Medical College of Georgia Administrative Policies and Procedures
Office of Primary Responsibility: Human Resources Division
No. 1.4.23

Temporary Employment

1.0 Purpose
To establish procedures for requesting temporary assistance.

2.0 Policy
Temporary employees shall be employed for a period no longer than six calendar months; however, such temporary employment may be extended up to an additional six months if the appropriate employing supervisor or department head needs the services of that individual subject to the approval of the chief business officer of the institution or his/her designated representative.  Once an individual has served as a "temporary" employee for a twelve month period he/she shall not thereafter be employed as a "temporary" employee until a period of thirty calendar days has elapsed.  All student assistants shall be and are classified as "temporary", and employment as student assistants shall not be subject to the reemployment restriction outlined above.

Services of "temporary personnel" may be arranged through the Human Resources Division, Employment Section.  These services may be utilized to meet unanticipated workload requirements of limited duration as outlined above.  This procedure may not be utilized to employ individuals in lieu of establishing classified positions, nor may current MCG employees be paid under this policy (see instead Administrative Policy and Procedure 1.4.02).  Temporary employees will be processed through institutional payroll procedures on the same basis as other Personnel appointments.

3.0 Procedure

3.1 If the department has a temporary position established, the department may proceed with section 3.0.2.  If the department does not have a temporary position already classified (position number established), they are to complete the appropriate sections of the Position Classification form.  The form may be accessed via the internet: http://www.mcg.edu/hrforms/pdf/pclass.pdf

The appropriate sections are:

• Page One: Section #1
• Page Four: Sections #19-32
• Indicate in section 23 under other (temporary position) and 24a (temporary position)

After completing this form, the department must submit this information to the Classification Section of Human Resources to establish this position. 

Classification Section provides the department with the appropriate position number and approval of the position.

NOTE: Expenses associated with the appointment of a temporary employee will be paid from personal services funds.  Availability of the funds is the responsibility of the requester.

3.2 Competitive recruitment is not required for temporary positions.  If a department has identified a candidate for a temporary position, the department may appoint the individual directly by submitting a Personnel Action Request and Badge ID form to Human Resources.  If the department does not have a designated person they can appoint into the temporary position, they may contact the Employment Section (Ext. 1-1389) to check the availability of qualified individuals who may be interested in temporary employment.  Once a person is identified and selected, the department must prepare and submit to Human Resources a Personnel Action Request and Badge ID form.

3.3 The department should establish the compensation to be paid for the job.  Compensation will be the minimum rate for the Classified Title determined in 3.0.1, above.  A higher rate may be approved by the Employment Manager of Human Resources based upon justification from the requesting Budget Unit.

Departments must notify the Employment Section of the need for a drug screen and/or physical examination prior to PAR/ID form being submitted.  Upon receipt of the Personnel Action Request and Badge ID form for the new temporary employee, Processing Section of the Human Resources Division will contact the temporary employee to complete an application for temporary employment, a criminal history background authorization form and to complete other paperwork required for payroll processing.  A temporary employee cannot be processed until a satisfactory criminal history background report has been secured and the physical and/or drug screen, if applicable, has been passed. 

NOTE: If a qualified individual is not available from the Employment Section pool, a service agency may be used. These service agencies must have signed an agreement with MCG. A list of the approved agencies may be obtained from the Employment Section of Human Resources and can be accessed through: http://www.mcg.edu/hr/Employment/TempAgcy.htm. Service agencies will be utilized only with the approval of the requesting Budget Unit and must be paid from Operating Supplies funds rather than Personal Services. (Refer to Administrative Policy and Procedure number 1.2.05 for payment instructions.)

3.4 The employee must use the automated time and attendance system in order to clock in and out daily. The Payroll Office will use the time entered to generate the hours worked at the end of the biweekly pay period.

3.5 When the employee has completed 6 months in a temporary position, the department must either submit a PAR to terminate the employment or if the services of the employee are still needed, submit a PAR to extend the employee for an additional period, not to exceed 6 months.  In all cases, once an employee has served in a temporary position for 12 consecutive months, that employee must be terminated and the department must submit a PAR to terminate the employment at this time.

Date: 15 December 1980 | Rev. No: 05-1 | Rev. Date: 11 October 2005 | No. 1.4.23