal Identification Number
• Type of Employment
• Period of Employment
• Date of birth, gender, and race
• Work to be performed (describe in specific detail, if needed attach additional page)
• If currently employed with another State Agency - specify agency (NOTE: please refer to the State policy on Dual Employment)
• Be aware of FLSA overtime implications of hiring a non-exempt employee, payment will be required to be paid at the time and one-half rate of the employee’s current salary
• Program or source of funds
• Check appropriate box to mail or pick up check
• FOAPAL account number – (contracts with account number beginning with 55 must submit the original and two copies. All other accounts must submit original and one copy of contract.)
• Amount of contract - indicate one payment or split payment and payment dates; payments will be split in even amounts over the contract period.
• Contract Employee’s signature, permanent mailing address (Not UNCP Address), and telephone number
• Signature of approval authority, job title, and phone extension number

4. Independent Contractor

• The PSC may be used for an Independent Contractor.
• In addition to the PSC, the Independent Contractor Checklist form must be completed and submitted with the contract through the requisition and purchase order procedure as defined by Business Services.

F. Overtime

An agency temporary or CSR temporary can work overtime when requested by the Responsible Person/Fiscal Manager in the department. All agency temporary and CSR temporary positions are treated as non-exempt and paid overtime at a rate of one and one-half times their regular rate of pay for any hours worked over 40 hours in a standard work week (midnight Sunday to midnight Sunday).

G. Orientation

Before agency temporary or contract temporary arrives, it is best to determine where he/she will be located (what desk, chair, phone and computer he/she will use, and who will be the point of contact to answer questions). When the temporary arrives he/she should be directed to the workstation and given an introduction to other staff members in the office. A brief overview of the office functions and instructions on job duties, departmental expectations, deadlines, and a lunch schedule should be provided. Please remember that unless an agency or temporary has worked in the department previously he/she is not familiar with the department’s business practices and procedures and will need to be instructed to avoid miscommunication and confusion.

It is highly recommended temporary employees not be given department, office or file cabinet keys. A temporary who has access to confidential information or files should sign a confidentiality statement, as appropriate.

H. Responsibilities:

1. Responsible Person/Fiscal Manager

a. Determine the best temporary option for accomplishing the department’s workload demands
b. Determine the exact job duties the temporary will perform
c. Determine the skills needed to perform these duties such as: what type of computer equipment will be needed, software (Word, Excel, PowerPoint, Access, Front Page, etc.); what type of documents will be produced (letters, financial reports, etc.)
d. Submit properly completed CSR and PSC’s, with the required supporting documentation to Human Resources no later than the 20th of each month for contract temporary(s) to receive payment on the 15th of the following month. Timely filing of the W-4/NC-4, Criminal Background Check form, and completion of Section 1 of the I-9 form is the contract temporary’s responsibility. Incomplete Contract(s) and form(s) will be returned to the department for proper completion, which may cause delayed payment(s) to the contracted temporary employee. The department must submit:

1. Properly completed and approved PSC and CSR contracts (Please be aware that a contract with an approved date later than the work begin date can not be processed by Human Resources because it is considered to be an invalid contract by State policy and will be returned to the department.)
2. W-4/NC-4 Withholding Allowance Certificate forms (provide an original and one copy)
3. Social Security Card copy for payroll purposes
4. Criminal Background Check form
5. I-9 Employment Eligibility Verification form (Section 1 must be completed by the contract temporary employee on the first day of employment, the Department must verify completion of Section 1 and complete Section 2 within 3 days of the contract work begin date). If the contract period is less than 3 days, Section 2 must be completed on the first day of employment. For information on the Required Review and Verification please refer to the back of I-9 form. If the contracted employee (U.S. Citizen Only) resides in and performs the work while in another state, thereby not reporting to campus, the employee is permitted to take the form to a notary republic for verification of Section 1. The form will than need to be turned into the assigned department.

