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DUKE TEMPORARY SERVICE

Managing Your Temporary Employee

• When Your Temporary Employee Arrives to Work
• Timecards
• Length of Assignment
• Billing Overtime Hours
• Injury at Work
• Hiring Temporary to Regular Staff
• Your Costs
   

When Your Temporary Employee Arrives to Work

When a temporary employee reports to work, please remember the following:

• Please provide detailed job instructions to temporary employees. Be sure to provide any special occupational training to temporary employees that is also provided to regular employees, such as a hearing screening, special safety training, etc.
• Please establish a work schedule with your temporary at the beginning of the assignment. If there is a work schedule change, please notify DTS.
• Temporary employees should be supervised at all times. Do not allow temporary employees to work from home.
• Please return performance evaluation forms to DTS within two weeks after receipt. Feedback will be shared with the temporary employee. When the services of a temporary employee are no longer required, for any reason, please notify the DTS or Kelly Services representative.
• Temporary employees are responsible for submitting timecards to DTS biweekly. Please be sure to review and sign the timecard. DTS will verify the hours documented on the timecard with you by telephone and/or e-mail.

Timecards

The invoicing process begins with a temporary employee's timecard.  This document is presented to the appropriate manager for approval.  Timecards for temporary employees may look different depending on whether your order was filled by DTS or Kelly Services. Your signature on the timecard verifies that the hours indicated on the timecard are correct and may be billed to your department. Invoices are submitted electronically and will appear on the monthly financial statement for your department.

Should any discrepancies on the timecard be noted, please notify your DTS or Kelly representative immediately.  For example, temporary employees should indicate actual hours worked on holidays (even if they have qualified for holiday pay). 

Should you have questions or disputes regarding the charges, contact your DTS or Kelly representative.  Credits or other adjustments resulting from your inquiry will be reflected in the next billing cycle.

Ending an Assignment When the services of a temporary employee are no longer required, for any reason, it is the hiring manager's responsibility to notify the DTS or Kelly representative, so that the employee can be advised of the discontinuation of the assignment. Exceptions to this practice should be reviewed and determined by DTS.  DTS or Kelly, as the legal employer, has the responsibility for informing employees of assignment terminations.

Length of Assignment

DTS employees cannot work more than 999 hours on a single assignment. Once a temporary employee reaches 800 hours, DTS will notify you by email to discuss the options you need to consider by the time the temporary employee reaches 999 hours. You will have the following options to meet the needs of your department and keep Duke in compliance with federal regulations: end the temporary assignment, request a new temporary employee for the assignment or hire the temporary employee into a regular, full-time or part-time position. You can even designate the regular position as having a defined end date.

Changing an Assignment

Any significant changes in job duties or description, particularly those that may involve health and/or safety implications or job level, must be communicated to your DTS or Kelly representative. Since all employees are selected according to their demonstrated ability to perform the duties of a specific job description, any new assignments must be discussed to ensure that the employee is capable and suited for the new, or different, duties.  Temporary employees are always encouraged to be flexible, but your DTS or Kelly representative should be contacted prior to any significant changes in the responsibilities of temporary employees.

Billing Overtime Hours

Please approve any overtime hours worked by the temporary employee. The temporary employee is paid one and one half times the regular rate of pay for all hours worked exceeding 40 hours in one week. Your department will be billed one and one half times the bill rate for all hours worked exceeding 40 hours in one week.

When the temporary employee works in two different cost centers (more than one assignment), all work hours are combined. If the total combined work hours exceed 40 hours in one week, overtime has occurred. If your department requested the additional hours, you will be billed for the overtime. (For example, if an employee works 20 hours in your department and 20 hours in another department, the department requesting additional hours will be billed for the overtime). If you have questions regarding responsibility for paying overtime, please contact DTS.

Injury at Work

If a temporary employee is injured on the job while working through DTS, the temporary employee must inform the supervisor by the end of the shift in which the injury occurred so you can complete an accident report. If the temporary employee does not report an on-the-job injury to the supervisor by the end of the shift in which the injury occurred, the temporary employee will be released from the assignment and terminated by DTS. All on-the-job injuries, regardless of severity, of a DTS employee providing temporary services must be reported to the Workers' Compensation office within 24 hours of the department's knowledge of the illness/injury.

According to Duke policy, failure of the department to comply with this requirement may result in that department being responsible for one hundred percent (100%) of the temporary employee's compensation while the employee is out on workers' compensation for up to one year.

Injuries for Kelly Services and secondary supplier employees should be reported to Kelly Services immediately at 668-3820.

Hiring Temporary to Regular Staff

DTS employees must be employed for a minimum of 30 calendar days before transferring into a regular position at Duke. If you decide to hire the temporary employee into a regular position, at a minimum, it is important that you recheck pre-employment references which were conducted by DTS at the time of hire.

If the job order was filled by a Kelly Services temporary employee or a secondary supplier and you are interested in hiring the temporary employee into a regular position, a conversion fee may be applicable. When the temporary employee converts to full-time or part-time employment, the conversion fee will be based on the annualized salary (2,080 hours) of the converted employee up to a maximum of 25 percent. The fees will be calculated by service line and length of service.

• For DTS temporary employees, there is no conversion fee after 30 days of employment with the department. For a transition in less than 30 days, please contact your DTS employment representative.
   
• There is no conversion fee for the Kelly Services or secondary supplier temporary employee after working 90 days in a clerical, light industrial, accounting and professional, technical (IT), clinical research and research (scientific) position. If transitioned into a regular position prior to the 90 days, see conversion rates negotiated below:

• There is no conversion fee for Kelly Services or the secondary supplier temporary employee after working 961 hours in health care and clinical health care positions. If transitioned into a regular position prior to 961 hours, see conversion rates negotiated below:

Your Costs

For FY 2006/2007, the DTS mark-up rate is 29 percent for federal grant-funded positions and 34.4 percent for all other positions. The difference between the fringe benefit rate (FBR) and the mark-up fee covers the cost for pre-employment due diligence, orientation and training of temporary employees, performance management, payroll and billing. The mark-up rate includes FICA taxes paid on the temporary employees.

DTS will e-mail a monthly detailed financial report to departments. Departments should review these reports monthly to ensure billing accuracy.

Kelly Services and secondary vendor contracts have been negotiated through June, 2007. Based on volume, we have been able to significantly reduce the mark-up rates from our external vendors. Pay ranges for each job classification have been negotiated to Duke's pay ranges, with flexibility within the range for rates based on experience. New primary and secondary vendor contracts will be renegotiated effective July, 2007.

Fees for direct placements are equal to one percent per thousand dollars of the employee's proposed annual salary (calculated based on 2,080 hours per year) up to the following maximums by service line:

Mark-up rates for Kelly Services and most* secondary supplier positions:

*Some positions filled by secondary suppliers may be billed at negotiated mark-up rates specific to certain positions. When filling orders, Kelly Services will advise if different mark-up rates apply.