X-4 Employment Procedure for Non-Classified Seasonal, Temporary, Intermittent, or Part-Time (Wages of Labor)

NORTHWESTERN STATE UNIVERSITY
Personnel Actions
Employment Procedure for Non-Classified Civil Service 4.1(d)1
Position That Are Seasonal, Temporary, Part-Time, or
Intermittent/While Actually Employed (WAE) Personnel

I Purpose and Scope: This procedure outlines the employment process to be followed for employing individuals in positions that are for Non-Classified Civil Service 4.1(d)1 position that are Seasonal, Temporary, Part-Time or Intermittent/While Actually Employed (WAE) employees.

II Reference: University Personnel Hiring Procedures, Civil Service Rules & Regulations, State of Louisiana and Federal Regulations.

Employment Authority
(Revised Statue 17:3305 (A))

Caution should be taken in the course of participating in the hiring process. It should be clearly understood, in accordance with Louisiana Revised Statue 17:3305 (A) and subject to applicable rules and regulations, that only the President has the authority to appoint and fix salaries of employees. Unless given delegated authority by the President, no other university employee or official has the authority to contract with a prospective employee. It should be made clean to all applicants that their appointment approval must come from the President or the individual(s) given that delegated authority. Failure to act in accordance with the above may expose the individual participating in the hiring process to some personal liability.

Civil Service Authority

The University may request from the State of Louisiana, Department of Civil Service, under Rule 4.1.(d).1, the authority to hire unclassified service positions involving duty assignments which are seasonal, temporary, part-time or intermittent/While Actually Employed (WAE) for specific employment in lieu of a Civil Service classified appointment.

NOTE: Director of Human Resources or Designee will determine the appropriate 4.1(d)1 classification for ISIS Reporting in accordance with Civil Service guidelines, reviews and/or approvals as required by Civil Service. The Vice President for Business Affairs and Controller and/or the Director of Human Resources has delegated authority from the President for signature authority for 4.1(d)1 appointments.

Only request for approved employment will be given consideration. Requests for other than the approved employment will be denied and returned to the "Requesting Agent", with instructions to submit the appropriate Personnel Action Procedure in accordance with Civil Service Rules and Regulations.

An Approved Position is required by Civil Service for each 4.1(d)1 employee. No EXCEPTIONS!

4.1(d)1 employees are hourly paid seasonal, temporary, part-time or intermittent/while actually employed (WAE) employees which do not qualify for membership in State or Teachers' Retirement System, Group Benefits, and in accordance with Civil Service Rule 11.5(a), do not qualify for annual and sick leaving earning.

The hourly rate of pay for 4.1(d)1 employees will be at least the prevailing minimum wage, but not more than the prevailing minimum level of pay of the "designated" Civil Service pay level for the approved position.

4.1(d)1 appointments are limited in length and frequency of appointments as approved by Civil Service. All periods of employment must be approved prior to appointment, and cannot exceed the approved ending date of the employment. Only Civil Service can authorize an extension of employment!

Approval is granted on a case by case basis by Civil Service. The following employment is the usual types of approvals:

Job Class/Type  Pay Level  Maximum RatePay Per as of 7/1/09
Clerical (Typist, Secretarial, Data Entry, Word Processing) AS605 *
Laborer  WS203 *
Custodial  WS202  *
Tutors  Varies *
Intramural Officials  Varies *
Ticket Sellers, Ticket Takers, and Ushers AS605 *
University Police PS106 - PS107 *
Life Guards *
Other Type Employees Varies *
                                                                                                                                     
* Contact Business Affairs - Human Resources Section for Current Prevailing Rates!


Extensions

Extensions of a 4.1(d)1 appointment beyond Civil Service authority Requires the approval of Civil Service. An employee on a 4.1(d)1 appointment must be terminated by the Budget Unit Head/Supervisor at the end of the approved period of appointment or be subject to personal liability for payment to he employee beyond the approved appointment in accordance with Revised Statute 17:3305(A).

A request to extend the appointment of a 4.1(d)1 appointment may be submitted to Civil Service through Business Affairs - Human Resource Section. The request must be in writing and must justify the extension. The request for extension will be submitted to Civil Service for authority to extend the appointment and/or to redefine the position's tour of duty.

However, under no condition can a 4.1(d)1 appointment extend beyond its current Civil Service authority. The employee must be terminated at the end of the approved work assignment.

