DUKE HUMAN RESOURCES DUKE TEMPORARY SERVICE EMPLOYEE HANDBOOK

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1 DTS booklet opy:layout 1 4/12/13 2:36 PM Page 1 DUKE HUMAN RESOURCES DUKE TEMPORARY SERVICE EMPLOYEE HANDBOOK Duke Temporary Servie 705 Broad Street Durham, NC (offie) (fax)

2 Employee Handbook 1 Welome to Duke Temporary Servie (DTS). We are delighted to have you working with us. As an employee of DTS, you will be providing temporary assistane to various departments within Duke University and Duke University Health System. Please remember the work you do on an assignment is always onfidential and is not to be disussed with employees or any other individuals outside of Duke University and Duke University Health System. Your DTS employment representative will assist you with any questions or problems whih may arise during your employment. Job duties, length of assignment, loation of assignment, work shedule and pay rate will be disussed with you prior to starting an assignment. Reminder: If your address or telephone number hanges, please update your information online by visiting Duke s self-servie website at hr.duke.edu/selfservie. Reminder: It is your responsibility to ontat your DTS employment representative when your employment status hanges or when your work assignment ends. HELPFUL JOB TIPS Report to your assignment on time. Introdue yourself to the person to whom you are reporting. Have a positive attitude. Be ourteous and ooperative. Dress neatly and wear your Duke ID badge at all times. Be sure instrutions are lear; do not be afraid to ask questions. Be aurate proof your work. Avoid making personal phone alls, using ell phones and text messaging during work hours. Respet the onfidentiality of eah job assignment. Take every opportunity to learn a new skill. Call your DTS employment representative should any problems arise.

3 2 Duke Temporary Servie DTS EMPLOYMENT POLICIES and PROCEDURES BENEFITS HOLIDAYS DTS paid holidays are: New Year s Day, Fourth of July, Labor Day, Thanksgiving Day and Christmas Day. Eligibility for holiday pay is determined by the number of hours worked prior to the holiday. To qualify for holiday pay, you must work a total of 400 hours in the six (6) pay periods prior to the holiday. HOLIDAY PAY POLICIES Please do not reord hours on your eletroni timeard unless you worked on the holiday. If you qualify for holiday pay, the DTS payroll speialist will adjust your payhek to the orret amount. Holiday pay will be listed under adjustments on your pay statement. If you work on a DTS holiday: a. and are eligible for holiday pay, you will reeive pay for the atual hours worked plus eight (8) hours of holiday pay at your urrent pay rate. b. and are not eligible for holiday pay, you will reeive pay for the atual hours worked at your urrent pay rate. You will not reeive holiday pay. If you do not work on a DTS holiday: a. and are eligible for holiday pay, you will reeive pay for eight (8) hours at your urrent pay rate. b. and are not eligible for holiday pay, you will not reeive holiday pay. RETIREMENT EMPLOYEES RETIREMENT PLAN (ERP) This plan is a pension plan designed to provide biweekly-paid employees with a guaranteed monthly inome at retirement, paid entirely by Duke. As a DTS employee, you automatially will beome a member of the plan if you are over age 21 and have ompleted one year of employment, working at least 1000 hours in a fisal year (July 1-June 30). You beome vested, or entitled to reeive a benefit from the plan, after ompleting five years of ontinuous servie. Please go to retirement/erp.html for more information.

4 Employee Handbook 3 THE DUKE UNIVERSITY FACULTY AND STAFF RETIREMENT PLAN As a DTS employee, you are eligible for this 403(b) savings plan whih is very similar to a 401(k) plan. This plan is funded by your voluntary pre-tax ontributions. Duke does not make a ontribution for non-exempt staff to this plan. You are responsible for investment deisions in this type of retirement plan. You are eligible to partiipate immediately in the plan and may diret your ontributions to over 300 mutual funds and annuities. Your ontributions grow tax-deferred, until withdrawn. If you withdraw funds before age 59 1/2, you may be subjet to penalty harges. Please visit retirement/about/savings.php for more information. PAY Payday is every two weeks in aordane with the regular biweekly pay period at Duke (refer to your Biweekly Shedule). OVERTIME PAY POLICY To be eligible for overtime pay you must work more than forty (40) hours in one (1) week. You will be paid one and one half times your regular rate of pay for any hours worked over forty (40) hours in one (1) week. DIRECT DEPOSIT Please arrange for your payhek to be deposited diretly into your bank or redit union aount. You may go to Duke@Work ( to sign up for diret deposit. You will need to log in using your NetID and password. You an also view and print your pay statement from this website. If you deide to anel your diret deposit, you must use a paper diret deposit form. If you hoose not to have diret deposit, you must pik up your payhek at the DTS offie between the hours of 8 am-5 pm, Monday-Friday. Only you or your supervisor an pik up your payhek. With diret deposit, Duke University Corporate Payroll Servies must verify your transit and aount numbers. This verifiation proess may take 30 days or longer. During the verifiation period, you must pik up your payhek at the DTS offie between the hours of 8 am-5 pm, Monday-Friday until your diret deposit beomes effetive. One your diret deposit is established, you an visit Duke@Work ( to view and print your pay statement. You will need to login using your NetID and password.

