POLICY NO: 114
EFFECTIVE DATE: 4/5/2007
TEMPORARY EXTRA PERSONS
The University employs individuals in a variety of salary categories to support and
enhance the academic and research missions of the University. One of the categories
provided is "Temporary Extra Persons", a salary status which allows a department
to meet specific increased staffing needs for a limited period of time. If an area is
considering the use of a Temporary Extra Person, certain federal regulations and
corresponding University policies apply.
Questions concerning the use of Temporary Extra Persons should be addressed to Human
Resources/Staff & Labor Relations, 215-898-6093.
Temporary Extra Persons must be supervised by a regular University employee at all
times.
114.1 DEFINITION
Temporary Extra Persons receive salary, but no benefits, enabling departments to
augment staff for a predetermined specific period of time. A Temporary Extra Person cannot
work more than 999 hours in any one fiscal year (July 1 - June 30).
114.2 INFORMING APPLICANT OF SALARY STATUS
Job applicants must be clearly informed in a letter that, if
hired, their status will be "temporary"; that is, they may not work more
than 999 hours in a fiscal year and they are not eligible for University
benefits. Please see the Temporary Worker Sample Hire Letter.
114.3 Appropriate Scope of Duties
In recent years, much attention has been given to issues regarding
protecting the privacy of personal information. The University of
Pennsylvania has taken an active approach in response to the growing
concerns about privacy in general, and identity theft in particular. Through
a number of initiatives, Penn has reduced the availability of personal
information in an effort to limit potential abuse of such information, deter
"identity theft", and protect the privacy of University faculty, staff, and
students.
Consistent with these initiatives, the University of Pennsylvania (excluding
UPHS) adopts the following guidelines to reduce the availability of personal
information to “non-regular” personnel (e.g. temporary employees, volunteers,
and student workers).
In general, non-regular personnel should not have access to personal information. Where there is
a documented sufficient need, offices hiring non-regular personnel should:
- Provide appropriate supervision regarding the access to, and use of,
personal information by non-regular personnel;
- Require that the non-regular personnel sign a statement that they are
aware of and will follow University guidelines on confidentiality of personal
information;
- Restrict access to the amount of information reasonably necessary to
accomplish the job;
- Prohibit the non-regular personnel from removing personal information from
the office;
- Terminate access rights to information promptly when the information is no
longer necessary; and
- Terminate access rights promptly when the temporary employee, volunteer,
or student worker leaves the position.
- In these situations we strongly recommend the temporary worker be
recruited through Unique Advantage, which does thorough background checks on all
referrals.
114.4 EXCEEDING THE 999 HOUR LIMIT
If a temporary worker is placed on University payroll and works more than
999 hours in a fiscal year, he/she must be credited with pension benefits
for one complete year. University policy mandates that when persons work
more than 999 hours in a fiscal year, the full employee benefit rate
automatically be charged against the employing departmental budget.
114.5 PAYING THE TEMPORARY EXTRA PERSON
Before a Temporary Extra Person will receive a paycheck from the
University, an employment application will need to be completed and signed.
Documented references and all applicable forms must be forwarded with forms
W-4 and I-9 to Human Resources/Records.
Applicability: All Temporary Staff Members
Cross-reference: Policy 101, Policy 108, Policy 205
Supersedes Policy Number(s): 114 (02/01/1990, 07/01/1998)