Employment Process for Temporary Employees Procedure - 63.02.05
College Policy Number/Title:
HOURLY/TEMPORARY EMPLOYEES (Non-Exempt)
The Howard Community College process described in this section is to be used for non-exempt (hourly) temporary employees. If offices need assistance in finding a temporary employee, human resources may have a pool of applicants on file. Offices may also seek out other temporary employees.
Prior to the date the employee is scheduled to start work, the supervisor must complete the hire a temporary/hourly employee electronic form on the college portal. This step is necessary when an employee is to start a new job or assignment whether or not the employee has been working in another department. The form is automatically sent to human resources.
The hiring supervisor should review the hourly/temporary wage guide, located on the portal, and determine the appropriate hourly/temporary grade and hourly rate. The hourly/temporary wage guide is a guide to assist supervisors in determining a wage for employees based on the duties they will be performing.
Prior to the date the employee is scheduled to start work, the potential employee must complete and deliver the following items to human resources in person and in one complete package (department heads or supervisors must verify that this happens). A human resources staff member will give a brief orientation to the employee. A complete package includes:
- Completed application (should be completed electronically via website);
- Tax forms;
- Confidential data sheet;
- I-9 form – the employee must have the necessary documents needed to verify employment eligibility; the verification will be completed in person by a human resources staff member;
- Disability disclosure form; and
- Veteran status disclosure form.
If the employee is already working in another department, these forms will have been completed previously (the hire a temporary/hourly electronic form completion is still required). Student hourly/temporary workers, even if they are in a work-study program, must complete a Howard Community College employment application form and confidential data sheet.
Human resources will complete the hiring process by entering the employee into the human resources/payroll system thereby verifying that the hiring process and all legally required documents have been completed. Payroll will then be in a position to accept a completed time sheet.
The employee completes online time sheets, which the supervisor approves. When online capability is not feasible, paper time sheets are acceptable. Time sheets are due to payroll by the third workday following the end of each pay period.
Time sheets received by payroll for employees who have not completed the hiring process will not be processed until hiring is complete.
Hourly/temporary employees are paid for hours worked from the 1st to the 15th of the month on the last day of the month and are paid for hours worked from the 16th to the 31st of the month on the 15th of the following month.
TEMPORARY EMPLOYEES ON CONTRACT
On occasion, employees may be paid through temporary contracts when work involves a short-term assignment only. These employees will be paid a flat amount and will not submit timesheets to payroll. Whether an employee is exempt or non-exempt is prescribed by law and is not a choice of the employer. See procedure 63.03.01, Employment Definitions or consult the office of human resources for a determination of whether the status is exempt or non-exempt. Please note that the job duties and “deliverables” must be clearly specified in detail on the temporary contract.
CHANGES IN PAY RATE
On July 1 of each fiscal year eligible hourly/temporary employees will receive a merit adjustment contingent upon available funding. The merit adjustment percent will be calculated based on the number of hours worked during the fiscal year, as follows:
Number of hours worked
Percentage of Merit Increase
1 - 250
251 – 449
450 – 674
675 or more
To be eligible for a July 1 merit adjustment, an hourly/temporary employee must fully meet or exceed all job expectations, have completed all required training, and have a minimum of one year of service.
If it is necessary to change the pay rate for a particular hourly/temporary assignment outside of the annual merit adjustment cycle, please submit a list of revised duties through the wage change form, which is on the college portal. Changes in pay rate above $0.50 will be reviewed by the director of human resources.
Effective Date: 04/13/18
President's Office Use: VPAF