4 Duke Temporary Servie If you are unable to establish a heking or savings aount with a banking institution, the Duke University Credit Union an assist you in opening an aount.

5 4 Duke Temporary Servie If you are unable to establish a heking or savings aount with a banking institution, the Duke University Credit Union an assist you in opening an aount. The Duke University Credit Union is loated at Erwin Square Plaza, 2200 West Main Street, Durham, NC. You must take your Duke Temporary Servie ID badge with you. Duke University Corporate Payroll Servies and DTS are not responsible for finanial servie fees assoiated with delayed payheks and diret deposits. Reminder: If you deide to anel your diret deposit, you must use a paper diret deposit form. TIMECARDS You will be paid for the exat hours you work, exluding lunh. Online Timeard: You must submit an eletroni timeard for eah department you work for during the pay period. An eletroni timeard an only be submitted for the urrent pay period. Reord the hours you worked eah day in the spae provided. Time worked less than 60 full minutes should be onverted to tenths of the hour (refer to Tenth Conversion Chart on the next page).

6 Employee Handbook 5 Tenth Conversion Chart If You Work Tenth of Hour to be Reported 1 2 Minutes 0 Tenth of hour 3 8 Minutes 1 Tenth of hour 9 14 Minutes 2 Tenths of hour Minutes 3 Tenths of hour Minutes 4 Tenths of hour Minutes 5 Tenths of hour Minutes 6 Tenths of hour Minutes 7 Tenths of hour Minutes 8 Tenths of hour Minutes 9 Tenths of hour Minutes 1 Hour If you do not work on a given day, please leave the spae blank (do not use dashes or zeros). Please ontat the DTS offie for assistane if you have questions or onerns regarding your eletroni timeard. You are responsible for the submission of your eletroni timeard. If you finish an assignment before the timeard due date, you may submit the eletroni timeard early. Timeards that you submit are reviewed for auray. Falsifiation of hours worked is a riminal offense and grounds for proseution, as well as termination from Duke. Your supervisor or an authorized alternate will review and approve your eletroni timeard eah pay period through Duke@Work. If your work shedule is Monday through Friday, your timeard is due on Friday of the seond week of the pay period unless otherwise noted on the Biweekly Shedule. If you work on the weekend, your timeard is due on Monday following the end of the pay period. Reminder: You must submit an eletroni timeard for eah department you work for during the pay period.

7 6 Duke Temporary Servie Reminder: If your eletroni timeard is not submitted by the speified deadlines, you will not reeive a payhek until the next pay date. Please address any questions about eletroni timeards to a DTS staff member; do not ask other Duke employees. Remember, eletroni timeards are your responsibility; please submit them on time! ELECTRONIC SUBMISSION OF WORK TIME Login to Duke@Work ( using your NetID and password. Selet MyInfo tab. Selet MyTime tab. In Status olumn, lik on Enter Time link. Enter time for days worked. Clik on Save to save timeard so that additional hours an be added later in the pay period. At end of pay period, lik box indiating I ertify that this is an aurate reord of my time for the period indiated. Clik on Submit to send timeard to the designated approver s Duke@Work aount for approval. If you annot submit your timeard, please ontat the Duke Temporary Servie offie immediately at For additional information, you may review the Quik Step Guide for DTS employees on the Duke Temporary Servie website ( The guide provides step-bystep instrutions on how to aess and submit your work time through the Duke@Work website. Reminder: If your work shedule is Monday through Friday, your timeard is due on Friday of the seond week of the pay period unless otherwise noted on the Biweekly Shedule. Reminder: If you work on the weekend, your timeard is due on Monday following the end of the pay period. Reminder: If you annot submit your timeard, please ontat the Duke Temporary Servie offie immediately at

