Purpose    Scope Policy       Procedure Appendix A:  Honorariums for State Employees   Form HR 1.35 - EPA Personnel Temporary Action      Form Instructions   Form:   Personnel Record Data Sheet      Form Instructions      "Quick Print" Form   (Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Personnel Record Data Sheet  form is available in "Quick Print" format.

To establish uniform guidelines governing the following:
• Employment of temporary and part-time EPA employees
• Additional employment of current EPA employees.

Applies to all university departments and activities hiring EPA employees in temporary capacities.

Exclusions: This policy does not apply to the following:

• Temporary employees hired through contract service agencies such as Olsten, Manpower, etc. (See PUR 1.30.)
• Individuals hired under consulting contracts or personal service contracts in accordance with Procedure PUR 1.40.

1.  Definitions and Descriptions of Assignments Governed By This Policy.
a. Temporary Administrative Employee (EPA).
• Duties are administrative in nature.
• Employee is hired without expectation of (or commitment for) continued employment. Temporary assignments typically range from a few weeks to a few months.
• Temporary EPA administrative employees do not earn state benefits, are eligible to participate in limited optional deduction programs, and are covered by workers' compensation.

b. Temporary Faculty Employee (EPA).
• Duties are instructional in nature.
• Employee is hired without expectation of (or commitment for) continued employment. Typically, temporary faculty appointments are part-time in nature and made on a semester-to-semester basis.
• Temporary faculty employees do not earn state benefits, are eligible to participate in limited optional deduction programs, and are covered by workers' compensation.


2.   Employment of Temporary Administrative and Faculty Employees (EPA).

a. Approvals.     All requests to hire temporary EPA employees must receive written approval from the hiring department head and must be reviewed/approved by the appropriate dean (if Academic Affairs) or by the hiring department head's supervisor (for all areas other than Academic Affairs). Additional approvals may be required from the home department head (if different from the hiring department), from the Director of Sponsored Programs (if Contracts & Grants), and from the Provost/Vice Chancellor for Academic Affairs (if a faculty employee).

Before the assignment begins, all appropriate approvals and compliance reviews must be completed. For timely pay, departments should be cognizant of the time required to process assignments and may consult the Office of the VCAA for guidance on timely submittal of requests.

b.  Pay Rates.

• For temporary EPA employees, pay rates are based on the nature of duties assigned.
• Pay rates must be consistent with established rates for permanent EPA employees.

c. Processing.    For budgeting and compliance purposes, all requests will be processed in the Office of the VCAA.

d. Additional Campus Employment of 12-Month EPA Employees. Current EPA employees with 12-month appointments (including faculty administrators and non-faculty EPA employees) are normally not hired in temporary capacities by other departments on campus. Work related to the employee's primary job duties, even if performed for another department, may not serve as the basis for additional compensation.

However, EPA 12-month employees may be hired by other campus departments with written approval (see Policy statement 2.a.) provided such employment is occasional, sporadic, and not related to the employee's primary assignment, and is performed outside the employee's regular working hours.

e.  Additional Campus Employment of Faculty.    Current faculty with nine-month appointments may be granted additional employment within the university during the period of contracted employment, with written approval (see Policy statement 2.a.). The request will be reviewed to determine that such employment is occasional, sporadic, and not related to the normal expectations of the employee's primary job duties as defined in the UNCW Faculty Handbook.

f. Faculty Member Providing Service on a Grant or Contract.   On all grants and contracts, regardless of the funding source, it is assumed that services provided by a faculty member under contract to the university are undertaken as a university obligation requiring no compensation in addition to full-time base salary. This principle also applies to faculty members who function as consultants or otherwise contribute to a sponsored agreement conducted by another UNCW faculty member.

In unusual cases, extra compensation above the base salary is allowable with written approvals (see Policy statement 2.a.) when:

• Service is across departmental lines or involves a separate or remote operation,
• Work performed by the faculty member is in addition to his or her regular departmental load, and
• Such activities are specifically provided for in the agreement or approved in writing by the sponsoring agency.

This policy also applies to faculty members performing teaching activities on sponsored agreements.

3.   Honorariums.

Payment of honorariums to state employees is governed by the state policy published in the State of North Carolina's Budget Manual. (See Appendix A.)

