Temporary Extra PersonsFAQ: Temporary Worker Paid Sick Leave
The University employs individuals in a variety of salary categories to support and enhance the academic, research, and service 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 and Labor Relations, 215-898-6093.
Temporary Extra Persons must be supervised by a regular University employee at all times.
Temporary Extra Persons receive salary 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, except those outlined in sections 114.4 and 114.6 and other statutory benefits if eligible. 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 when performing job duties. 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 AppleOne Employment Services, which conducts 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 and offer letter will need to be completed and signed. In addition, the I-9 form must be completed via HR’s I-9 eXpress page. Documented references, the signed offer letter, a completed and signed employment application, and a completed W-4 form must be forwarded to Human Resources/Records. The employment application, W-4 form, temporary worker sample offer letter and other hiring documents can be found at in the Recruitment section of the HR Forms page.
114.6.A SICK LEAVE ELIGIBILITY AND ACCRUAL
Beginning May 13, 2015, temporary workers who are appointed to work or who do work for the University of Pennsylvania in Philadelphia, PA, or the surrounding area (e.g., New Bolton Center, Morris Arboretum, Glenolden) for six (6) or more months in a calendar year will accrue paid sick leave at the rate of one (1) hour of sick leave for every 40 hours worked. The maximum sick leave accrual for eligible temporary workers is 40 hours in each calendar year. Eligible temporary workers can use no more than 40 hours of sick leave in each calendar year. Any unused and accrued sick leave will be carried over to the next calendar year. Upon termination, temporary workers will not receive payment for any unused or accrued sick leave. Temporary worker rights to sick leave under this policy shall in no case be less than those afforded by the ordinance or any other applicable law.
Note: Temporary workers who are appointed to work and who do work fewer than six (6) months are not eligible for sick leave. Temporary workers employed by the University of Pennsylvania in other states or municipalities are subject to the ordinances and laws of those respective areas.
Click here for Frequently Asked Questions on Temporary Worker Paid Sick Leave.
The temporary worker or designee should notify their supervisor either orally or in writing as soon as the temporary worker knows that he/she will be unable to work, but no later than the temporary worker’s scheduled start time. The temporary worker must notify his/her supervisor on each day of absence unless other arrangements have been made. When possible the request should include the expected duration of the absence. When a temporary worker has been out on sick leave for more than three (3) consecutive work days, he/she is required to submit documentation from a health care provider certifying the medical necessity for the absence and the expected date of return to work. The temporary worker may be required to submit a return to work note from the treating health care provider prior to reporting back to the workplace.
Covered temporary workers may use accrued sick time beginning on the 90th calendar day after hire. Accrued sick time may be used for the following reasons:
- Medical diagnosis, care, treatment, or preventive medical care of the temporary worker’s own physical or mental illness, injury, or health condition
- Medical diagnosis, care, treatment, or preventive medical care of a family member’s* physical or mental illness, injury, or health condition
- Absences necessary due to domestic abuse, sexual assault, or stalking provided the leave is to allow the temporary worker or the worker’s family member to obtain:
- Medical attention needed to recover from physical or psychological injury or disability caused by domestic or sexual violence or stalking;
- Services from a victim services organization;
- Psychological or other counseling;
- Relocation due to domestic or sexual violence or stalking; or
- Legal services or remedies, including preparing for or participating in any civil or criminal legal proceeding related to or resulting from domestic or sexual violence or stalking.
Temporary workers using sick leave for absences due to domestic abuse, sexual assault, or stalking for themselves or a family member are required to submit appropriate documentation as outlined in the University’s Domestic or Sexual Violence Policy.
Temporary workers using sick leave are prohibited from working either in the workplace at Penn or at home on Penn related business. Failure to return to work once all paid sick leave has been exhausted may result in termination of employment.
The University reserves the right to require that the temporary worker submit to examinations by a health care provider of the University's choosing for continuation of payments under this policy.
*For purposes of this policy (Policy 114), family member is defined as:
- a biological, adopted or foster child, stepchild or legal ward or a child to whom the employee stands in loco parentis
- a biological, foster, stepparent or adoptive parent or legal guardian of the temporary worker or a temporary worker’s spouse or a person who stood in loco parentis when the temporary worker was a minor child
- a spouse or same-sex domestic partner
- a grandparent or spouse of a grandparent
- a grandchild
- a biological, foster, or adopted sibling or spouse of a biological, foster or adopted sibling;
- a Life Partner (as defined in section 9-1102 of the Philadelphia Code).
Policy Number: 114
Effective Date: 06/27/2016
Supersedes Policy Number(s): 114 (02/01/1990, 07/01/1998, 04/05/2007, 12/03/2014, 05/13/2015)
Applicability: All Temporary Staff Members
Cross-reference: Policy 101, Policy 108, Policy 205, Policy 634