Departmental Guidelines
These guidelines cover topics from Requesting a Temporary Employee to Terminating an Assignment. If you don't find the information you need, please contact UTS staff.
Request A Temp
Hiring department officials can place a 'job order' for a temporary employee any of three ways:
- Contact UTS placement staff by phone, 919-515-7060,
- Set up an account then post on-line with the People Administration system.
- Use the online order form.
Note: Fees are based on the pay rate, so you will always know the Administrative Costs.
Timesheets and Payroll
UTS provides pre-printed timesheets to temporary employees. The employee is responsible for completing the timesheet and obtaining the Site Supervisor's signature. Time sheets are turned in bi-weekly (dates are printed on the timesheets). If an employee loses a time sheet, then UTS can provide a duplicate.
UTS also prepares paychecks for temporary employees. Employees are paid every two weeks, and checks are picked up at the Human Resources front desk in Administrative Services Building III. Please schedule time for your employee to turn in timesheets and pick up paychecks some time between 7:30 am and 5:00 pm on paydays.
Employee Evaluations
Periodically, UTS will send site supervisors evaluations to complete on temporary employee(s). Completing these evaluations on a regular basis keep UTS informed. UTS will use the evaluations to determine future placements and counsel employees as needed. Site supervisors may request an evaluation form or make copies as needed; Evaluation forms are also available on-line.
Hiring the Employee
If the temporary employee applies for a permanent position within your department and is selected, then there is no waiting period for the transition. However, you are encouraged to speak with a UTS Personnel Assistant, 919-515-7060, to determine optimal timing for the employee.
Note: Some hire dates may cause the employee to work six weeks without a paycheck.
Once an employee has worked in a temporary position for six months, then departments have the option of moving them to the department's bi-weekly payroll processing. Hiring managers then need to follow procedures within the department for temporary staff.
Employee Breaks/Lunch/Overtime
- An employee may take a 15-minute break every 4 hours upon the supervisor's approval, depending on the workload.
- Each employee is required to take at least a 30-minute lunch, if working more than 4 hours that day.
- UTS employees may work overtime as requested; however, the Site Supervisor must approve hours worked.
Note: Paychecks are distributed bi-weekly from the Human Resources front desk between 7:30 am and 5:00 pm on payday. Please help coordinate your temporary employee's schedule to allow time for picking up paychecks and dropping off time sheets.
Terminating an Assignment
When you need to end an assignment, notify a UTS Personnel Assistant, 919-515-7060, or the employee as soon as possible. UTS requests this information so that personnel assistants can begin looking for new placements for employees.
In addition, we expect our employees to provide a notice, and we will work with you to find a replacement employee, as needed.
If you are not satisfied with your UTS employee, contact your Placement Specialist or the UTS Manager for resolution. Our goal is to meet your needs and we are here to assist you. We guarantee our employees will match the requirements of your vacancy. If you are not satisfied with an employee, then we will provide a replacement. If you request a replacement or discontinue use of an employee's service within 4 hours of his/her arrival, then you will not be charged for the hours worked that day (including payroll and administrative fee).
Any employee counseling or termination is handled by the UTS staff. If you are terminating an employee unexpectedly, you may send the employee to UTS and call to update us on the situation.
UTS will attend any necessary unemployment hearings, and the NC State Benefits Office will handle any worker's compensation issues
Training Options
Once the employee has been fully processed and has received a paycheck, a UNITY ID will be set up. This ID will allow access to the on-line Computer-Based Training (CBT) training. UTS has available slots on most Monday and Friday afternoons for departments to send temporary employees to take a CBT course in the UTS office. There is no charge for the course; however, if you require the training for the employee, you would need to pay them their hourly rate while training during the workday. Contact UTS for details and scheduling.
