SHRA Temporary Employment Procedure

Title

University of North Carolina at Chapel Hill Procedure for SHRA Temporary Employment

Introduction

Purpose

This procedure outlines the requirements related to the University of North Carolina at Chapel Hill ("UNC-Chapel Hill" or “University”) Policy on SHRA Temporary Employment.

Scope

This Procedure applies only to temporary SHRA employees (“temporary employee”).

Procedure

An SHRA temporary employee is an employee in a temporary appointment, for a limited term. Following, are the types of temporary appointments at the university.

Regular Temporary Employee

 The department HR Representative takes the following steps when hiring a Regular Temporary employee:

1. Select the Employee Group of "SPA Temporary" and Temp Type "Regular (REG)" on the Hire ePAR.
2. Enter an Expected Job End Date that is no later than eleven (11) consecutive months from the hire date.
3. Ensure that the regular temporary employee signs the Conditions of Employment for Regular Temporary Employees.

The department HR Representative takes the following steps after an employee is hired as or becomes a Regular Temporary employee:

1. Regularly monitor the employee’s progress toward the eleven (11) month time limit and mandatory separation (31-day break) requirement:
   1. Determine when the employee needs to take the mandatory 31-day break by reviewing employee Job Data in ConnectCarolina and calculating eleven (11) months from the earliest Last Start Date across all SHRA temporary appointments. If you are not sure what the earliest Last Start Date is, coordinate with the employee’s other department(s) to ensure the break is taken when appropriate.
   2. When an employee has multiple jobs across campus, contact the school/division HR Officer to determine the departmental HR contact for the employee’s other department(s). Coordinate with the employee’s other departments to ensure the 31-day break is taken timely and simultaneously across all SHRA temporary appointments.
   3. At least 30 calendar days prior to an employee reaching the eleven (11) month time limit, it is mandatory that the department issue a written notice to the temporary employee that a 31 calendar day break (31-day break) is required using the Notice to Regular Temporary Employees of 31-day Break form.
   4. Ensure that the employee takes the mandatory separation (31-day break) following eleven (11) months of continuous employment on time.
   5. Submit the termination action in ConnectCarolina prior to the termination date, or if the Expected Job End Date matches the Termination Effective Date, then the system will auto-terminate the employee on the Expected Job End Date.   
2. Rehire an employee following the mandatory 31-day break:

1. Initiate a job posting:
   1. If the employee will be rehired less than 60 calendar days after the 31-day break ended, use the waiver reason “Temp employee returning to same dept within 60 days of completing their 31-day break” in PeopleAdmin
   2. If the employee will be rehired more than 60 calendar days after the 31-day break ended, you must complete the standard recruitment process before rehiring the employee.
   3. Complete a Hire ePAR to hire the individual into a regular temporary employee position.
   4. Ensure that the employee receives, signs, and returns the Conditions of Employment for SHRA Regular Temporary Employees for retention in the department personnel file.

State and Non-State Retiree Temporary Employee

The department HR Representative takes the following steps when hiring a State or non-State retiree temporary employee:

1. Prior to hire, determine if the employee is a state or non-state retiree.
2. If the individual is a state or non-state retiree, ensure that the retiree indicated that they are not available for, nor seeking permanent employment, and are drawing a retirement income and/or Social Security benefits on the Conditions of Employment for Temporary Employees. Departments are strongly encouraged to limit the hours worked by a State of North Carolina retiree temporary to less than 30 hours per week to avoid issues with the retiree’s health coverage.
3. Complete the Hire ePAR:
   1. Select the Employee Group of "SPA Temporary - Retiree" on the Hire ePAR for these employees. Failure to properly designate retirees as such in ConnectCarolina at the time of hire could result in these employees being subject to the 31-day break in service requirement.

UNC-Chapel Hill Student Employee Enrolled More than Half-time

The department HR Representative or Student Originator takes the following steps when hiring a UNC Student Assistant or Federal Work-Study (FWS) student employee who is enrolled in more than half-time credit hours:

1. Ask the individual if they are a UNC-Chapel Hill student, high school student or student of another university or college.
   1. If they are a UNC-Chapel Hill student, proceed to the next step.
   2. If they are not a UNC-Chapel Hill student, follow the regular temporary employee procedure above. 
2. Determine the student’s enrollment status at UNC-Chapel Hill by utilizing the STUDENT: SHRA New Hire Enrollment Status query. The query results will indicate the student’s current enrollment status for Fall and Spring semester hires following census (drop date). Until that time, the HR Representative or Student Originator must ask the student employee what their student status is.
   1. HR Representatives and Student Originators can access the student queries in ConnectCarolina by navigating to the HR WorkCenter Tile > Reports/Queries > HR/Payroll Reporting Dashboard > HR/Payroll Queries -or- Reporting Tile > HR/Payroll Reporting Dashboard.
   2. Enter the student’s PID number in the search criteria bar and click “View Results.”
   3. The query results indicatethe student’s current enrollment status. 
   4. If the student is enrolled more than half-time, proceed to the next step. If they are enrolled less than half-time, follow the regular temporary employee procedure above.
3. Complete the hire ePAR:
   1. Select the Employee Group of "SPA Student" or “SPA Student (Work-study)” as appropriate on the Hire ePAR.