Budget Authority

A 4.1(d)1 Pool is not budgeted. Budget Unit Heads must request 4.1(d)1 budgets. 4.1(d)1 positions are budgeted in the J-I forms of the "original budget" of each fund. "Request for Appointment of Non-Classified Seasonal, Temporary, Part-Time or Intermittent/While Actually Employed (WAE) Personnel (Attachment #1) must provide the appropriate budget document reference.

If a 4.1(d)1 position was not budgeted in the original budget, the Budget Unit Head must prepare a Budget Revision transferring funds to the 4.1(d)1 budget category.

EEO Advertising Authority

4.1(d)1 positions are considered temporary and therefore do not require advertising according to the University EEO Officer.

Students

NOTE: As a result of the Hiring Freeze of Executive Order BJ 2008-03, the System Office request that all students be employed through the Student Payroll Office regardless of funding source and pay-rate. Enrolled University students cannot be hired to fill an approved 4.1(d)1 position. This action will exclude those positions from the University's FTE count and therefore exempt them from hiring freezes. Any exceptions require a written explanation from the Budget Unit Head, Approving Agent, Appropriate Vice President and the Director of Financial Aid explaining why an enrolled student can't be processed through Student Employment.

Definitions for Civil Service 4.1(d)1 Positions

Civil Service Rule 4.1(d)1 provides that "The Director" (Civil Service), upon submission by an employing agency of a written justification deemed adequate, may add to the unclassified service positions involving duty assignments which are seasonal, temporary, part-time or intermittent/while actually employed (WAE) employees.

NOTE: All 4.1(d)1 positions, if approved by Civil Service, are considered to be in the Unclassified service. Civil Service reviews these request to make sure the requested position justification and job description meets the definitions below to determine if the position requested should be in the state classified service of meets the requirements for 4.1(d)1 positions.

Seasonal:

Temporary workers employed to assist departments during times of excessive workloads. Examples would be employees hired during peak period in order to provide the departments duties and responsibilities, such as, laborers hired for assistance in the maintenance of grounds during peak growing seasons. If seasonal employees have a regular work schedule during the appointment period, they are in ISIS and in the FTE Board of Regents cap.  (Example: if seasonal employee has a scheduled 40 hour work week schedule during the appointment, they are counted as 1 FTE. If they have a 20 hour work week schedule during the appointment, they are counted as .05 FTE). If the seasonal employee does not have a regular work schedule and only works on an "as needed: basis, the position is still in ISIS, but is not reported in the FTE Board of Regents FTE cap.

Seasonal/Full-Time:

Employment lasting up to six (6) months during peak periods and working over thirty-two (32) hours per week.

Seasonal/Part-Time:

Employment lasting up to six (6) months during peak periods and working less than thirty-two (32) hours per week.

Temporary:

Temporary workers limited to one year or less, even if the request is for full-time, 40 hour work week. If the temporary employee has a regular work schedule during the appointment period, the position is in ISIS and in the FTE Board of Regents FTE cap. Typical situations would be to replace an employee who is out on extended leave or when an agency has a grant that ins not expected to extend beyond a year. (Example: if the temporary position is hired to replace an employee on extended leave and has an assigned 40 hour work week schedule during their appointment, they are counted as 1 FTE. If they have a 20 hour work week schedule during the appointment, they are counted as .50 FTE). If the temporary employee does not have a regularly assigned work schedule and only work on an "as needed" basis, the position is still in ISIS but is not reported in the Board of Regents FTE cap.

Part-Time:

Employee hired for 20 hours a week or less. If the part-time employee has a regularly assigned work schedule, the position is in ISIS and in the FTE Board of Regents FTE cap at .50 FTE. If the part-time employee does not have a regularly assigned work schedule of 20 hours or less per week and only works on an "as needed" basis, the position is in ISIS and not reported in the FTE Board of Regents cap.

NOTE: If Civil Service receives a request for a part-time 4.1(d)1 position for more than 20 hours per week, they look carefully to see if this position is actually part-time (temporary) of if the position should be a part-time classified position.

While Actually Employed (WAE)/Intermittent:

Employee is called in to work on an "as needed" basis. There are no set work hours. An employee may work full-time or even part-time for a few weeks and then not be called in again for months. If the position does not have a regularly assigned work schedule and only works on an "as needed" basis, the position is in ISIS and not reported to the Board of Regents FTE cap.

Budget Unit Head

1. Complete "Request for Appointment of Non-Classified Seasonal, Temporary, Intermittent or Part-Time (Wages of Labor)" Personnel (Attachment #1) and Work Schedule form (Attachment #2).