NOTE: If in Section 1 the temporary has selected the option “alien authorized to work until” UNCP must have documentation verifying eligibility for employment. Immediately contact the Controller’s Office before hiring or the first workday of a Non-Resident Alien. NOTE: You cannot contract for the labor of an alien if you know the alien is not authorized to work in the United States.

e. Receive and review resumes to identify potential temporary contract candidate(s), and schedule interviews as appropriate
f. Obtain reference checks and credentials verification on selected contract temporary (maintain in department for 3 years after assignment completed)
g. Review prior to approval of a temporary that authorized and available budget is available in the budget and specific budget category for the account
h. Identify appropriate FOAPAL account number:

1. Adjunct Faculty – 21150 (EPA Academic Salary)
2. Contract – 21310 (Non-student Regular Wage)
3. Professional MIS/DP – 22140 (Information Technology Services)
4. Other Professional – 22150 (Instructional/Research Services) such as temporary faculty (ex: guest lecturer) for single class session
5. Student – 21450 (student wages)
6. Student (International) – 21451 (Student Wages, Int’l)
7. Agency Temporary Miscellaneous – 22173 (Temporary Agency Contract)
8. Agency Temporary Work Against Vacancy – 22175 (Temporary Agency Contract - Position)

i. Follow and document worker’s compensation policy to report PSC and CSR contract employee injuries (this does not apply to agency temporaries and independent contractors)
j. Contact HR to answer questions as needed
k. Process completed forms timely to ensure timely payment
l. Notify HR of temporary related issue/concerns as appropriate
m. Monitor budget to ensure funds are available for temporary expenses
n. End temporary assignments as appropriate
o. Document reasons for termination of contract temporaries
p. Be prepared to answer questions and/or participate in unemployment hearings as necessary

2. Human Resources

a. Coordinate temporary agency services

1. answer department questions
2. submit Temporary Employee Requisition to temporary agency
3. notify department of temporary to be assigned by providing name and start date
4. monitor and track agency temporary staff assignments
5. request time sheets as needed
6. reconcile and process temporary invoices for payment
7. coordinate the RFP process and chair the RFP review committee to develop recommendation for selection of agency temporary services
8. verify agency contracts furnish documentation of adequate insurance coverage

b. Process CSR and PSC’s

1. Verify completion of CSR or PSC’s and supporting documents
2. Notify Responsible Person/Fiscal Managers of return of incomplete or invalid contracts
3. Process completed contracts within payroll deadlines
4. Forward to Payroll Office for payroll processing and payment

c. Report quarterly and annually on Contract Workforce Utilization

3. Business Services

Complete processing on PSC’s submitted through the requisition and purchase order procedure for independent contractors and vendors.

4. Payroll Office

a. Process CSR/PSC’s for payment through Central Payroll

1. process payment for contract temporary employees
2. process payment for UNCP permanent employees to be included in their monthly paycheck
3. process payment for Independent Contractors

b. Pay temporary employees on the 15th of the month
c. Withhold taxes at the maximum rate if a Withholding Allowance Certificate form is not received, as required by Federal & State Regulations

5. Financial Planning and Budgets

a. Verify upon request availability of funds
b. Prepare reallocation from anticipated accumulated lapsed salary budget savings from the position number to the temporary contracted labor budget as invoices are paid. Budgetary reallocation is available only as long as the authorized and funded position is vacant.
c . Notify departments of temporary budget funding issues

I. Contacts:

Agency Temporary Staffing Coordinator at x6279 for questions or concerns regarding agency temporary services
Employment Manager at x6587 for questions or concerns regarding CSR and PSC’s
Director of Human Resources x6279 to report concerns
Budget Director x6326 for questions about temporary budget account codes

Get the Forms Here!

Temporary Employee Requisition
Certification of Services Rendered Contract
Personal Services Contract
I-9 Employment Eligibility
Independent Contractor Checklist
Dual Employment
CP-30 Form Dual Employment

Updated: Monday, July 21, 2008

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