- Appointment Types
- Age Limitations
- Hiring Process
- Offering Employment
- Benefits Eligibility
- Wage-hour Administration
- Exclusions for Student Employees
- Grievance Rights
- Related Subjects
- Related Forms
Departments employ temporary staff due to vacancies in permanent positions or for non-permanent supplementary staffing. Departments have three ways to hire temporary employees at the University:
- Through UNC-Chapel Hill and NC State University’s joint University Temporary Services (UTS) service
- Through an outside temporary employment agency
- By hiring temporary staff directly onto the department’s payroll (Direct Hire Temporary)
This policy applies only to temporary SPA employees hired directly onto department payrolls.
- For information on EPA Non-Faculty temporary employees, contact the EPA Non-Faculty HR unit.
- For information on part-time or adjunct faculty, contact the Academic Personnel Office.
- For information on Federal Work-Study student employees, contact the Office of Scholarships and Student Aid.
A “regular temporary” SPA appointment (HRIS Class Code 09998) is an employment status of limited duration, normally not to exceed three to six months. Initial temporary appointments will be for no more than 6 months and may be extended for up to an additional 6 months on request; but in no case shall the temporary employment period exceed 12 consecutive months. When a temporary employee has worked for 12 consecutive months at the University, the employee’s appointment must be terminated without exception. The employee cannot be hired into another temporary appointment of any kind with the University for at least 31 calendar days. Because the University as a whole is considered one employer, a 31 -day break in service must be from the University, not just from one department. Likewise, individuals on this mandated break may not be re -employed by the University through an outside temporary agency or through any other third-party entity. Any variance from this requirement will result in the employee being required to take an additional 31-day mandated break in service. Notice should be given to the temporary employee by the department when a 31-day break becomes necessary by using the Notice to Temporary Employees of 31-day Break form. The last entry on duty date is used for purposes of calculating duration of employment, regardless of type or combination of temporary appointments. A new temporary employment period will commence if the individual returns to work as a regular or intermittent temporary employee following the 31-day break in service.
If you anticipate that your need for temporary staffing will possibly last beyond 12 months, contact your Classification and Compensation Consultant in the Office of Human Resources to discuss options for establishing a time-limited, part-time, or full-time permanent position with applicable benefits or other appropriate options.
In addition, if your department’s business needs require the services of a replacement temporary employee during the 31-day break in service, please consider contacting University Temporary Services (UTS) at 843-9454 for assistance.
An “intermittent temporary” SPA appointment (HRIS Class Code 09997) may be made to positions needed only for occasional periods of time. This type of appointment shall not exceed a total of nine months or 1,500 hours during any continuous 12-month period. If an intermittent temporary exceeds this hour limitation, the employee must be designated as a regular temporary employee and is immediately subject to the 31-day break in service rule. The last entry on duty date is used for purposes of calculating duration of employment, regardless of type or combination of temporary appointments. A new temporary employment period will commence if the individual returns to work as a regular or intermittent temporary employee following the 31-day break in service.
A “retiree temporary” SPA appointment (HRIS Class Code 09997 or 09998) is an employment status for individuals who are drawing a retirement income and/or social security benefits. State policy allows retirees in temporary appointments to work beyond 12 consecutive months so long as the employee certifies on the Conditions of Employment that he/she is not available for or seeking permanent work and has benefits through his/her retirement plan or Social Security. Employees who retire from the State of North Carolina and receive a pension through the State are limited in the salary amount they can continue to receive as a temporary employee for the State. State retirees should contact Benefits Services in the Office of Human Resources for additional information on income limits.
A “retiree temporary” who is hired at a FTE of 75% or greater is no longer eligible for the retiree health coverage and must be placed on the active group plan at the department’s expense. A department is strongly encouraged to limit the hours worked by a “retiree temporary” to less than 30 per week.
See “Exclusions for Student Employees” below for additional information relevant to student employment status.
Consistent with federal and State law and University policy, the University does not practice or condone age discrimination. Even so, there are certain circumstances under which age limitations may lawfully apply for employees (including temporary employees), such as:
- Persons must be at least 16 years of age in order to be considered for temporary employment.
- Law enforcement officers must be at least 21 years of age, as required by State law.
Importantly, there is no maximum age for employment.
For employees under the age of 18, the specific duties to be performed must comply with the Child Labor provisions of the Fair Labor Standards Act. Employees under age 18 may not work more than nine hours per day, 4 8 hours per week, or six consecutive days per week; nor may they work before 6:00 a.m. or after 12:00 midnight.
