Guidelines for Using the Intra-agency Agreement or Approval Letter for Temporary Special Assignment of Personnel

Transcription

1 Guidelines for Using the Intra-agency Agreement or Approval Letter for Temporary Special Assignment of Personnel INTRODUCTION Projects often require the special skills and knowledge of college or university faculty or other staff from another institution to enable full implementation. This can take the form of one-time or ongoing, though temporary, staffing. This document is intended to provide guidance about these staffing arrangements. Agreement will be defined and approved using one of the two documents: Intra-Agency Agreement for Temporary Special Assignment of Personnel This is used when the payment for the assignment will total $501 or greater. Approval Letter for One-time Payment Due to Temporary Special Assignment of Personnel - This letter is used when the payment for the assignment is a one-time payment totaling $500 or less. Generally, this appointment process applies to unclassified employees (administrators and faculty). Classified employees in AFSCME, MAPE, MMA and Managerial Plan usually use a mobility leave agreement to perform work at the same or higher level when loaned from one agency or college or university to another. All questions should be referred to your Chief Human Resources Officer. The documents refer to the temporary location and the home location. The temporary location is the institution engaging the employee on a temporary basis. The home location is the institution where the employee is regularly employed. These guidelines are addressed to the temporary location supervisor as it is their responsibility to seek the appropriate approval for the temporary assignment prior to any work beginning. Please also review the Communications Flowchart for Temporary Special Assignment of Personnel. This can be found at STEP ONE: DEFINE AND POST THE PROJECT EMPLOYMENT OPPORTUNITY First, consider the length of the project, the proportion of a full-time work assignment it requires, where the work will be done, who will supervise, and which system employees might have the skills and knowledge required. Create a draft posting and receive approval from your Chief Human Resources Officer. Indicate whether you would like to have the posting included in Office of the Chancellor job postings. Last Update Page 1 of 5

2 STEP TWO: INTERVIEW CANDIDATES AND IDENTIFY A PROSPECTIVE FINALIST Follow your institution s standard hiring practices. Consult with your Chief Human Resources Officer to ensure compliance. STEP THREE: NEGOTIATE AN APPROVAL LETTER OR INTRA-AGENCY AGREEMENT WITH THE FINALIST S HOME LOCATION. All parties signing the Intra-Agency Agreement or the Approval Letter must agree to the terms. The fully executed agreement or letter must be completed prior to the work actually being performed. HR / Payroll transactions will be processed by the employee s home location. The hiring supervisor in the temporary location must initiate consultation with the home location supervisor and their Chief Human Resources Officer to determine: a. rates of pay and estimated benefits amounts; b. work calendars (bargaining unit and institutional) for the period; c. supervision d. specifications of how the assignment affects seniority, faculty benefits; and e. other provisions of the appropriate bargaining agreement. The agreeing parties at the home location, including the Chief Human Resources Officer, must determine the employee s eligibility and approve the payment amount. Both supervisors at the temporary and home locations are responsible for compliance with any conditions or limitations in the relevant bargaining agreement which may impact the assignment. They also must review with human resources all pertinent aspects of the individual employee s personnel status (e.g., eligibility for reassignment, additional assignment, special appointment for summer, or overload; pending or phased retirement; record of disciplinary actions, etc.). STEP FOUR: COMPLETING THE INTRA-AGENCY AGREEMENT FORM OR APPROVAL LETTER A draft Intra-Agency Agreement or Approval Letter is prepared by the temporary location hiring supervisor. The document must outline, in specific detail, the responsibilities and expectations of the assignment, beginning and end dates, amount and method of payment. Last Update Page 2 of 5

3 The Temporary Special Assignment of Personnel Agreement form and template letter and guidelines are available at Hiring supervisors should review the following instructions and Communications Flowchart before completing the form. (See Appendix A, Communications Flowchart.) The home location supervisor must consult with their Chief Human Resources Officer to evaluate the employee s eligibility for the assignment prior to approving. AGREEMENT: After all parties have reviewed and approved the draft, prepare FOUR ORIGINALS of the Agreement for signatures, Part A Part B Part C Part D. Part E Part F Define the parties entering into agreement. Give a short description of the purpose of the assignment. Give details of the appointment, using the template s numbered paragraphs. Be specific on deadlines, work expectations, begin and end dates, assignment type, payment option and pay rates. (If any paragraphs do not apply, please note why.) Indicate which party is responsible for the employer s responsibilities of discipline, and compliance with rules and regulations Include any additional provisions of this agreement not already addressed. Signatures are required to be obtained in the following order: 1. Temporary location Business Office (verify encumbrance) 2. Temporary location Hiring supervisor 3. Temporary Location Division Administrator 4. Temporary location Chief Human Resources Officer 5. Home location - Vice President or designee 6. Home location - Chief Human Resources Officer 7. Home location Business Office Originals of the fully executed agreement must be sent to and retained by: Temporary location - Chief Human Resources Officer Temporary location Hiring supervisor Temporary location Business Office Fully executed copies of the Agreement will be sent to all signing parties by the hiring supervisor generating the original agreement. The campus Chief Human Resources Officer will provide copies to appropriate/interested parties at the college or university such as the Business Office, dean, employee s supervisor etc. Last Update Page 3 of 5

4 Authorized Signatures. The draft Agreement must initially be approved by the temporary location business officer verifying the encumbrance. Following this, the Agreement must be reviewed by the home location supervisor, home location Business Officer, both temporary and home location Division Administrators, and both temporary and home location Chief Human Resources Officers. The employee signature is not an authorization signature, rather an acknowledgement of receipt of a copy of the agreement. The home location supervisor is responsible for returning an approved version of the Agreement that incorporates any changes requested by the employee and/or the home location Chief Human Resources Officer. LETTER: Complete the fields in the letter and attach a letter or other communication to employee describing the work assignment. The letter must be copied to the Chief Human Resources and Business Officers of both institutions, and the employee. The home location supervisor must approve the assignment. They may indicate that they have verified the employee s eligibility for the assignment by conferring with their CHRO and their approval in one of two ways: 1. Sign the letter and return it to the temporary location supervisor; 2. Send the temporary location supervisor an indicating that they have conferred with their CHRO and verified that the employee is eligible and that they approve the employee s temporary assignment. The must be copied to all of the parties copied in the original letter. STEP FIVE: PROCESS EMPLOYMENT AND PAYROLL RECORDS A temporary special assignment can result in two types of appointments: a one-time lump sum payment or multiple payments over more than one pay period. In either case, the payment to the employee will be handled by the home location. The temporary and home location Business Offices will use the fully executed copy of the Agreement or Letter to coordinate a transfer the funds for the assignment from the temporary location to the home location Business Office. The home location should issue an invoice to the temporary location in order to initiate this. The home location HR and Payroll departments will use the fully executed copy of the Agreement or Letter to enter the assignment in SCUPPS. They will use an existing nonactive record or create a new record number if necessary. (This will vary depending on the employee). The home location HR and Payroll departments must work with their Business Office to determine the appropriate local cost center for the assignment. (Note: Last Update Page 4 of 5

5 Business Offices should book these payments with the 0880 or 0881 object codes). Payroll is then processed as usual. There is no unique payroll procedure to handle this type of payment. The Intra-Agency Agreement and Approval Letter must specify the details including employee name and SEMA4 ID, and the amount(s) to be paid. The temporary location must authorize payments to begin and must notify the home location to withhold payments if the terms of the agreement are not met. Last Update Page 5 of 5