8 Employee Handbook 7 LENGTH OF TEMPORARY ASSIGNMENT Temporary employment at Duke is defined as employees hired to fill short-term assignments for a defined period of time. Temporary employees may not work more than 900 hours during the fisal year (July 1-June 30). Assignments may be of any duration in length as long as the 900 hour limit per fisal year is not exeeded. A temporary employee who reahes 900 hours worked during the fisal year, inluding work with any department aross Duke, will be unavailable for any temporary assignment until the beginning of the next fisal year. WHAT EVERY DTS EMPLOYEE SHOULD KNOW TAX FORMS You must omplete your Federal W-4 and NC State NC-4 forms online at Duke@Work ( If you do not omplete your tax forms, the system will automatially default to single and 0. The paper Federal W-4 and NC State NC-4 forms an only be used if you are laiming Exempt from withholding. W-2 FORMS You may aess your W-2 tax form eletronially in January. You will be able to view and print your W-2 form online using the Duke@Work website ( You will ontinue to reeive paper W-2 forms unless you onsent to eletroni-only delivery of your W-2 form. Eletroni W-2 forms will not be available for terminated employees who are no longer working with Duke. Your W-2 form will be mailed to you using the most reent home address in the Duke payroll system. Employees who are no longer working with Duke may ontat Duke Corporate Payroll Servies ( ) to provide an updated mailing address. ATTENDANCE You should all your DTS employment representative and your department supervisor if you are going to be tardy or absent from the assignment. Repeated tardiness or absenes an affet future assignments or your employment at Duke. Please notify your department supervisor and your DTS employment representative if you need to leave your assignment early due to illness or an emergeny. In ase of inlement weather, please ontat your department supervisor.

9 8 Duke Temporary Servie Reminder: Any time taken off from an assignment must be oordinated with both your department supervisor and your DTS employment representative. EMPLOYEE EVALUATION As a DTS employee, you are evaluated by your department supervisor during eah assignment. This eletroni evaluation is reviewed by your DTS employment representative. While employed at Duke, you may request to review your evaluations by alling your DTS employment representative. Sine subsequent assignments are based on prior evaluations, it is important to do your best and be onsious of your performane. If your performane is unsatisfatory, you will be ounseled by your DTS employment representative and if neessary the DTS manager. Suh ounseling ould lead to termination of employment. PARKING INFORMATION If you plan to drive to work, you must purhase a parking permit at Parking and Transportation Servies. Parking information, parking loations and the ost of a parking permit are available at the Parking and Transportation Servies Department. The Parking and Transportation Servies Department is loated in the Duke Clini, Red Zone basement, Room Please park in the designated areas aording to your parking permit. DTS will not be responsible for traffi or parking tikets. For additional information, please ontat Parking and Transportation Servies ( ) or visit the website at ID BADGES You will be issued a form to get a photo ID badge. Your ID badge will be valid for six (6) months. When your ID badge expires, ontat DTS to obtain another. There is no harge if the ID badge is expired. However, if you lose your ID badge you will be responsible for purhasing a replaement. You should always wear your ID badge while working on Duke premises. The ID badge must be returned to DTS if you terminate employment or transfer from DTS.

10 Employee Handbook 9 WORK-RELATED ACCIDENTS If you are injured on the job while working through DTS, you MUST inform your department supervisor when the aident ours so an inident report an be ompleted. Within that same work shift, you MUST ontat your DTS employment representative. If the injury requires emergeny medial are, immediately seek treatment at the Emergeny Room. If the injury is less severe but still requires medial treatment, please go diretly to Duke s Employee Oupational Health and Wellness (EOHW) offie. The EOHW offie is loated in the Duke Clini, Red Zone basement, Room You must omplete an inident report during the shift in whih the injury ourred and your supervisor should omplete a report within 24 hours. Reminder: If you do not report an on-the-job injury to your department supervisor by the end of the shift in whih the injury ourred, you will be released from your assignment and terminated by DTS. Reminder: Please make sure that you and your supervisor omplete an inident report within the speified time frames even if the injury does not require medial are. BLOODBORNE PATHOGENS VIDEO AND HEALTH SCREENINGS Duke University Health System has developed a Control Plan to effetively ontrol the spread of Hepatitis B and other diseases. In aordane with this plan, DTS requires all employees to view a video explaining Universal Preautions. Please follow the safety preautions outlined in the video. You will also reeive information on the Duke University Health System Integrity In Ation Compliane Program. Some job lassifiations require a substane abuse sreen and/or health sreening. When required, DTS will shedule appointments with Employee Oupational Health and Wellness for these sreenings. MANDATORY COMPLIANCE UPDATE TRAINING Compliane update training is mandatory for all DTS employees on an annual basis. You may aess the ompliane update training through the Oupational and Environmental Safety Offie website at You will need your NetID and password. Please send any questions about your