Additionally, employees under age 18 may not work in occupations declared hazardous by the Secretary of Labor. Of particular interest to all departments are the “Hazardous Orders” prohibiting the employment of minors 16 and 17 years of age in such activities as:
- truck driving (operator or helper);
- roofing operations;
- operating any hazardous equipment or machinery; or
- handling, storing, or being exposed to radioactive substances or ionizing radiation.
Violations may result in penalties or fines from the Federal and/or State Department of Labor.
The federal Jobs for Veterans Act regulations require most temporary positions to be posted publicly before they can be filled. The intent of the Act is to make it easier for veterans to find jobs when they leave military service – an outcome the University fully supports. This amendment to the Vietnam Era Veterans’ Readjustment Assistance Act requires government contractors to list job openings using an appropriate public posting method. This includes all positions except:
- Executive and top management positions,
- Positions that will be filled from within the University, or
- Positions lasting three days or less,
For more information on positions exempt from posting, please refer to the Temporary Position Posting FAQs.
To initiate a temporary posting for a direct hire temporary, departments may log into HR Central to access the PeopleAdmin recruitment system.
If a department wishes to pursue external advertising of a temporary position in addition to the UNC Job Board through the People Admin recruitment system, please contact the Direct Hire Temporary Coordinator in Employment & Staffing.
Applicants are required to complete applications in order to apply for direct hire temporary positions posted in the University’s PeopleAdmin recruitment system. As part of creating a new direct hire temporary-SPA posting, the Department will decide which application form(s) they are willing to accept from applicants. Departments will have the option to select from the SPA Application or SPA Application (Short Form) – Quick Apply. The standard SPA Application contains specific sections for Education, Experience, and Additional Information, whereas the SPA Application (Short Form) does not. If the department selects the SPA Application (Short Form), OHR strongly recommends that the department require a resume in order to obtain education and experience details consistent with the posting requirements.
Interviews of applicants for temporary appointments are not subject to the guidelines for interviews established for SPA permanent employment. Although it is not required, OHR encourages departments to interview a minimum of three qualified candidates for a temporary position. OHR and EEO do not routinely monitor how many interviews are conducted when a department makes a temporary hire. That said, departments need to remain fair, consistent, and non-discriminatory with their selection processes. And, in the event a claim or audit occurs, the hiring manager must be able to explain and justify their selection to appropriate University officials and/or external investigators.
Relatives (as defined below) of current employees (permanent or temporary) may not be employed within the same department without review by and notice to Employment & Staffing. If relatives are considered for employment, it is necessary for the department head to certify that such action will not result in one family member supervising another member of the immediate family. No family member may occupy a position which has influence over another employee’s employment, transfer or promotion, salary administration, or other related management or personnel consideration.
Relatives are as follows: wife, husband, mother, father, brother, sister, son, daughter, grandmother, grandfather, grandson, granddaughter, and step -, half-, and in-law relations of this same list. Employment restrictions might also include others living within the employee’s household or otherwise so closely identified with the employee as to suggest the potential for difficulty in the employment relationship. Relatives (or other closely affiliated persons) of current employees are not given preference in employment.
It is the responsibility of the hiring department to verify and ensure that this policy on employment of relatives is followed, complete a Nepotism Certificate and send the completed form to the Employment & Staffing at the time of hire.
Temporary employees are permitted to work in a teleworking arrangement. See the full Flexible Work Arrangements policy page for additional information.
OHR strongly encourages departments to complete reference checks and credentials verification (if applicable) for all final candidates for temporary appointments.
The satisfactory completion of a criminal conviction check is required for all final candidates for SPA temporary appointments prior to the employee’s first day of work with the University. See the policy on Pre-employment Background Checking for more information.
The following employment documentation must be completed by department and/or Employee at the time of hire:
- Conditions of Employment for Regular/Intermittent Temporary Employees
The Conditions of Employment (COE) describes the terms and conditions of one’s employment at the University and must be signed by every SPA permanent and temporary employee at the time of hire. For additional information, see the Conditions of Employment for regular and intermittent temporaries in the Form Finder section of the HR website.
- Federal Form I-9
All U.S. employers are responsible for completion and retention of Form I -9 and completion of an E – Verify employment eligibility verification for each individual hired for employment in the United States, including citizens and noncitizens. The employer must verify the employment eligibility and identity documents presented by the employee and record the document information on the Federal Form I -9. Section One of the Form I -9 must be completed by the employee on or before the date employment begins. Section Two of the Form must be completed by a designated departmental HR representative within three days of the date employment begins.