NOTE: All communication to the prospective employee concerning appointment offer is conditional upon the appropriate Vice President's or President's (if applicable) approval.

Students

NOTE: As a result of the Hiring Freeze of Executive Order BJ 2008-03, the System Office request that all students be employed through the Student Payroll Office regardless of funding source and pay-rate. This action will exclude those positions from the University's FTE count and therefore exempt them from hiring freezes. All exceptions require a written explanation from the Budget Unit Head, Approving Agent, Appropriate Vice President and the Director of Financial Aid explaining why this student can't be processed through Student Employment.

NOTE: Students are NOT permitted to work during times when they have classes scheduled. Early dismissal and class cancellations are not exceptions.

2. Forwards the "Request for Appointment of Non-Classified Seasonal, Temporary, Intermittent or Part-Time (Wages of Labor)" Personnel and Work Schedule form to approving agent.

Approving Agent

3. Reviews the appointment request for completeness. Sends signed approved request and supporting documents to the Appropriate Vice President.

NOTE: If employee being requested is a student then the "Request for Appointment" is forwarded to Student Financial Aid Office. Financial Aid Officer must review and approve.

Appropriate Vice

4. Receives approved appointment request and Work Schedule and reviews for completeness and indicates approval by signing and dating where required. Sends approved request and supporting documents to the EEO Officer.

EEO Officer

5. Receives the approved "Request for Appointment of Non-Classified Seasonal, Temporary, Intermittent or Part-Time (Wages of Labor) Personnel. Reviews for completeness and indicates approval by signing and dating where required. Sends approved request and supporting documents to the Business Affairs office.

Business Affairs

6. Receives approved "Request for Appointment of Non-Classified Seasonal, Temporary, Intermittent or Part-Time (Wages of Labor)" Personnel. Verifies that the position is available and that funds are available and that the "Request" has all required signatures, especially the appropriate Vice President, who is an appointing authority. If everything is correct, sign and date the "Request".

NOTE: If funds or position is not available, the unapproved "Request" is returned to the Budget Unit Head for budget revisions/corrections before resubmitting to Business Affairs.

7. Copy of approved request is submitted to the Budget Unit Head with additional copies being distributed as noted on the "Request" Form.

Budget Unit Head

8. Receives copy of approved "Request" and notifies wages employee of approval. Provides employee with required New Hire Packet for Wages of Labor Personnel and other necessary employment forms to be completed.

NOTE: Obtains a copy of the student's current class schedule and provides a copy to the student's supervisor to monitor that the student is NOT working during times when they have classes scheduled. Early dismissal and class cancellations are not exceptions.

Business Affairs

9. Receives completed New Hire Packet and other necessary forms. Places all employment papers in Personnel File for employee. Reviews all documents for completeness and addresses any problems with the new employee.

10. Prepares Payroll Data Form and sends to Payroll Section to have employee placed on payroll and generates and issues time sheet for the employee.

11. Enter appointment in ISIS.

NORTHWESTERN STATE UNIVERSITY
Instructions for Completion of "Request for Appointment of
Non-Classified Seasonal, Temporary, Intermittent, or Part-Time (Wages of Labor) Position"

Position:
This form is used to request approval to appoint a non-classified seasonal, temporary, intermittent, or Part-Time (Wages of Labor) position.

Copies:
It is the responsibility of each "Approving Official/Officer" to make and retain file copies.

Routing:
Budget Unit Head completes form and forwards to appropriate Vice President, if approved. If not approved, returns to Budget Unit Head for review and discussion. If student, must attach an explanation as to why this student cannot be employed through the student employment process.

Approving Agent reviews, signs, dates, and forwards to appropriate Vice President, if approved. If not approved, returns to Budget Unit Head for review and discussion.

Vice President reviews, signs, dates, and forwards to Financial Aid Officer if person to be hired is a student. Financial Aid Officer reviews, and if a student, signs, dates, and forwards to EEO Officer.

EEO Officer reviews for completeness. If complete, signs and forwards to Business Affairs.

Business Affairs reviews the request and verifies that that position/type of work has Civil Service authority. If approved, signs and forwards copies of approval request per routing instruction on the "Request" Form.

President reviews and approves only those request from Budget Unit Head that report directly to the president.