11 10 Duke Temporary Servie NetID or password to: or all the Offie of Information Tehnology (OIT) at Clik on Online Training and follow the diretions provided. You must test on any training that is marked with an asterisk and an expired date. Your information will be automatially updated after you omplete the quiz. With your supervisor s approval, you may omplete training at your worksite or you may use the omputers at DTS. Reminder: If you do not update your ompliane training as required, you may be released from your assignment and terminated by DTS. PERSONAL TELEPHONE CALLS Your work loation and/or telephone number will not be released to outside allers. DTS will forward messages to you only in ase of an emergeny. APPLYING FOR REGULAR EMPLOYMENT AT DUKE You may apply for available job opportunities online at You are onsidered an external appliant for regular positions until you have worked 500 hours for DTS. After working 500 hours, you may ontat the DTS offie to verify your hours worked for internal appliant status. TRANSFERRING INTO A REGULAR POSITION AT DUKE You must be employed a minimum of thirty (30) alendar days with DTS before transferring into a regular position at Duke. If you transfer into a regular position at Duke: 1. You need to notify your DTS employment representative. 2. You must return your ID Badge and all other Duke property. 3. Your pay rate for a regular position may be different (more or less) than the pay rate you reeived as a DTS employee. TERMINATION OF EMPLOYMENT WITH DTS If you terminate employment with DTS, you must return your ID Badge and all other Duke property. Please notify your DTS employment representative in advane if you are planning to terminate employment with DTS.

12 Employee Handbook 11 DTS WORK RULES As an employee of DTS you are expeted to follow ertain rules of ondut and performane. Any one, or several, of the following ations will be justifiation for DTS to terminate your employment, inluding, but not limited to: 1. Unsatisfatory performane of duties. 2. Failure to report to assignments, leaving assignments early, tardiness or exessive absenes. 3. Failure to ontat your supervisor or your DTS employment representative when absent, tardy or needing to leave the job early. 4. Smoking in areas designated No Smoking. 5. Failure to maintain a neat, lean appearane; failure to wear ID Badge while on assignment; failure to onform to a department uniform or dress ode poliy. 6. Use of profane or abusive language. 7. Failure to adhere to Duke or department safety poliies or proedures, inluding failure to immediately report an aident on Duke premises involving an on-the-job injury or property damage. 8. Insubordination, inluding refusal to aept and follow instrutions from supervisors. 9. Loud and boisterous ondut whih may be disourteous or harmful. 10. Failure to adhere to the Duke poliy on non-soliitation. 11. Refusal to aept instrutions of seurity offiers, and in emergeny situations, ivil defense personnel or other proper authorities. 12. Sleeping on the job. 13. Unauthorized or improper use of Duke property. 14. Unauthorized use of Duke Identifiation Badges or passes; permitting another person to use your identifiation. 15. Unauthorized use of omputers and/or the internet for non-business purposes. 16. Reporting to work in an unfit ondition and/or working under, or suspeted of working under the influene of drugs or alohol.

13 12 Duke Temporary Servie 17. Commission of any rime on Duke premises suh as theft: unauthorized removal of or willful damage to property; unauthorized possession of alohol/weapons/ explosives; gambling; being found in possession of illegal drugs; and harging personal long distane phone alls to Duke without authorization. 18. Behavior whih ompromises another s safety or privay, or disloses onfidential information, inluding medially-related reords. 19. Any ativity whih violates federal or state standards regulating the provision of professional servies, or violation of regulations affeting ontinued liensure, ommissioning or ertifiation in a profession. 20. Failure to appropriately interat with anyone on Duke premises (inluding patients, their families, students, visitors, ustomers or other employees), when suh behavior violates another s privay or dignity, inluding sexual harassment. 21. Falsifying or forgery of any Duke reords (suh as employment appliation, timeards, et.); improperly reording hours worked on timeards. 22. Threats, fighting or physial ations against another person on Duke property. 23. Willful damage to Duke property. 24. Conduting personal business in the workplae or interrupting other employees from their sheduled work. 25. Use of another s omputer sign-on or omputer aess ode or providing another the use of an individual s sign-on ode without proper authorization to gain unauthorized aess to onfidential or privileged information. 26. Personal use of eletroni mail inluding soliitations, hain letters, sexual or ethni jokes and slurs, defamatory statements and idle gossip is forbidden. 27. Any employee who is arrested for a misdemeanor or a felony must notify his or her DTS employment representative of suh arrest no later than seven alendar days after the arrest. If an employee is onvited of a misdemeanor or a felony, he or she must inform his or her DTS employment representative of suh onvition (inluding pleas of guilty and nolo ontender) no later than seven alendar days after the onvition. Revised 4/13

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