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If your address or telephone number changes, please notify DTS immediately. It is your responsibility
to contact your DTS employment representative when your employment status changes or when your work assignment ends.
- Report to your assignment on time.
- Introduce yourself to the person to whom you are reporting.
- Have a positive attitude.
- Be courteous and cooperative.
- Dress neatly and wear your Duke ID badge at all times.
- Be sure instructions are clear; do not be afraid to ask questions.
- Be accurate — proof your work.
- Have your supervisor sign your timecard.
- Avoid making personal phone calls.
- Respect the confidentiality of each job assignment.
- Take every opportunity to learn a new skill.
- Call your DTS employment representative should any problems arise.
DTS Employee Handbook
Welcome to Duke Temporary Service (DTS). We are
delighted to have you working with us. As an employee of DTS,
you will be providing temporary assistance to various
departments within Duke University and Duke University
Health System. Please remember at all times that the work you
do on an assignment is always confidential and is not to be
discussed with employees or any other individuals outside of
Duke University and Duke University Health System.
Your DTS employment representative will assist you
with any questions or problems which may arise during your
employment. Job duties, length of assignment, location of
assignment and pay rate will be discussed with you prior to
starting an assignment.
Duke Temporary Service
705 Broad Street
Durham, NC 27705
919-681-3132 (office)
919-684-2736 (fax)
DTS Employment Policies & Procedures
BENEFITS
Any time taken off from an assignment
must be coordinated with both the department
supervisor and your DTS representative.
Holidays
DTS paid holidays are: New Year's Day, Fourth of July,
Labor Day, Thanksgiving Day and Christmas Day. Eligibility is
determined by the number of hours worked prior to the holiday.
To qualify, you must work a total of 400 hours in the six (6) pay
periods prior to the holiday
Vacation
DTS employees who work 1200 hours during the fiscal year
July 1 through mid-June (ending date will vary) will receive one
week of vacation pay (40 hours).
Holiday Pay Policies
Please do not record hours on your timecard unless you
worked on the holiday. If you qualify for holiday pay, the DTS
payroll specialist will adjust your paycheck to the correct
amount. Holiday pay will be listed under "adjustments" on your
pay statement.
If you work on a DTS holiday:
- and are eligible for holiday pay, you will receive pay for
the actual hours worked plus eight (8) hours of holiday
pay at your current pay rate.
- and are not eligible for holiday pay, you will receive pay
for the actual hours worked at your current pay rate. You
will not receive holiday pay.
If you do not work on a DTS holiday:
- and are eligible for holiday pay, you will receive pay for
eight (8) hours at your current pay rate.
- and are not eligible for holiday pay, you will not receive
pay for the holiday.
PAY
Payday is every two weeks in accordance with the regular
biweekly pay period at Duke (refer to your biweekly schedule).
Direct Deposit
Always remember before making any changes to your direct deposit account,
please contact the DTS office.
Please arrange for your paycheck to be deposited directly
into your bank or credit union account by submitting a voided
check to DTS. In order to deposit funds into a savings account
you will need to have a direct deposit form completed by your
financial institution.
When the direct deposit form is submitted, Duke University
Corporate Payroll Services must verify your transit and account
numbers. This verification process may take 30 days or longer.
During the verification period, your paycheck will be mailed to
your home address until your direct deposit becomes effective.
You may call the DTS office on your second scheduled payday to
determine if your direct deposit has been established. Once your
direct deposit has been established, your pay statement will be
mailed to your home address.
If you are unable to establish a checking or savings account
with a banking institution, the Duke University Credit Union
can assist you in opening an account. The Duke University
Credit Union is located at Erwin Square Plaza, 2200 West Main
Street. You must take your Duke Temporary Service ID badge
with you.
Duke University Corporate Payroll Services and DTS are not
responsible for financial service fees associated with delayed
paychecks and direct deposits.
Overtime Pay Policy
To be eligible for overtime pay you must work more than
forty (40) hours in one (1) week. You will be paid one and one
half times your regular rate of pay for any hours worked over
forty (40) hours in one (1) week.