 

DATA RESPONSIBILITIES
Request for Appointment of Non-Classified Seasonal, Temporary Intermittent, or Part-Time (Wages of Labor) Position

Item # Description  By
1 Name of Approving Agent Budget Unit Head
2 Date of Request Budget Unit Head
3 Name of Budget Unit Head Making Request Budget Unit Head
4 Budget Unit Title Budget Unit Head
5 Name of Person Recommended Budget Unit Head
6 Social Security Number of Person Recommended Budget Unit Head
7 Address of Person Recommended Budget Unit Head
8 Check Appropriate Blocks Budget Unit Head
9 Enter Requested Beginning/Start Date of Employment Budget Unit Head
10 Enter Requested Date Employment Ends Budget Unit Head
11 Grant, Contract, Other Agreement Award Period: Begin Date Budget Unit Head
12 Grant, Contract, Other Agreement Award Period: End Date Budget Unit Head
13 Employee's Direct Supervisor Budget Unit Head
14 Direct Supervisor's Position Number Budget Unit Head
15 Name of Previous Incumbent Budget Unit Head
16 Is Previous Incumbent a Student, yes or no Budget Unit Head
17 Is Person Recommended a Student, yes or no Budget Unit Head
18 Previous Incumbent Position Number Budget Unit Head
19 New/Replacement Position Number Budget Unit Head
20 Previous Incumbent's Job Code Budget Unit Head
21 New/Replacement Position's Job Code Budget Unit Head
22 Previous Incumbent's Job Title Budget Unit Head
23 New/Replacement's Job Title Budget Unit Head
24 Rate of pay of Previous Incumbent Budget Unit Head
25 Total Hours Previous Incumbent Worked Budget Unit Head
26 Total Amount Paid Previous Incumbent for Hours Worked Budget Unit Head
27 Rate Per Hour Requested for New/Replacement Position Budget Unit Head
28 Total Hours Requested for New/Replacement Position Budget Unit Head
29 Total Amount Requested for New/Replacement Position Budget Unit Head
30 FICA Amount of Previous Incumbent Budget Unit Head
31 Total Amount Plus FICA of Previous Incumbent Budget Unit Head
32 FICA Amount New/Replacement Position Budget Unit Head
33 Total Amount Plus FICA for New/Replacement Position Budget Unit Head
34 If Increase, Difference Between Requested and Previous Incumbent's Annual Salary Budget Unit Head
35  If Decrease, Difference Between Requested and Previous Incumbent's Annual Salary Budget Unit Head
36 Check if Budgeted in Current Fiscal Year Budget Budget Unit Head
37 Budget Position to be Charged (Operating, Systems Revenue, Recreational Complex, Intercollegiate Athletics, Restricted) Budget Unit Head
38 Form Number of Budget if Position was Originally Budgeted for the Current Fiscal Year Budget Unit Head
39 Budget Page Number From Which Information was Taken. If Originally Budgeted for the Current Fiscal Year Budget Unit Head
40 Budget Line Number From Which Information was Taken. If Originally Budgeted for the Current Fiscal Year Budget Unit Head
41 Check if Unbudgeted in Current Fiscal Year Budget Budget Unit Head
42 Account Title Budget Unit Head
43 Account Number Budget Unit Head
44 Percentage Distribution of Salary per Account Number for New/Replacement Position Budget Unit Head
45 Amount of Salary per Account Number for New/Replacement Position Budget Unit Head
46 Total Amount of New/Replacement Position (this should equal total salary requested for new/replacement position) Budget Unit Head
47 Current Fiscal Year Salary Savings or Costs Budget Unit Head
48 Current Fiscal Year Related Benefits Savings or Costs Budget Unit Head
49 Current Fiscal Year Total Savings or Costs Budget Unit Head
50 Future Fiscal Year Salary Savings or Costs Budget Unit Head
51 Future Fiscal Year Related Benefits Savings or Costs Budget Unit Head
52 Future Fiscal Year Total Savings or Costs Budget Unit Head
53 Approving Agent's Signature and Date Approving Agent
54 Appropriate Vice President's Signature and Date Appropriate Vice President
55 Financial Aid Officer's Signature and Date Financial Aide Officer
56 EEO Officer's Signature and Date EEO Officer
57 Check Appropriate Box for Civil Service Authority Director of Human Resources
58 Director of Human Resources' Signature and Date Director of Human Resources
59 President's Signature and Date (If Applicable) President
60 Copies: Distribute per Instructions on bottom of form Business Affairs

  

 

Work Schedule Form