D. Procedures.

1.  Recruitment and Hiring for Temporary Administrative and Faculty EPA Positions.

• Contact the Office of the Provost/Vice Chancellor for Academic Affairs for assistance in recruiting temporary EPA employees, as necessary.
• Complete Form HR 1.35 (EPA Personnel Temporary Action) immediately upon finalizing a hiring commitment, as all authorizations, compliance reviews, and personnel assignment processes must be completed before the assignment begins.
• Submit completed and approved HR 1.35 forms to meet the published payroll cutoffs.



2.   Documentation.

• For all new temporary EPA employees, the following documentation is required:
a.  Send the following (along with Form HR 1.35) to the Office of the VCAA for assignment processing:
• Completed Personnel Record Data Sheet
• Curriculum vitae
• Official transcripts for each degree earned

(no photocopies or transcripts stamped "issued to student")
Transcripts should be sent directly to the Office of the VCAA from the granting institution.
b.   Send the following directly to Human Resources:
• Completed W-4 (Federal Tax Withholding) and NC-4 (North Carolina Tax Withholding).
• Completed (original) Form I-9, INS Employment Eligibility Verification

Note: Form I-9 must be completed and verified by the end of the third day of employment. If this deadline is not met, federal regulations require that employment be discontinued.

• For current employees, additional documentation is not required

3.  Payments for Temporary Administrative and Faculty EPA Positions.

• Temporary EPA employees are paid on the last work day of the month. Final payment under a temporary contract will not be made prior to the completion of all work required by the contract.
• Supplemental payments to current permanent employees are paid with regular earnings on the month-end payroll.

Procedure No. HR 1.35                                                     Effective: April 16, 1998

Appendix A - Honorariums for State Employees

The policy governing honorariums for state employees as published by the State of North Carolina's Office of State Budget and Management is as follows:

A. A state employee shall not accept an honorarium for an activity conducted where state-reimbursed travel, work time, or resources are used or where the activity can be construed as having a relationship to the employee's state position; such activity would be considered official duty on behalf of the state. A relationship exists between the activity and the employee's state position if "but for" that employee's state position, the employee would not participate in the activity in the same manner or capacity. The employee should make every attempt to avoid the appearance of impropriety.

B.   An employee may receive an honorarium for activities performed during regular non-working hours or while on annual leave if the following conditions are met:

All expenses are the total responsibility of the employee or the non-state sponsor of the activity in which the employee is participating.

The activity has no relationship to the employee's state duties.
C.   Nothing in this policy shall be interpreted as preventing the payment to the state by an outside source for actual expenses incurred by an employee in an activity, or the payment of a fee to the state (in lieu of an honorarium to the individual) for the services of the employee. Any such payments made to the state should be deposited to the departmental account and an appropriate entry should be made to the revenue line item: Refund of Travel Expenditures or similar account code.

Instructions for Preparation of Form       HR 1.35           Effective: April 16, 1998

Name of Form:   EPA Personnel Temporary Action

A.  Purpose.

This form is used to process temporary personnel actions for administrative and faculty EPA employees, including the following:

• Hiring of temporary and part-time EPA employees
• Supplemental payments to current EPA employees

Forms may be ordered from the U-Business Web site.

The hiring department should route the form as follows to obtain necessary authorizations:

• Department Head of hiring department
• Department Head of employee's home department (if applicable)
• Reviewer:      Appropriate Dean (if Academic Affairs), or

                     Hiring department head's supervisor (for all other areas)
• Sponsored Programs (if contracts and grants accounts)
• Provost/Vice Chancellor for Academic Affairs (if faculty employee)
Submit completed forms (with authorizations as indicated above) to the Office of the Vice Chancellor for Academic Affairs for processing, compliance review, and final distribution of the form.

• The hiring department should initiate a HR 1.35 action form immediately upon finalizing a hiring commitment because authorizations, compliance reviews, and personnel assignment processes must be completed before the assignment begins.
• The hiring department is responsible for obtaining and submitting required attachments and for ensuring that completed, approved forms meet the published payroll cutoffs.
• Forms must be typed; please check that all entries and signatures are legible through all copies of the form.
• Most items on the form are self-explanatory; therefore, instructions are given only for those items requiring clarification.

a.    Social Security Number:
• Verify the employee's social security number.
• For first-time hires, send a photocopy of the social security card to Human Resources along with the I-9 and W-4.
• For foreign nationals, work status is verified on the I-9. Contact Human Resources for additional information.
b.    Current Department of Record:
• If the employee has a current employee status before this action, enter the name of the department he/she is assigned to before this action.
• For an employee who has faculty rank, indicate the department where he/she holds rank.