TIMECARDS
Example: You will be paid for the exact hours you work, excluding lunch.
Remember to write your full name, Duke
Unique ID and the pay period (refer to your biweekly
schedule) on each timecard you submit. Record the hours
you worked each day in the space provided. Time worked
less than 60 full minutes should be converted to tenths
of the hour (refer to Tenth Conversion Chart).
You must complete a timecard for each
department you work for during the pay period.
Tenth Conversion Chart
| 1-2 Minutes |
0 Tenth of hour |
| 3-8 Minutes |
1 Tenth of hour |
| 9-14 Minutes |
2 Tenths of hour |
| 15-20 Minutes |
3 Tenths of hour |
| 21-26 Minutes |
4 Tenths of hour |
| 27-32 Minutes |
5 Tenths of hour |
| 33-38 Minutes |
6 Tenths of hour |
| 39-44 Minutes |
7 Tenths of hour |
| 45-50 Minutes |
8 Tenths of hour |
| 51-56 Minutes |
9 Tenths of hour |
| 57-60 Minutes |
1 Hour |
Please be sure to add your hours correctly and carry tenths
over to full hours when appropriate. Total the hours worked at
the end of each week.
If you or your supervisor wish to retain a copy
of the timecard for your records, please make a copy prior to
submitting the timecard to DTS. Please remember, your
timecard is not valid unless you and your supervisor have
both signed in the appropriate place. If your supervisor is not
available to sign your timecard, an authorized alternate may
sign the timecard.
Please do not send your timecard through
the mail because it may not reach DTS by the processing
deadline.
Falsification of hours worked and/or forgery
of signatures are criminal offenses and grounds for
prosecution, as well as termination from Duke.
If you do not work on a given day, please leave the space
blank (do not use dashes or zeros). In addition, please do not
attach notes/messages to your DTS timecard. If you have questions
or concerns, contact the DTS office for assistance. Your supervisor
should obtain other authorized signatures if needed. Please write
legibly and use a pen when completing your timecard.
Please make sure you and your supervisor sign the timecard
at the end of the pay period or at the end of the assignment.
Without both signatures your timecard cannot be processed
and a delay in receiving your paycheck may occur.
You are responsible for submitting your timecard to DTS.
DTS will not accept faxed copies of timecards. If you finish an
assignment before the timecard due date, you may submit it early.
Timecards that you submit to DTS are reviewed for accuracy.
DTS verifies the hours recorded on your timecard each pay period
with your supervisor.
A pre-printed timecard will be mailed to your home address
with your paycheck or pay statement. If you do not receive a
pre-printed timecard in the mail or you need an additional
timecard, you may pick up a timecard at the DTS office.
Verification of assignment will be made before a blank timecard
is provided.
Please do not telephone DTS with hours worked. We
can only process completed timecards. Your timecard should be
submitted by noon on Friday in a designated drop-off box. If
you work on the weekend, your timecard must be turned in by
8:30 a.m. on Monday at DTS or in one of the drop-off boxes
(listed on page 6). Do not submit your timecard to Duke
University Corporate Payroll Services or to any other Duke
department. Submit timecards only to DTS. DTS is not
responsible for misdirected timecards.
If your timecard is not received by the
deadline, you will not receive a paycheck until the next
pay period.
For your convenience, DTS provides three (3) designated drop-off boxes for timecards:
- Parking Garage II, RT level, in the lobby area
- Duke Clinic Basement - Red Zone
- DTS Office (705 Broad Street) and drop-off box (outside Broad Street entrance)
NOTE: The drop-off boxes in Parking Garage II, Duke Clinic Basement
— Red Zone and DTS are accessible 24 hours a day, 7 days a week.
The above drop-off boxes are subject to change. If a drop-off
box is added or deleted, you will be notified in writing. Please
address any questions about timecards to a DTS staff member; do
not ask other Duke employees. Remember, timecards are your
responsibility; please submit them on time!