The department HR Representative or Student Originator takes the following steps after an employee is hired as a UNC Student Assistant or Federal Work-Study (FWS) student employee:

1. Following the census date each Spring and Fall semester (refer to the UNC Cashier for census information), utilize the Student: SHRA Employee Enrollment Status query to monitor the enrollment status of current department student employees for classification and 31-day break purposes.
   1. HR Representatives and Student Originators can access the student queries in ConnectCarolina by navigating to the HR WorkCenter Tile > Reports/Queries > HR/Payroll Reporting Dashboard > HR/Payroll Queries or by navigating to the Reporting Tile > HR/Payroll Reporting Dashboard.
   2. Click “View Results” to view the enrollment status for each student employee. To view results by department, enter the department number in the search criteria box and click “View Results.”
2. When a UNC-Chapel Hill student falls below half-time enrollment status, transfer  them to a Regular Temporary position using the waiver reason in PeopleAdmin of “Less than half-time student moving to regular temp,” and follow the regular temporary employee procedure above.
3. When a UNC-Chapel Hill student falls below full-time status, they are immediately subject to the mandatory separation requirement (31-day break):
   1. When a student has multiple jobs across campus, the Student: SHRA Employee Enrollment Status query will list all active SHRA jobs. Contact the school/division HR Officer to determine the departmental HR contact for the employee’s other department(s). Coordinate with the employee’s other departments to ensure the (31-day break) is taken timely and simultaneously across all SHRA temporary appointments.
4. When a UNC-Chapel Hill student de-enrolls or graduates from UNC-Chapel Hill:
   1. Terminate the employee from the UNC-Chapel Hill Student Assistant or Federal Work-Study position, if there is no intent to continue their employment; or,
   2. Transfer the employee to a regular temporary position by following the steps in the Regular Temporary section above. Note: Use the waiver reason “Current UNC Student employee continuing work after graduation” in PeopleAdmin.

UNC-Chapel Hill Student Employee Enrolled Less than Half-Time

The department HR Representative or Student Originator takes the following steps when hiring a UNC student employee who is enrolled in less than half-time credit hours:

1. Ask the student if they are currently enrolled as a UNC-Chapel Hill student, high school student or student of another university or college.
   1. If they are a UNC-Chapel Hill student, proceed to the next step.
   2. If they are not a UNC-Chapel Hill student, follow the regular temporary employee procedure above. 
2. Determine the student’s enrollment status at UNC-Chapel Hill by utilizing the STUDENT: SHRA New Hire Enrollment Status query. The query results will indicate the student’s current enrollment status for Fall and Spring semester hires following census. Until that time, the HR Representative or Student Originator must ask the student employee what their student status is.
   1. HR Representatives and Student Originators can access the student queries in ConnectCarolina by navigating to the HR WorkCenter Tile > Reports/Queries > HR/Payroll Reporting Dashboard > HR/Payroll Queries, or by navigating to the Reporting Tile > HR/Payroll Reporting Dashboard.
   2. Enter the student’s PID number in the search criteria bar and click “View Results.”
   3. The query results indicate the student’s current enrollment status (Full-time, Half-time or Less that Half-time). 
3. If you determine that the student is enrolled less than half-time, follow the regular temporary employee procedure above.

Recordkeeping

The HR Representative must retain the Conditions of Employment for all temporary employees in the employee's departmental personnel file.

For more information, refer to the University of North Carolina at Chapel Hill Policy on SHRA Temporary Employment.

Definitions

Please refer to the Definitions section of the Policy on SHRA Temporary Employment.

Related Requirements

External Regulations

• Office of Human Resources Temporary Employment Policy
• State Human Resources Act (General Statute 126)
• NC Administrative Code (25 NCAC 01C.0405)
• Office of State Human Resources Appointment Types and Career Status Policy
• US Department of Labor Child Labor Provisions of the Fair Labor Standards Act
• US Department of Labor Hazardous Jobs for Minors
• US Department of Labor Minimum Wage

University Policies, Standards, and Procedures

• University of North Carolina at Chapel Hill Policy on SHRA Temporary Employment
• University of North Carolina Records Management Policy
• Policy on Prohibited Discrimination, Harassment and Related Misconduct
• Policy on Background Checks for Faculty and Non-Faculty Employees, Student Employees, and Affiliates
• SHRA Direct Hire Temporary Hiring, Benefits Eligibility & Termination
• Hiring Temporary Employees
• Notice to Regular Temporary Employees of 31-Day Break Form

Contact Information

Temporary Employee Posting and Hiring Questions

Contact: OHR Direct-Hire Temporary Coordinator (OHR Employment)

Telephone: 919-843-2300

Email: employment@unc.edu

Temporary Employee Classification and Compensation Questions

Contact: OHR Classification & Compensation

Telephone: 919-843-2300

Temporary Employee Mandatory Separation Requirement (31-day break) Questions

Contact: OHR Direct-Hire Temporary Coordinator (OHR Employment)

Telephone: 919-843-2300

Email: employment@unc.edu