a.    Calendar: Calendar dates are governed by the official UNCW calendar, as follows:

• Fall: Starts the first day of the academic year, ends the day the fall semester ends.
• Spring: Starts the day spring semester begins, ends the last of the academic year
• Academic Year: Starts the first day of the academic year, ends the last day of the academic year.
• Monthly: Assignments not tied to fall, spring or academic year calendars default to a monthly calendar. These assignments are assigned in HRS and pay rate is calculated based upon a monthly calendar and the number of days payable in any given month for this assignment.

b.    Assignment Begin and End Dates: Complete only if:

• The assignment effective dates start after the beginning date or end before the ending date of the calendar marked for this action, or
• The monthly calendar is used.
c.    FTE: FTE is a function of "effort" and should be calculated for temporary and part-time EPA positions as follows:

• For credit courses, count credit hours times .0275.
• For non-credit courses, count contact hours times .0275.
• For non-instructional work, calculate based on a 40-hour week, 12-month year.
• Miscellaneous payments for workshops, etc., do not calculate.
• Course overloads and extra work for EPA employees who are already working full-time do not calculate.

 

EXAMPLES
Type Assignment	Calculation
Teaching:      Eng 101-02 (3 cr. hrs.)       Bio 101-01 (4 cr. hrs.)       GCA 101-01 (1 cr. hr.)	3 hrs. x .0275 = .0825 4 hrs. x .0275 = .1100 1 hr. x .0275 = .0275
Labs:      3 contact hrs./week (no credit)	3 hrs. x .0275 = .0825
Non-Instructional:      Work on special project:       10 hrs./week, 3.5 months	10/40 = .25 x 3.5/12 = .0729


 

d.   Attachments: If not already submitted with earlier actions, submit the following items to complete processing of this action:

• A completed Personnel Record Data Sheet and curriculum vitae should be forwarded to the Office of the VCAA for assignment processing.
• Completed I-9 and W-4 forms must be sent to Human Resources.
• Official transcripts for each undergraduate and graduate degree earned (no photocopies or transcripts stamped "issued to student") must be sent directly to the Office of the VCAA from the granting institution.
_______________________________________________________________________

Section 4.    Revision or Cancellation

Use this section only if you are revising or canceling a previously processed HR 1.35 action.

• Attach a copy of the initial form to the revision/cancellation request.

________________________________________________________________________

Section 5.    Brief Description of Services Rendered and/or Basis for Payment

• For teaching assignments, indicate the course and section numbers taught, and the credit hours for each. Additional data may be included in the blank space provided.
• For other assignments, briefly indicate the services rendered in this assignment, and/or the basis for payment. If needed, pay rate justification may be indicated in this section.

________________________________________________________________________

Section 6.    Authorizations

A manager's signature indicates that the action complies with university, state, and/or grant personnel policies and that the information contained on the form is accurate and complete. Action forms require all necessary authorizations in order to be processed.

• Department Head/Director: Signature is required for all actions initiated at the department level or using department funds. In addition, approval may be required from the home department, if different from the hiring department.
• Reviewer: Signature from one of the following is required for all actions:
• Dean (only if Academic Affairs): Signature of the responsible dean is required for actions expending funds under the dean's authority or for actions involving personnel assigned to departments under the dean's authority.
• Hiring department head's supervisor (all areas other than Academic Affairs)
• Sponsored Programs: Signature by the Director of Sponsored Programs is required if the action is charged to contract and grant accounts (5-5XXXX).
• Provost/Vice Chancellor for Academic Affairs: Signature of the Provost/Vice Chancellor for Academic Affairs is required if the action involves Academic Affairs.
_____________________________________________________________________

Section 7.    Processing and Compliance
(Reserved for staff use.)

A.     Purpose.

This form is used to certify credentials and is required when hiring a new EPA employee.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.

Forward the completed Personnel Record Data Sheet to the Office of the Vice Chancellor for Academic Affairs for processing, along with the HR 1.35 form (EPA Personnel Temporary Action).

Note: See Procedure statement 2 for additional documentation required for new employees covered by this procedure.

Items on the form are self-explanatory; therefore, no additional explanations are provided in this procedure. Contact the Office of the Vice Chancellor for Academic Affairs if additional assistance is needed in the completion of this form.