Departments (usually HR Facilitators) are primarily responsible for completing Form I -9s for EPA faculty/non-faculty and EPA/SPA direct-hire temporary staff, submitting Form I-9 information via Lawlogix, complying with stated deadlines and conducting periodic self -audits. For additional information, policies and procedures, see Employment Eligibility Verification and Form I-9 – Information for Departments.
- Tax withholding forms (W-4 and NC-4)
All new employees are required to complete federal and state tax withholding forms at the time of hire. Forms and additional information can be found in Payroll Forms in the Form Finder section of the HR website.
- Direct deposit form
All new employees who receive pay through Payroll Services are subject to the University E -Pay Policy and mandatory direct deposit. The Employee Direct Deposit policy can be found on the University Controller website. The direct deposit form and additional information can be found in Payroll Forms in the Form Finder section of the HR website.
Departments must complete the hiring process in the Human Resources Information System (HRIS). OHR recommends that the hiring process be completed prior to employment.
Hiring officials are responsible for providing an appropriate department orientation to all temporary employees.
If an individual is employed by the University for more than 30 calendar days, s/he is required to attend the appropriate New Employee Safety Orientation training provided through the University’s Department of Environment, Health & Safety (EHS). Employees working in a lab and/or clinic must attend the first available orientation. If the employee’s duties are in a health care environment, then the employee must provide the University Employee Occupation al Health Clinic (UEOHC) with a copy of his/her immunization records within his/her first 10 days at work. UEOHC will review the records and indicate if the employee will require further immunizations in order to stay in the position.
If an employee’s duties expose his/her to blood borne pathogens or other potentially infectious material, the employee is required to attend the EHS OSHA Blood borne Pathogen training within his/her first 10 days at work and discuss the necessity of a Hepatitis B vaccination with the UEOHC.
All employees must comply with the University’s policy on HIV-infected or Hepatitis B-infected employees engaged in University health care activities, including disclosure to their department head, dean, division chief, Senior Director of Employee & Management Relations, or chair of the University’s AIDS Task Force if they are or become infected with either virus.
Temporary SPA employees are eligible to participate in the following benefit programs:
- Tax-sheltered annuity [403(b)]
- North Carolina 457(b) Deferred Compensation Plan
Information about enrollment may be obtained from Benefits Services in the Office of Human Resources.
Temporary SPA employees are required to participate in payroll “direct deposit” into a bank or credit un ion account. New temporary employees must submit a pre-printed bank or credit union voided check along with the direct payroll deposit authorization (Form PR -8A or PR-8B) to the University Payroll Department by the end of their first work week. Temporary employees will not receive a paycheck from the University until the appropriate payroll forms have been completed and submitted.
Temporary SPA employees are not eligible to participate in any paid leave or paid time off programs, nor do they receive paid holidays.
Under very limited conditions, temporary employees may be eligible for Family and Medical Leave. See the Family and Medical Leave Policy for SPA Employees for more information or contact Benefits Services.
Temporary SPA employees may participate in training programs provided through the Training & Development Department in the Office of Human Resources on a space-available basis. Supervisor approval is required if the employee will be paid as work time or take time off to attend a training class. Permanent employees receive priority status in enrollment. Contact Training & Development at firstname.lastname@example.org or 962-2550 for more information.
All non-student temporary SPA employees of the State of North Carolina must be paid at or above the State minimum wage, which is $10.61 per hour.
See “Exclusions for Student Employees” below for additional information relevant to student employment status.
The annualized salary for temporary SPA employees of the State of North Carolina must not exceed the maximum of pay range for an equivalent permanent position within the same position branch and role.
All temporary SPA employees are subject to the overtime provisions of the federal Fair Labors Standards Act (FLSA), which means they are designated as ‘Non-Exempt’. Temporary employees must submit a completed employee time record for each biweekly period in which they work. Temporary employees must enter their bi-weekly time worked into the TIM System or have their TIM administrator enter their time if they are working from a remote location. Temporary employees are paid on the same biweekly schedule as SPA permanent employees and must adhere to the same payroll deadlines.
Non-Exempt employees earn time -and-one half for all hours worked in excess of 40 hours in a work week. A non-exempt employee must actually work over 40 hours in a single work week to receive overtime compensation. Lack of funds does not relieve a department from its obligation to compensate overtime work at the rate of time-and-one-half. The University does not have a policy that allows equal time off (hour for hour) in another week. The additional pay is to be included in the paycheck for the pay period in which the overtime was worked.