LENGTH OF TEMPORARY ASSIGNMENT
By Duke policy, DTS employees may not exceed 999 hours
on a single assignment. If your assignment ends due to working
999 hours, DTS will work with you to obtain other temporary
staffing assignments. You may also apply for consideration for
a regular position through the Duke Recruitment Office.
WHAT EVERY DTS EMPLOYEE SHOULD KNOW
Attendance
You should call your DTS employment representative and
your department supervisor if you are going to be tardy or absent
from the assignment. Repeated tardiness or absences can affect
future assignments or your employment at Duke. Please notify
your department supervisor and your DTS employment
representative if you need to leave your assignment early
due to illness or an emergency. In case of inclement weather,
please contact your department supervisor.
Employee Evaluation
As a DTS employee, you are evaluated by your department
supervisor after each assignment. This written evaluation is
reviewed by your DTS employment representative and is filed
in your personnel record. While employed at Duke, you may
request to review your evaluation at any time by calling your
DTS employment representative.
Since subsequent assignments are based on prior evaluations,
it is important to do your best and be conscious of your performance.
If your performance is unsatisfactory, you will be counseled by the
DTS employment representative who assigned you and also the
DTS manager, if necessary, which could lead to termination.
Parking Information
If you plan to drive to work, you must purchase a parking
permit at Parking and Transportation Services. Parking information,
parking locations and the cost of a parking permit are available
at the Parking and Transportation Services Department.
Please park in the designated areas according to your
parking permit. DTS will not be responsible for traffic or parking
tickets. For additional information, please contact Parking and
Transportation Services (919-684-7275) or visit the website at
http://parking.duke.edu.
ID Badges
You will be issued a form to get a photo ID Badge. Your
ID Badge will be valid for six (6) months.When your ID Badge
expires, contact DTS to obtain another. There is no charge if the ID
Badge is expired. However, if you lose your ID Badge and need a
replacement, the fee is $5 cash. You should always wear your ID
Badge while working on Duke premises. The ID Badge must be
returned to DTS if you terminate employment or transfer from DTS.
If you do not report an on-the-job injury
to your department supervisor by the end of the shift in
which the injury occurred, you will be released from
your assignment and terminated by DTS.
Please make sure that you and your
supervisor complete an injury report within the
established time frame even if the injury does not
require medical care.
Work-Related Accidents
If you are injured on the job while working through DTS,
you MUST inform your department supervisor when the accident
occurs so an accident report can be completed. Within that same
time period you MUST contact your DTS employment
representative. If the injury requires emergency medical care,
immediately seek treatment at the Emergency Room. If the
injury is less severe but still requires medical treatment, please
go directly to the Employee Occupational Health office.
You must complete an incident report during the shift in
which the injury occurred and your supervisor should complete a
report within 24 hours.
Bloodborne Pathogens Video & Health Screenings
Duke University Health System has developed a Control
Plan to effectively control the spread of Hepatitis B and other
diseases. In accordance with this plan, DTS requires all
employees to view a video explaining "Universal Precautions."
Please follow the safety precautions outlined in the video.
You will also receive information on the Duke University
Health System Integrity In Action Compliance Program.
Some job classifications require a substance abuse screen
and/or health screening. DTS will schedule health appointments
when necessary with Employee Occupational Health and
Wellness for these screenings.
Mandatory Compliance Update Training
If you do not update your compliance
training as required you may be released from your
assignment and terminated by DTS.
Compliance update training is mandatory for all DTS
employees on an annual basis. You may access the compliance
update training through the Occupational and Environmental
Safety Office website at www.safety.duke.edu. You will need your
NetID and your NetID password. Please send any questions
about your NetID or NetID password to: netid@duke.edu or call
OIT at 684-2200. Click on "Online Training" and follow the
directions provided. You must test on any training that is marked
with an asterisk and an expired date. Your information will be
automatically updated after you complete the quiz. With your
supervisor's approval, you may complete training at your worksite
or you may use the computers at DTS.
