Policies & Procedures
INTRODUCTION- Purpose of the Temporary Employment Program
- Employee Status
- Work Availability
- Placed on an assignment
- Mandatory Break in Service
- I.D. Badges
- Locations
- Transportation
- Pay Rates
- Breavement
- Jury Duty
- Overtime Rates
- Pay Periods
- Holiday Pay
- Vacation Leave (V/L)
- Sick Leave (S/L)
- CORE Benefits
- Retirement
- Worker's Compensation
Purpose of the Temporary Employment Program
The primary goal of the Temporary Employment Program (TEP) is to provide immediate administrative and technical support services to UC San Francisco's departments. Departments utilize TEP employees to complete special projects and to fill in for employees who are on vacation leave, sick leave, or during a recruitment period. A second goal is to provide the campus with a viable source of candidates for its career and casual positions.
Employee Status
You are an employee of the TEP and your immediate supervisor is the Staffing Analyst who assigns you to your present position. You are considered a "casual" employee. The definition of a casual employee is an employee working in a position that is established at any percentage of time, fixed or variable, for less than one year or is in a position at a fixed or variable percentage of time at less than 50% of full time (20 hours per week) regardless of the duration of the position.
Work Availability
Job order requests are assigned in the order in which the TEP Staffing Analyst is notified by an employee of his/her availability for work. If you are working on an assignment and you are advised by your department supervisor of a definite end date, call (415) 502-TEMP (8367) and leave your name, telephone number and the date of your availability. Your name will be added to the availability list. Employees should call in their availability once a week only.
Since we cannot guarantee continuous employment, we recommend that you be prepared for the possibility of gaps between your work assignments.
Placed on an Assignment
You will be given all necessary information for each assignment: department name and location, supervisor's name and telephone, departmental account-fund number, assignment start date and approximate end date and a job description. This would be the time to clarify any issues or bring up any questions you might have. Staffing Analysts are responsible for placing employees in appropriate positions. Employees do not choose their departmental assignments. Accept only those assignments that you know you can perform successfully.
Each of your work assignments will vary in duration, for example, from one day to two months at any one location. Because you will be working on different assignments, please note that job duties and requirements vary from assignment to assignment. An employee's administrative skills, work experience, performance evaluations at UCSF and availability to work are determining factors Staffing Analysts use when assigning new job orders to employees.
While you are on assignment, any time off (vacation leave or sick leave) must be approved in advance by the TEP Staffing Analysts and the department supervisor. If you cannot report to your assignment because of illness, or if you know you are going to be late for work, you must notify both the TEP Staffing Analyst and your department supervisor immediately.
In most instances, you will be working Monday through Friday, 8:00am-5:00pm, with an unpaid one-hour lunch break. If you work an 8-hour day you may be granted two 15-minute rest periods, one in the morning and one in the afternoon. Check with your departmental supervisor regarding lunch breaks and rest periods.
Mandatory Break in Service
TEP employees are not permitted to work over twelve consecutive months at 50% time or greater as status in the TEP must remain casual. Therefore, during the eighth month of consecutive employment, notification will be sent to the TEP employee by certified mail and to the client department supervisor advising the approach of a required break in service or reduction in percentage of time before the TEP employee reaches twelve consecutive months of employment.
A break in service consists of a minimum of two weeks off pay status or a reduction in time to less than 50% for a full pay period.
During periods of unemployment, you are eligible to apply for Unemployment Insurance benefits and should contact the Employment Development Department, 3120 Mission Street, San Francisco, CA. 94110, or call (415) 557-1011 for further information. You may also register with other temporary services.
Badges
All UCSF employees are required to wear I.D. badges at all times. TEP employees will be given badges for each new assignment. TEP badges are issued by TEP staff only.
Locations
Work assignments will be at any one of our UCSF campus sites as well as off-campus locations:
UCSF Parnassus Campus, San Francisco General Hospital, Laurel Heights Campus, Veteran's Administration Medical Center, Buchanan Dental Clinics, Mission Center Building on Folsom Street, Facilities Management on 20th & Harrison Streets, 74 New Montgomery Street, 44 Montgomery Street, Mount Zion Medical Center, Executive Park, Oyster Point Boulevard in South San Francisco, and other areas of expansion.