Management should give as much advance notice as possible of the need to work overtime so that employees can make any arrangements necessary to enable them to perform the overtime work.
Note: Some work units may require occasional mandatory overtime as a condition of employment. Such a requirement must be listed in the job posting and explained to job candidates during the interview and selection process.
Temporary SPA employees are not eligible for compensatory time off.
Temporary SPA employees do not receive pay for a University holiday not worked.
A temporary employee who is required by his/her department to work on a University holiday must receive his/her regular pay and must also receive Holiday Premium Pay for all hours worked on the holiday. Holiday Premium Pay is equal to one-half the employee’s regular pay rate (the total compensation for working on the holiday is time and one-half, unless this work results in the employee working more than 40 hours in the week. To receive Holiday Premium Pay, the employee must enter the time on his/her timecard via the Time Information Management (TIM) system.
A temporary employee who works on a University holiday but was not required by the department to do so must be compensated at his/her regular rate for all hours worked on the holiday, unless this work results in the employee working more than 40 hours in the week. This voluntary work is not additionally compensated with Holiday Premium Pay.
Management has the discretion to allow temporary employees to work a flexible schedule during a holiday week to compensate for the absence on the holiday (for example, four 10 -hour days).
Temporary SPA employees are eligible for on-call and emergency callback pay:
- On-Call pay is compensation for an employee who must remain available to be called back to work on short notice if the need arises. (If an employee must remain on University property or so near that time cannot be used freely, it is not considered on -call time but is recorded as work time.)
- Emergency Callback is compensation for an employee who has left the work site and is requested to respond (either by returning to work or by responding by telephone or computer) on short notice to an emergency work situation in order:
- To avoid significant service disruption; or
- To avoid placing employees or the public in unsafe situations; or
- To protect and/or provide emergency services to property; or equipment; or
- To respond to emergencies with students, clients, inmates, patients, or residents.
Temporary SPA employees are not eligible for shift premium pay.
The following provisions of this policy are not applicable to temporary SPA employees designated with a student status, as described below:
Appointment Length: Student employees are not limited to a 12 -month appointment and can retain student employee status for the duration of their academic program. Student temporary employees must be placed in one of the following appointment types:
- A “UNC-CH Student Assistant” SPA appointment (HRIS Class Code 09902) is an employment status for individuals who are currently enrolled as a student at UNC-CH. Students in this appointment type are not subject to the 12 consecutive month maximum employment limit.
- An “Other Student Assistant” SPA appointment (HRIS Class Code 09901) is an employment status for individuals who are currently actively enrolled as a high school student, community college student, or student at a college or university other than UNC-CH. Students in this appointment type are not subject to the 12 consecutive month maximum employment limit. However, it is expected that the hiring department will obtain confirmation from the student assistant that he/she is currently enrolled, and that this certification will be re-checked every six (6) months using the Other Student Assistant Enrollment Status form. Upon completion this form is to be maintained in the hiring department’s files.
Minimum Wage: The minimum hourly rate of pay for student employees is $7.25 per hour (the Federal minimum wage rate for all workers as established by the Federal Department of Labor).
Pre-employment Background Check: Student employees are not subject to a pre-employment background check as a condition of employment. However, if a student graduates or does not re–enroll in the Fall and the department wishes to continue his/her employment, the temporary “Student Assistant” assignment must be terminated, and he/she must be hired as a regular or intermittent temporary employee. Such hires require a pre-employment background check.
For policies applicable to Federal Work-Study student employees, contact the Office of Scholarships & Student Aid.
Within 30 calendar days from the date of alleged denial of reasonable accommodation of a disability, a temporary employee may file a grievance directly with the Office of Administrative Hearings or choose to use the University’s internal grievance procedure. This is the only issue about which a temporary employee may use the Staff grievance procedure. Refer to the SPA Grievance Policy for more information.
Temporary SPA employees may be terminated at any time without prior notice or additional compensation. In addition, they are not eligible for layoff priority employment or severance pay.
If you have questions about this policy, contact the Employment Consultant in Employment & Staffing assigned to work with your department.
If you have questions about temporary postings, refer to the Temporary Position Posting FAQs or contact the Direct Hire Temporary Coordinator in Employment & Staffing.
Temporary Employment Forms (including Conditions of Employment)