W-2 Forms
DTS will mail yourW-2 forms to your home address at the end
of January. For current DTS employees, any address changes must be
submitted to DTS before January 1. Former DTS employees should
contact Duke University Corporate Payroll Services located at
705 Broad Street, Durham, NC, 27705 with address changes. The
telephone number for Corporate Payroll Services is 919-684-2642.
If you fail to receive your W-2 form, you may request a
duplicate form from the payroll office. You will be responsible
for payment of fees to the payroll office.
Personal Telephone Calls
Your work location and/or telephone number will not be
released to outside callers. DTS will forward messages to you only
in case of an emergency.
Applying for Regular Employment at Duke
You may apply for available job opportunities online at
www.hr.duke.edu or by visiting the Duke University Human
Resources Recruitment Office. You are considered an external
applicant for regular positions until you have worked 500 hours
for DTS. After working 500 hours, you may contact the DTS
office to verify your hours worked for internal applicant status.
Transferring to a Regular Job at Duke
You must be employed a minimum of thirty (30) calendar
days with DTS before transferring to another Duke department.
If you transfer into a regular position at Duke:
- You need to notify your DTS employment representative.
- You must return your ID Badge and any other Duke property.
- Your pay rate for a regular position may be different (more or less) than the pay rate you received as a DTS employee.
Termination of Employment with DTS
If you terminate employment with DTS, you must return
your ID Badge and all other Duke property. Please notify your
DTS employment representative in advance if you are planning
to terminate employment with DTS.
DTS WORK RULES
As an employee of DTS you are expected to follow certain
rules of conduct and performance. Any one, or several, of the
following actions will be justification for DTS to terminate your
employment, including, but not limited to:
- Unsatisfactory performance of duties.
- Failure to report to assignments, leaving assignments early, tardiness or excessive absences.
- Failure to contact your supervisor or your DTS employment representative when absent, tardy or needing to leave the job early.
- Smoking in areas designated "No Smoking."
- Failure to maintain a neat, clean appearance; failure to wear ID Badge while on assignment; failure to conform to a department uniform or dress code policy.
- Use of profane or abusive language.
- Failure to adhere to Duke or department safety policies or procedures, including failure to immediately report an accident on Duke premises involving an on-the-job injury or property damage.
- Insubordination, including refusal to accept and follow instructions from supervisors.
- Loud and boisterous conduct which may be discourteous or harmful.
- Failure to adhere to the Duke policy on non-solicitation.
- Refusal to accept instructions of security officers, and in emergency situations, civil defense personnel or other proper authorities.
- Sleeping on the job.
- Unauthorized or improper use of Duke property.
- Unauthorized use of Duke identification badges or passes; permitting another person to use your identification.
- Unauthorized use of computers and/or the internet for non-business purposes.
- Reporting to work in an unfit condition and/or working under, or suspected of working under the influence of drugs or alcohol.
- Commission of any crime on Duke premises such as theft: unauthorized removal of or willful damage to property; unauthorized possession of alcohol/weapons/explosives; gambling; being found in possession of illegal drugs; and charging personal long distance phone calls to Duke without authorization.
- Behavior which compromises another's safety or privacy, or discloses confidential information, including medically-related records.
- Any activity which violates federal or state standards regulating the provision of professional services, or violation of regulations affecting continued licensure, commissioning or certification in a profession.
- Failure to appropriately interact with anyone on Duke premises (including patients, their families, students, visitors, customers or other employees), when such behavior violates another's privacy or dignity, including sexual harassment.
- Falsifying or forgery of any Duke records (such as employment application, timecards, etc.); improperly recording hours worked on timecards.
- Threats, fighting or physical actions against another person on Duke property.
- Willful damage to Duke property.
- Conducting personal business in the workplace or interrupting other employees from their scheduled work.
- Use of another's computer sign-on or computer access code or providing another the use of an individual's signon code without proper authorization to gain unauthorized access to confidential or privileged information.
- Personal use of electronic mail including solicitations, chain letters, sexual or ethnic jokes and slurs, defamatory statements and idle gossip is forbidden.
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