Transportation
Free shuttle bus services are available to most off-campus locations. TEP employees interested in schedules and further information regarding transportation to and from the UCSF campus should call Transportation Services at (415) 476-1511 and your city transportation agencies.
Pay Rates
All Job Orders are reviewed and assessed by TEP Staffing Analysts. The degree of difficulty and the skills required to perform the job successfully will determine the rate of pay for the assignment. Based on an assessment of your qualifications, you will be assigned to jobs that match your skills and meet the requirements of the department. Since assignments vary in difficulty, your rate of pay may also vary. In addition, your work hours may vary. TEP employees are paid at an hourly rate.
Overtime Rates
In order to be compensated for overtime, you must have permission first from your department supervisor to work overtime or your department supervisor requests that you work overtime. Remember that all overtime worked must have prior authorization. For any hours you worked beyond forty hours per week, you will be paid at time-and-a-half.
For accounting and payroll purposes, the TEP pay period starts on the 17th of the month and ends on the 16th of the following month. Salary checks are issued and automatic payroll deposits are made on the first of each month for work done in the previous TEP pay period. Failure to submit your timesheet by the due date will result in a delayed paycheck. Timesheets are due at the HR Office no later than the 17th of each month.
A copy of the signed and completed timesheet may be faxed to the TEP Office at (415) 476-9528 or 514-0404. There is no guarantee you will get a paycheck unless all originals are in the office by the 17th of the month. After faxing, the original timesheet must be mailed to Box 0832 or brought to the TEP Office. Each TEP employee is responsible for obtaining new timesheets from the TEP Office during regular office hours (8 to 5, Mon - Fri.). New timesheets will be mailed to employees working "off campus" only.
Your checks and statements of payroll deposits are mailed to you at your home address. Please notify the TEP Payroll/Staffing Assistant immediately if you change your address. For questions regarding paychecks, please call (415) 476-2983.
Bereavement
A TEP employee may be eligible to use up to five days of accumulated sick leave per occurance when attendance is required due to the death of the employee's parent, spouse, children, brother, sister, grandparent, grandchildren, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, or any other person related to the employee who is residing in the employees household. If sick leave is not available the employee may be able to use vacation leave. Please contact your TEP Analyst in the event time is needed to be taken.
Jury Duty:
Temporary employees are not paid for jury duty.
In any pay period, when a holiday occurs, you may be eligible for holiday pay. Holiday hours are accrued in proportion to the number of hours worked in that pay period. In order to receive pay, the following criteria must be followed:
1. You must have worked at least 50% time (half of a full time schedule) during the pay period.
2. You must be on pay status the day before and the day after the holiday(s).
TEMPORARY EMPLOYMENT PROGRAM BENEFITS
You may be eligible for paid vacation leave and sick leave, in accordance with the policies stated below. You accumulate vacation leave and sick leave for every TEP pay period in which you work at least one-half of the total hours in the pay period--at least 50% time. Please note that no leave is earned for any pay period in which you work less than 50% time. Because you are a casual status employee, you are not eligible for enrollment in University insurance plans (health, dental, life), nor are you eligible for participation in the University retirement system. Medicare Hospital Insurance Tax will be deducted from your paycheck as required by law.
If you work 50% time or more in the pay period, you earn V/L in proportion to the number of hours worked during that pay period. For example, when you work 50% time, you will earn 5 hours V/L; 75% time earn 8 hours V/L, and 100% time earns 10 hours V/L. As a TEP employee, you must work at least 50% time for six months before you are able to use any of your V/L. Working less than 50% time for any period after this period will not affect your accrued V/L hours. In addition, you cannot use V/L in the same pay period in which it is earned; e.g., you must wait until the November pay period to use any V/L earned in October. If you transfer out of the TEP into another University position, all unused V/L hours transfer with you. If you separate from the University, you will be paid for all unused V/L hours.
Sick Leave (S/L)
Sick leave is earned every pay period in the same manner as Vacation leave--in proportion to the number of hours during the pay period. Therefore, when you work 50% time, you will earn 4 hours S/L, 75% time earns 6 hours S/L, and 100% time earns 8 hours S/L. There is no eligibility period for you to use S/L. As with V/L; however, you cannot use S/L in the same pay period in which it is earned. Sick leave is used only for a bona fide illness or injury, and you may be required to submit a doctor's statement.
With prior approval of your supervisor, S/L may also be used for medical and dental appointments. You cannot use S/L on a day you are not scheduled to work. If you transfer out of the TEP into another University position, all unused S/L will transfer with you. If you leave the University, you will lose the S/L hours you have earned and will not be paid for them.
CORE Benefits
TEP employees who average at least 17.5 hours per week of regular paid time may be eligible for the University's CORE package of health and welfare benefits after three months of employment. The CORE package consists of the following:
CORE major medical plan: This is a fee-for-service plan. You are responsible for the first $3,000.00 of covered medical expenses for yourself and each of your eligible dependents annually. Afterwards, the plan pays 80% of covered expenses.
University-paid CORE life insurance: Automatic enrollment in this plan provides $5,000.00 in term life insurance for you. Dependents may not be covered under this plan.
Accidental life and dismemberment insurance: This optional, employee-paid insurance provides protection for you and your family in case of accidental death or loss of limb, sight, speech, or hearing.
Retirement
TEP employees hired after October 19, 1992 will be subject to a 7.5% Defined Contribution Plan (DCP) Safe Harbor Savings and Medicare deduction from their earnings. DCP withholding may be reimbursed upon resignation from the TEP.
Worker's Compensation for TEP Employees: Worker's Compensation (WC) is available to all TEP employees when they are injured while working on an assignment through the TEP. All work related injuries must be reported to your departmental supervisor and the TEP (476-4486) immediately. Upon reporting your injury a checklist will be sent to you to guide you through the WC process including where to report for immediate medical attention. A brochure titled FACTS ABOUT WORKER'S COMPENSATION" will accompany this Employee Policy and Procedures manual. Please refer to it for specific information about hour WC coverage.
TEP Staffing Analysts will review your job performance by obtaining performance evaluations from your departmental supervisors for each assignment. Typing, word processing, reception, filing, attendance, punctuality, attitude and communication skills are among the items employees are evaluated on. A scale ranging from excellent to unsatisfactory is used. Written comments may also be submitted. After the Staffing Analyst reviews the performance evaluation, it will be shared with the employee and the original will then be filed in the employee's Staffing file.
A TEP employee may be released from University employment for reasons such as lack of suitable work assignments, unsatisfactory performance or misconduct. As a casual employee, you can be releasedfrom employment at the sole discretion of the University.
If you are seeking a career or other casual positions you must submit an updated resume to the UCSF Human Resources Department at 3333 California Street, San Francisco, CA. 94143-0832 between 8 AM & 5 PM, Monday through Friday. If you have a specific job in mind, complete a job ticket specifying the appropriate job number. For more information call the main Human Resources Office at 476-1645.
If you are offered another position, please contact your TEP Staffing Analyst immediately. Normally, the TEP needs to replace you in your current position and we will need notice so we can arrange for a replacement. After contacting the TEP Staffing Analyst, please give notice to your current departmental supervisor. TEP employees are expected to give a minimum two week notice. Please submit your final timesheet as soon as possible; delays in doing so will delay the transfer/promotion process.
The TEP Operations Manager, Staffing Analysts, and (TEP) Assistants would like to be of assistance to you should you have any questions after having reading this booklet. The booklet has been a general explanation of your terms and conditions of employment with TEP. This is not meant to replace the University of California's policies & procedures.
Please call TEP to clarify any situations that may arise for you in the course of employment.
Once again, congratulations and welcome to TEP!